Why Educational Institutions should Automate their Admission Process
June 17, 2019
With the advancement in technology, businesses have shifted towards automation. The education industry is also adopting this change. The decision makers of the educational institutions feel that automation of the admission processes can significantly ease the pressure off after registration & enrollment complexities that they are facing.
It is important for colleges, institutes, and schools to have seamless operations, especially when dealing with the admission process.
The challenges of Manual Workflows in the Admission Process
The educational institution’s admission office is full of the hustle and bustle, especially during the peak admissions period. It’s stacked with long queues of students who want to take admissions. The administration staff is busy with registration and enrolment processes.
Presently, several educational institutions have not adopted the technology to the fullest. Their management still trusts the manual process for ‘behind the scenes’ work; which includes a student registration process, fees procurement, admission verification, among others.
The manual admission process is not only tedious and frustrating but also highly stressful and prone to errors.
The manual admission process is not only tedious and frustrating but also highly stressful and prone to errors. Your in-house administration staff’s time is fully occupied, handling the sequential admission process of hundreds of students.
The administrative staff is also busy doing repetitive & tedious tasks, which takes up a lot of their time, ultimately resulting in less productivity. They work very hard to complete the entire admission process on time. Along the way, they also have to resolve any discrepancies and errors emerged by the manual process. In short, they end up being frustrated.
This frustration will have a negative impact on students and can lead to their dissatisfaction, as the admission lacks the kind of efficiency it needs.
On top of that, the students and parents are stranded in the long queues of admission application submission and fees payments. They are left with no alternative but to follow the manual process conducted by the educational institutions.
Solution – Automate the Admission Process
With the increasing number of students taking admission in the academic institutes, the need for having a solution to manage, simplify, and streamline student admissions has become imperative.
The enrollment module of Smriti EdTech platform is designed in such a way that it will reduce the pain points of the admission process that your institution face.
Smriti EdTech’s enrolment module automates the entire admission process, providing an hassle-free experience to both students and the institution’s staff.
It takes out the headache of managing the entire end to end admissions lifecycle making it more efficient than ever.
The admission process is the first actual interaction of students and parents with the educational institution. By automating the admissions process, it makes a good impression on them, boosting the brand identity of the institution.
The enrollment module of Smriti EdTech platform is designed in such a way that it will reduce the pain points of the admission process that your institution’s face. It lets you efficiently manage the overall admission process in the following ways:
- It enables you to manage your entire admission process from one place (Dashboard), thus saving your staff’s time. It also reduces the complexity of the process, making sure that it’s error free.
- It provides you with a real-time view of the prospective student’s pipeline along with the stages in which they are.
- It provides insights about the entire enrollment process, which allows your institution’s management team to help identify the challenges of the admission process. They can take quick measures to increase admission conversions based on these insights.
- Since the admission process is automated, it requires less human intervention, thus freeing your staff for more productive work.
Benefits of automating the Admission Process
Smriti EdTech’s enrollment module automates the entire end to end lifecycle of the admission process for all types of educational institutions whether its Schools, Institutes or Colleges.
This platform not only streamlines the admission procedure but also provides a better experience to the students.
Following are the benefits achieved by automating the enrollment process,
1.Convert Your Potential Admission Enquiries
The ultimate aim of having automation in the admission process is to simplify the operations and maximize the enrollment of new students, along with retaining qualified students.
The admission module of the Smriti EdTech Platform helps you in providing the right insights of overall admission inquiries, how it has been progressing, and how many seats are confirmed.
This educational software provides you with intuitive admission automation, designed to capture maximum student leads so that they can be transformed into sure shot admissions.
For Schools, this module allows the parents to check the admission eligibility of their child online, submit the school admission application, upload the various documents from the comfort of their home.
The admission inquiries are collated centrally. The school staff can conduct the necessary processes such as sorting the admission applications, reach out to the prospective parents to schedule admission interviews, waiting list management, etc., thus helping convert the inquiries into admissions.
The streamlined online admission registration process makes the job of your administrative staff easier and efficient by reducing errors, manual paperwork, and redundant administrative chores.
For Institutes, your admissions team can easily reach out to potential students who have enquired, can schedule counseling sessions and follow-up with them. All the communications history such as SMS, emails, call logs are maintained in one place.
For Colleges, they have to go through a centralized admission process for first-year students. This module allows colleges to have a custom online admission process so that they can admit students who have qualified the common entrance tests conducted by Statutory Central Admission Authorities. For the rest of the student’s admission is conducted similarly.
The lead stages can be tracked as the prospects move through the admission funnel, thus saving time for your admin staff on scrutinizing the same.
The admissions automation feature captures required students information and does the routing of applications based on the program/course selected, caste or category and other influential parameters.
It also detects whether a new student or existing student is taking admission depending on CET number. or PRN entered.
Also, the lead stages can be tracked as the prospects move through the admission funnel, thus saving time for your admin staff on scrutinizing the same.
2. Minimize the Manual Data Entry Process
The influx of students taking admissions is increasing day by day. The academic institutes have a hard time to cope up with this scale of the enrollment process.
Also, they have to work with lesser resources along with traditional manual systems.
Manual form filling process is completely eliminated as the students and parents can fill online admission forms at the comfort of their home , without coming to the institution campus.
Manual data processing is time-consuming and full of errors. The administration staff enters the data collected from the paper-based admission forms into excel sheets. This process is more error prone since the data entered might be wrong due to incomplete information, unrecognizable handwriting, among others.
Smriti Edtech’s admissions module digitally stores almost all information of the admission process. The students apply for admission through online registration forms.
Manual form filling process is completely eliminated as the students and parents can fill online admission forms at the comfort of their home, without coming to the institution’s campus. The digital scan copies of mandatory documents are uploaded to the system hence removing the need for storing and managing them physically.
3. Your Students Admissions Data is in a Single place
Your institution’s staff is already struggling to streamline the admission procedures. On top of that, all the student’s data is scattered in various paper-based forms, stored in file cabinets.
Some institutions are implementing a slightly better solution of entering the student’s data into excel sheets. It has its own challenges. Over the period as the number of enrolled students increases, it becomes challenging to manage students data in one excel sheet. Also, to recall students information year, program, branch, and department wise becomes difficult and time-consuming.
The worst part is, these excel sheets are shared among various members through emails or pen drives, making it difficult to maintain one version of the excel sheet which consists of the up to date information of the students’.
This problem scales as the number of students enrolling for various programs & courses increases. And even worse multiple versions of the excel files are created with names like ‘final,’ ‘copy of final,’ ‘final of final,’ ‘final version 1’ etc.
Smriti EdTech’s admission module gives you a complete view of data generated from the admission process conducted for different programs or courses. Your institution’s data is stored in one central location, with zero redundancy.
You can manage the student data from multiple campuses through a single dashboard.
Your in-house staff can retrieve, monitor, and analyze the students and their admissions data whenever required. The details such students personal information, program/course they have enrolled, uploaded documents, along with the information of fees paid is available on demand.
Not just that, you can manage the student’s data from multiple campuses through a single dashboard.
4. Collect Fees from the Students using Credit or Debit Card, Mobile Wallets & UPI
Fee collection is the most crucial component of the admission process. Educational institutions can collect fees from the students, through online payments by Credit or Debit Card, Mobile Wallets & UPI, among others.
Educational institutions can collect fees from the students, through online payments by Credit or Debit Card, Mobile Wallets & UPI, among others.
After the students submit their online admission application, they can view the fee structure, including its components and pay for it. These fee components are pre-configured depending on the program, course, caste, or any other parameter. Late fees & super late fees per day, along with their collection start and end dates can also be configured.
Partial fees can also be collected from students in the form of installments. Automatic reminders can be sent to students who have opted for partial payments for the next installment or whenever they have any overdue payments.
In short, the students or their parents can directly pay all types of fees without traveling to the institution’s campus.
5. Make more informed decisions with Real-time, Data-driven & On-demand Reports.
Smriti EdTech’s enrollment module gives you real-time insights about your entire admission process. Insights such as, how many total numbers of students have applied, what’s their status and how the admissions are progressing at every stage.
It provides you with accurate information which lets you figure out how good are the enrollments for the year, have they increased or decreased, etc. You can generate customized reports of the accounts of the institution’s to keep a record of the money flow throughout the year.
Real-time, data-driven, easy-to-visualize & on-demand reports can be generated, which helps decision-makers to make more informed decisions related to admissions.
Student wise reports of fees received, outstanding fees, installments, can be generated based on daily, weekly, quarterly, yearly, or for a custom date range.
Smriti EdTech’s Enrollment Module is equipped with the necessary features for the automation of the admission and enrollment process.
The entire flow of admission is taken care of. This Module is custom built ground up catering to the different needs of educational institutions viz Schools, Institutes & Colleges.
There are many benefits of automating the admission process, but one of the main benefits is that it reduces the overall costs of operation by digitizing the entire process. It lowers recruitment costs and effectively optimizes the resources. It also ensures a seamless flow of communication with students using web & mobile devices.
It also provides your institution with the real-time information and analytics of how the process is performing. Based on that, you can make informed decisions, continuous improvements & work on the flaws of the process.
Lastly, it lessens the time required for the execution of the entire admission life cycle from weeks to a few days.