The admissions phase is one of the busiest times for educational institutes, especially because they have to streamline multiple student enrollments. Hence, the admin staff can’t help but feel overwhelmed due to student queries.

Manual and paper-based processes have been the norm despite being time-consuming, error-ridden, and tiresome. That is why an online admission system is the need of the hour for all institutes that want to improve the enrollment procedure.

Why do institutes need an online admission system?

Highly digitalized operations encapsulate most of the organizational functions in all sectors, including the education field. Colleges and institutes cannot lag behind and continue to rely on conventional methods to carry out their activities.

Therefore, they must use robust software to improve the overall admission system by automating the primary procedures. For example, it ensures comprehensive database management and streamlines all institutional tasks.

As a result, it eliminates paper-based activities and manual intervention, enabling staff to focus on other important work. Also, students and team members can track the admission details on the online portal.

How does the online admission system enhance the student enrollment procedure?

1. Convenient application filling

Students standing in queues or lining up to collect an application form, fill in the details, and submit it has been common scenarios. Fortunately, that is no longer the case, as students can retrieve the online application form.

The software allows institutes to create online application forms with all the necessary details and collect relevant student information. For instance, it records students' personal details, educational qualifications, and course preferences.

Depending on the student’s eligibility and confirmation for admission, they need to submit proofs and documents. After the successful uploading of application data, the software processes it and generates a merit list.

To generate the merit list, the system follows an algorithm and pattern. For example, an online admission management system analyzes student preferences, entrance exam results, and eligibility scores for particular courses.

2. Auto-Generation of Reports

The admissions process is a data-intensive process, which means that the institute needs to keep a system to collect and maintain information. The file and folder system is an outdated approach that has been replaced by spreadsheets.

However, simple computerized programs are basic and still require manual data entry. On the contrary, the software eliminates paper-based processes and auto-generates reports. Hence, institutes can obtain accurate day-to-day admission-related data.

Whether it is application forms, fee payments, or student inquiries, the system stores all data on the cloud platform. Furthermore, the system has customizable features, allowing users to get in-depth reports accordingly.

Also, it generates reports in PDF, Doc, and Word formats accordingly, allowing the team to store, collect, and share documents easily. Furthermore, the system ensures data accuracy, which usually is not the case with manual processes.

Integrated Admission System to Simply Student Record Management

3. Data-Analytics

How many students have enrolled in the last month? Is there a difference between last year’s and the current year’s admission? Which courses or programs are the ones that have garnered more attention?

These are some of the crucial questions that are worth answering because they can help gain insight into the overall enrollment process. That is why integrating the student information system with the admissions software is an ideal strategy.

One of the primary reasons is that it allows the administrator to keep track of the ongoing admissions, the number of enrolled students, etc. Moreover, it uses BI technology mechanisms to provide data-analytic reports.

In fact, stakeholders can get a graphical representation of data, including tables, pie charts, graphs, etc. Therefore, they inform admin staff and institute leaders of the latest admission trends and student behaviors.

Hence, it contributes significantly to the decision-making process, enabling institutes to plan and execute plans of action.

4. Online Fee Payment

Digital or online transactions have become a common mode of payment for all businesses, but their safety has often been a concerning issue. Furthermore, it is especially critical for educational institutes to protect the account details of students.

That is where the campus management system offers a safe and secure method for students to pay their fees. The system has integrated payment gateways, making it easier for students to pay through credit or debit cards and net banking.

Also, the institute staff does not have to physically deposit funds in the bank, as the system directly transfers the amount from the payer’s account. Additionally, it generates payment receipts, helping the students and admin keep records.

Moreover, it helps to keep bank details safe through encryption methods and tracks all transaction-related matters. The system generates invoices with specific details related to tuition fees, course fees, dorm fees, etc.

The admin can add any other details as per requirement, and the system provides an accurate calculation of the amount that students would pay.

5. Streamlined Communication

The official website of the institute usually has all the necessary information regarding the courses and programs. The availability of online brochures enables students to download them and read all the details accordingly.

But what if the student or their parents have additional questions? They call or email, but at times they don’t get adequate or no response, which could be disappointing. That is where institutes can make a difference by establishing a medium for smooth communication.

In fact, the admissions software provides live chat tools, which are immensely useful for students and parents to resolve their queries. Moreover, SMS, text messages, and email notifications ensure that they are always in the loop concerning admission-related matters.

6. Increased ROI (return on investment)

Most institutes strive to expand their operations and flourish; therefore, enrollment is a key contributor to fulfilling the objective. Hence, outdated marketing or advertisement strategies are no longer relevant, indicating the need for modern plans of action.

Institutes can use the admission management system not just to streamline the admission process but also to improve marketing efforts. The system allows institutes to create a database of potential students and execute the following:

Divide the potential candidates into sections.
Organize the student queries.
Resolve student queries.
Capture leads from various sources, including social media campaigns, digital ads, and print advertisements.
Identify the main avenues for leads.
The admin staff can assign and transfer specific inquiries to counselors and contact students accordingly.

Conclusion

The admissions process is a complex operation requiring the simultaneous execution of several tasks efficiently. However, that is hardly the case when institutes rely on outdated or manual approaches. Hence, an admission management system is the ultimate solution to automate all admission-related procedures.