The anxious parents, the overstuffed folders, the last-minute applications slid across your desk just before the deadline...You've seen it all, and you've spent countless hours deciphering handwriting, chasing down missing documents, and dealing with the nagging feeling that some inquiries are slipping through the cracks.

In the past, admissions offices were often bogged down by manual processes, paper forms, endless games of phone tag, and maybe even the occasional surprise “walk-in.”

Today's families expect a more efficient and personalized experience for everything. They want quick answers to their questions, they want to submit applications on their phone, and track their progress easily. And schools that fail to meet these expectations risk falling behind.

Fortunately the admissions world has changed.

Thanks to tools like AI chat, one-click translation, and modern, mobile-friendly enrollment management systems (EMS), private schools are upgrading their enrollment process to be more streamlined, more personal, and empowering the 69% of admission offices with three or less staff members handling all the work.

If you feel like you’re stuck in the past, it's a sign to leave the old ways behind and embrace the admission tools that empower your office to work smarter, not harder, and build stronger connections with families.

Out with the Old: A Disconnected Experience

The admissions process has changed a lot in the last few years. Schools used to rely solely on paper applications, with some estimates suggesting that US schools spend roughly $2 billion every year on their paper supplies. Interestingly, over half (54%) of admission offices still use paper forms at some point in their admissions process. 

It's the old way of doing things, and it's not efficient, sustainable, or particularly effective. It’s hard for admission offices to track leads and provide a consistent experience for families, but it’s really the families that feel lost in the shuffle, with no clear communication or guidance.

But today's families expect a more modern and efficient experience. They're used to doing everything online, from shopping to banking to booking appointments. And when it comes to choosing a school for their child, they expect the same level of convenience and personalization.

In with the New: Automation and Personalization

Families are tech-savvy, and the shift in family expectations, coupled with advancements in technology, has ushered in a new era of enrollment management. It's not as simple as having an online application form to submit...Today's families want a seamless, personalized, and mobile experience from their first inquiry to their child's first day of school.

Enrollment Management Software: Streamlining the Journey

Modern enrollment management systems are the backbone of efficient admissions offices. They offer a range of features to automate tasks, improve communication, and enhance the family experience.

• Effortless Applications: Forget the printing, postage, and illegible handwriting. Online applications make it easy for families to apply from anywhere, anytime. Plus, automated data entry eliminates errors and saves your team valuable time.
   
• Proactive Communication: Automated workflows ensure families receive timely reminders, updates, and personalized messages throughout the admissions journey. No more missed deadlines or unanswered questions.
   
• Convenient Scheduling: Integrated calendars allow families to book campus tours and meetings with a few clicks. No more back-and-forth emails trying to find a mutually convenient time.
   
• Mobile-First Experience: Families can access information, complete tasks, and track their application progress from their smartphones.
   
• Transparent Tuition Management: Online payment portals and automated billing simplify tuition payments and reduce administrative overhead.

Boulder Country Day is using Finalsite Enrollment to manage its admissions, enrollment, and billing processes. It’s a mobile-friendly solution that streamlines the processes for admission offices and families alike.

AI Chat: Providing Instant Support

AI-powered chatbots are like having a 24/7 virtual assistant for your admissions office. They can answer common questions instantly, providing support to families whenever they need it.

• Instant Answers: AI chatbots can answer questions about applications, enrollment, and tuition assistance, freeing up your team to focus on more complex inquiries and relationship building.
   
• More Engagement: By providing instant answers and guidance, chatbots can help keep families engaged throughout the admissions process, without them having to search the FAQs, send an email, or pick up the phone.
   
• Personalized Experience: Give families personalized recommendations and resources based on a their specific needs and interests. Plus, with support for more than 45 languages, users can communicate faster with more confidence.

Website Translation: Reaching a Larger Audience

Many families speak a language other than English at home, and with one-click translation tools, your online admissions material can engage a larger, more diverse pool of applicants.

Schools like Louisville High School can translate their inquiry forms into a multitude of different languages with Weglot’s translation features. Similarly, Thornton Academy uses Weglot to translate its admission pages; a great option for boarding schools welcoming families from all corners of the world.

Essential Features of a Modern Enrollment Management System

Admissions is really about creating a welcoming experience for families—meeting their expectations, building stronger relationships, and ultimately, attracting and enrolling the best-fit students for your school.

Today’s enrollment management systems should provide a wide range of features to help schools, districts, and dioceses upgrade every aspect of the enrollment journey, from inquiry to enrollment and tuition management.

Key Features to Look For:

• Active Customer Relationship Management (CRM): Stay organized and build stronger relationships. Track interactions with prospective families and automate tasks like sending emails or reminders.
   
• Dynamic Checklists: Provide personalized checklists for each student, guiding them through the application process step-by-step.
   
• Streamlined Recommendations: Simplify the process for teachers and administrators who need to submit recommendations. Make it easy for them to upload documents and complete forms online.
   
• Integrated File Reading: Evaluate applications efficiently on any device. Review transcripts, essays, and other documents from your computer or tablet.
   
• Simplified Committee Review: Facilitate easier discussion and decision-making for admissions committees. Provide tools for online collaboration and review.
   
• Tuition Management: Offer online payment options and automate tuition collection to simplify billing and reduce the amount of late payments.
   
• Real-Time Dashboards: Track progress toward enrollment goals and monitor key metrics to find areas for improvement.
   
• Website Integration: Capture leads from your website’s forms and automatically send them to your enrollment management system so no inquiries fall through the cracks.

Key Takeaway

Adopting a modern enrollment management system with these key features can help your school transform its admissions process, improve the family experience, and achieve its enrollment goals. Innovation, accessibility, and a better user experience for parents all signal a proactive, forward-thinking approach, and that starts the entire enrollment process off on the right foot.

ABOUT THE AUTHOR

Connor has spent the last decade within the field of marketing and communications, working with independent schools and colleges throughout New England. At Finalsite, Connor plans and executes marketing strategies and digital content across the web. A former photojournalist, he has a passion for digital media, storytelling, coffee, and creating content that connects.