Whether it's purchasing a new home, finding the perfect car, or dining out at a restaurant, a process can affect our perception of an entire experience. Just as a challenging real estate agent can complicate the search for a home, pushy salespeople can sour the process of buying a vehicle, and a neglectful waiter can spoil a meal out, the admissions and enrollment process can make or break a family's overall decision when choosing a school.

That’s because complex applications, repetitive forms, unclear instructions, poor communication, and impersonal emails can all turn prospective families away. To attract and retain families, your school’s admissions strategy must be streamlined, clear, and personal from the beginning.

So, what strategies should you try, and what features of your admissions and enrollment management software can differentiate your process and make your school stand out for the right reasons—in the ways that matter most to families?

Show your commitment to excellence, attention to detail, and care for the community right from the start with your school's enrollment software.

Flexible scheduling for interviews, visits, meetings, and more

Traditional scheduling often involves emailing back and forth with admissions staff, hoping to find a time that works for everyone. Families applying to different schools, juggling schoolwork, activities, and multiple jobs…finding time for meetings and interviews can be stressful and frustrating for both applicants and the school.

Instead of endless emails, applicants can simply review a calendar of open times and choose an appointment and time that fits their schedule, just as The Independence School has done with Finalsite Enrollment’s calendar scheduling tool.

Real-time application tracking

Admissions software with real-time application tracking can seriously elevate a school's admissions experience.

Giving applicants the ability to see the status of their application in real-time brings transparency to the process, plus, real-time tracking can reduce the volume of follow-up emails and phone calls to your admissions office about the status of an application.

Not all schools offer this level of engagement, but schools that can provide real-time tracking can stand apart by reducing that anxiety, and creating a more engaged and informed applicant pool.

Personalized communications during the admissions process

Personalized communications make applicants feel recognized and valued as individuals, not just as numbers in a system. Tailored messages based on the applicant’s status, interests, previous interactions, or their stage in the admissions process keeps the communication relevant and engaging. 

For instance, if an applicant hasn't completed a certain part of their application, a customized reminder can prompt them to take action, reducing delays and improving completion rates. Plus, if you take the time to personalize communications before a student even sets foot on campus, it can lay the groundwork for a strong, positive relationship going forward.

Louisville High School asks its prospective students about their hobbies and goals when inquiring, so they’re able to tailor admission communications and event invites to a prospect's interests in academics, athletics, and more.

Storytelling beyond the homepage

Stories resonate on an emotional level and make them more memorable and impactful than facts and figures alone. By sharing student success stories, teacher anecdotes, or alumni achievements, your admissions office can create a deeper emotional connection with prospective families and humanize your school during an often "cut-and-dry" admissions process filled with forms and files.

Digital storytelling throughout your school's website and enrollment process lets your school showcase its programs, culture, and community in a vivid and engaging way, helping you stand out in a crowded space.

As a boarding school with a tight-knit community, St. Andrew’s School paints a picture of trust, respect, and care between its students, faculty, and staff with videos, quotes, and student ambassador profiles.

Northfield Mount Hermon empowers their prospective students to "take charge of their education" with the understanding that it's a long, exciting process. The admission pages tell the story of a journey waiting to be created, and NMH is there to assist at every step.

Simplify the admissions journey with a roadmap 

A structured and supportive pathway through the admissions process breaks down the journey into manageable steps and helps clarify what can often seem overwhelming. If applicants know exactly what steps to take and what documents are needed, families are engaged and invested in the process, especially with the knowledge that the finish line is close.

By clarifying expectations, reducing uncertainty, and showcasing the school’s commitment to students, KLA Academy outlines its application process for families and positions itself as a supportive, student-centered community from the first interaction with parents.

Online admissions committee workspaces

When it’s finally time to review a mountain of applications, a secure online platform where committee members can access applicant files from anywhere, at any time, will shorten the review process for both staff and families. This platform should allow for:

• Committee members to annotate applications, assign scores based on predetermined criteria, and leave detailed feedback.
• Dashboards that allow the committee to filter, sort, and compare applicants side-by-side.
• Customized recommendation forms with smart, conditional fields, Likert scales for nuanced feedback, and real-time updates for both parents and the admissions team.

Keep Reading: 9 Things to Consider When Choosing a School CRM

Flexible and automated billing system

When collecting tuition and billing families, a user-friendly online payment system that allows parents to view billing statements, select payment plans, and make payments online brings a whole new level of convenience.

Personalized payment plans offer a variety of options, including the ability to customize due dates, application fees, and messaging.

And don’t forget about reducing your staff's workload—when you have hundreds of families, automatically sending billing statements, payment reminders, and late notices should improve your payment collection rates, not slow them down.

“We wanted one system that could do everything for the parents,” said Roberta Roser, Delbarton School's Accounts Receivable associate. “It’s beautiful when you have the advanced deposits and the enrollment contracts showing up on the same statement ... That's easy, and that’s what we want to offer our parents.”

Key Takeaway

The process plays an important role in shaping a perception. A cumbersome and impersonal experience can deter even the most committed families from moving forward with choosing your school. So use your admissions management software to make the most of this part of the journey and make the process as seamless and engaging as possible.

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. As Finalsite’s Senior Content Marketing Manager, 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.