Streamlining Admissions: How Applicaa Eases the Stress

Inah Carlos

Published in Applicaa | June 10, 2024

Welcome to my latest blog post. Having spoken with many schools that use Applicaa, I can tell you firsthand how technology is drastically improving the admissions process. From streamlining the tracking of applications to automating communication with prospective students and parents, the advancements are truly impressive and a must for any school wanting to better manage the essential function of admissions!

Admissions tasks often seem cumbersome, involving numerous forms, interviews, and follow-ups, normally managed over different platforms and by multiple staff. With the right tools, schools can turn this complex operation into a seamless and stress-free experience.

These technologies not only save time and resources but also enhance accuracy and efficiency and also ensure that new students are well catered for. Software allows educational institutions to focus their attention on engaging with future students and less on administrative burdens.

In this post, I’m going to talk through the three most common positive outcomes you get from embracing this type of technology.

Table of Contents

  • Chasing Applications and Maintaining Communication
  • Organising Transition and Admissions Events with Ease
  • Seamless Data Transfer into MIS

Chasing Applications and Maintaining Communication

One of the most time-consuming aspects of the admissions process is following up with parents who haven’t completed their application or data collection forms. It’s a delicate balancing act; you want to stay on top of things without appearing overbearing or causing unnecessary stress to parents who are juggling busy lives.

This is where Applicaa comes in to ease the pressure. Our platform’s messaging and communication capabilities help maintain that crucial flow of information between schools and new incoming parents. We understand parents’ high expectations and aim to meet them by allowing schools to send timely, relevant updates.

With the ability to send automated messages, Applicaa takes a significant load off school administrators. Imagine a scenario where, as soon as a parent completes a form, an automated ‘thank you’ message is dispatched, along with instructions for the next steps. This automation not only impresses parents with your efficiency but also significantly reduces the administrative burden on your staff.

Additionally, Applicaa allows for personalised mass communications. No more manual mail merges; instead, address parents directly and individually—’Dear Mr. and Mrs. Smith’—with messages that feel personal yet are dispatched to the entire cohort. Scheduled messages also mean reminders to those parents with incomplete applications are sent consistently, ensuring nothing falls through the cracks and those consistent nudges are sent to parents, for example on a weekly rotation, all of this happening in the background without staff needing to do anything.

Organising Transition and Admissions Events with Ease

Transition events like taster days, parent information sessions, and open days are crucial in the admissions cycle. These events set the tone for the relationship between the school and prospective families. Yet, organising these events can be overwhelming due to the myriad of logistical challenges.

Imagine having a tool that integrates seamlessly into your admissions process, making event management as simple as using Eventbrite. That’s exactly what Applicaa offers. Our event management function streamlines the organisation of these pivotal events, significantly reducing the time spent on administrative tasks, allowing staff to concentrate on the content of these particular events, meaning that they are as impactful and positive as possible.

Schools can effortlessly handle invitations, RSVPs, and attendee communications, allowing them to focus on creating a welcoming and informative experience for all attendees, parents leave these events feeling really positive about their decision to send their child to your school.

Seamless Data Transfer into MIS

The final hurdle in the admissions process is often the most technical and potentially error-prone: transferring pupil data into the Management Information System (MIS). Traditionally, this task can take schools up to ten working days, consuming valuable resources and often incurring high costs.

I heard from a school a few weeks ago who employed agency staff over the summer to input all of this data costing them a small fortune. However, they felt this was a necessity to ensure that all of the data was in their MIS ready for September, which of course it is!

What if there was a way to streamline this process? Applicaa provides a solution by enabling automatic data transfer with just a few clicks. This not only saves time but also reduces the risk of human error, ensuring that pupil data is accurate and secure. The days of painstaking data entry are over, replaced by a seamless, efficient system that works behind the scenes to keep everything running smoothly.

Inah Carlos
Inah Carlos

Hi! My name is Inah. I’m the Product Marketing Manager at Applicaa. I’ve been with Applicaa for 2 years now and was assigned to customer support, customer success, and currently, the marketing team. My job is to provide product updates by sending customer newsletters and increasing our social media and webinar engagement. I’m also creating social graphics for our social media platforms. I enjoy learning new stuff and hanging out with my friends on the weekends.