5 Tips for More Efficient Admissions Processes with an Applicant Tracker

Higher education admissions processes are becoming increasingly complex and competitive. How can establishments stand out and attract the best profiles, while effectively managing increasing volumes of applications? An effective applicant tracking tool is essential to meeting these challenges. In this article, discover 5 tips to optimize your admissions thanks to these innovative solutions.

Summary :

1- Optimize end-to-end management of applications

2- Facilitate decision-making through data comparison

3- Streamline communication and information sharing

4- Personalize the candidate experience to strengthen attractiveness

5- Use application data for in-depth analyzes

1- Optimize end-to-end management of applications

A powerful monitoring tool centralizes all tasks related to university registrations, allowing admissions teams to effectively manage each step of the process.

Consolidation of information into a single dashboard

A powerful application tracking tool makes it possible to centralize all the data and documents relating to each file in a single dashboard. No more information scattered in emails, Excel workbooks or paper files! With an overview and structured view, admissions teams can easily access the elements they need and track the progress of each application in real time.

This consolidation of information reduces the stress of managing registrations. No more spending hours searching for a lost document or manually compiling data. Everything is at your fingertips in the tool, allowing smooth and efficient processing of files from receipt of the application until the final admission decision. Let's take the example of a business school which receives thousands of applications each year for its Grande École program. By centralizing all documents (CVs, cover letters, transcripts, letters of recommendation, etc.) in a tool like Emundus , admissions managers can instantly consult the complete file of each candidate without risk of forgetting or misrepresenting them. loss. No more headache of missing parts or obsolete versions!

Automate repetitive tasks to focus on the essentials

A worthy applicant tracking tool offers powerful automation features that relieve teams of time-consuming and repetitive tasks. For example, the sending of confirmation messages, requests for additional documents or invitations to interviews can be triggered automatically according to predefined triggers.

This automation frees up valuable time that admissions managers can devote to higher value-added missions, such as analyzing files or supporting candidates. By focusing on the essentials, they help provide a quality experience to future students while optimizing the efficiency of the process. Let's imagine an engineering school that wants to personalize its communication with candidates based on their profile. With a tool like Emundus , it can easily set up automated email scenarios adapted to each case: a welcome message for new applications, reminders for incomplete files, invitations to business webinars for technical profiles. .. All this without manual intervention, allowing teams to focus on qualitative discussions with the most promising candidates.

College application tracking tools help streamline the application process by consolidating all information into a single dashboard, reducing student stress.

2- Facilitate decision-making through data comparison

By integrating advanced comparison features, the tool helps managers evaluate applications in an informed manner and align profiles with the establishment's strengths.

Access to detailed statistics on admissions and programs

To make informed admission decisions, there's nothing like relying on reliable and detailed data. A powerful monitoring tool provides access to a multitude of relevant statistics, such as the number of applications per program, the selection rate, the typical profile of those admitted or even the geographical distribution of applicants.

With this information, admissions teams can refine their selection criteria and identify the most attractive programs or those requiring adjustments. They can also adapt their recruitment strategy based on the most promising candidate pools. This data-driven approach reinforces the relevance and objectivity of the decision-making process. Let's take the example of a university that offers many specialized master's degrees. By analyzing the application statistics by program over the last 3 years in its monitoring tool, it notes that certain masters are struggling to attract enough qualified profiles. Armed with this information, it can adjust its communication, form new partnerships or review the educational content of these courses to better meet the expectations of students and the job market.

Online file evaluation functionalities for optimized collaboration

The most advanced application tracking tools offer online file evaluation functionalities directly in the platform. No more back and forth of files by email or endless meetings to decide on each candidate! The various stakeholders (program managers, admissions panels, etc.) can annotate files, assign scores and share their assessments in a fluid and transparent manner.

This collaborative assessment greatly accelerates the admission decision-making process and promotes alignment between the different stakeholders involved. Everyone has a vision of expectations and can easily consult their colleagues' comments. The processing of files becomes faster and more efficient, to the delight of the admissions teams... and the candidates who receive a faster response! This is the case, for example, of the Institut Mines-Télécom Business School which uses Emundus for its master’s admissions. Program managers consult the pre-selected files online, enter their evaluations according to predefined criteria and discuss directly in the tool to reach a consensus. All validation stages are dematerialized and streamlined, from discussions with the admissions jury to notification to the candidate.

By comparing admissions statistics, financial aid packages, and campus culture through tracking tools, applicants can make informed choices and align their aspirations with each institution's strengths.

3- Streamline communication and information sharing

A centralized platform facilitates interactions between admissions teams, candidates and partners, for faster processing of files.

Centralization of exchanges with candidates for optimal monitoring

Communicating with applicants is an important but time-consuming aspect of the admissions process. With a suitable monitoring tool, all exchanges (emails, telephone calls, messages via forms, etc.) are centralized and attached to each candidate's file. Admissions teams thus have a comprehensive view of interactions and can provide personalized follow-up without losing information along the way.

This centralization is also a guarantee of efficiency: no need to desperately search for the last email sent or to wonder if a colleague has already responded to a particular request. All information is easily accessible in the tool, avoiding duplication and communication errors that could degrade the candidate experience. Take the case of Sciences Po Paris which uses Emundus for its admissions procedures. When a candidate contacts the school to ask a question, the team can immediately find their file and the history of previous exchanges to provide them with a quick and personalized response. Even if several employees are involved, they all have the same 360° vision for perfectly coordinated communication.

Simplifying the sharing of applications with stakeholders

Beyond communication with candidates, monitoring tools streamline exchanges between the different stakeholders involved in the admission process (program managers, juries, administrative services, etc.). No more paper files to pass around or bulky attachments sent by email!

With a tool like Emundus , sharing applications is greatly simplified. Authorized users can access candidate files in just a few clicks, without risk of loss or confusion of versions. All information is centralized in one place, promoting collaborative and efficient selection. Decision-making is accelerated, to the greater satisfaction of both admissions teams and candidates. Mines-Telecom, for example, deployed Emundus to manage the admissions of its work-study students. Previously, CVs and cover letters were painfully sent by email to partner companies. From now on, they can directly consult the files in the tool, become more responsive in their selection and free up valuable internal resources.

4- Personalize the candidate experience to strengthen attractiveness

By offering tailor-made application portals and tailored support, schools stand out and attract the best profiles.

Personalization of environments according to the specific needs of each school

Each school has specific admissions processes and requirements, and it is important that the tracker is flexible enough to accommodate these particularities. A platform like Emundus offers wide customization possibilities, allowing managers to optimize application forms, selection workflows, communication models, etc.

This personalization reinforces the attractiveness of the establishment by offering candidates an experience that is both fluid and adapted to the specificities of the targeted programs. They feel taken into consideration and effectively guided in their registration process, which enhances the image of the school and maximizes the chances of conversion of the best profiles. Excelia implemented , which wanted to modernize and streamline its admission procedures for international candidates. With Emundus , the school was able to create a tailor-made portal integrating its forms, its specific selection criteria and even online payment of application fees. Result: a faster and more intuitive experience for foreign students, and a strengthened international positioning.

Integration of support and advice features to guide candidates

For many candidates, applying to a top school is a complex and stressful process. In order to best support them and promote the school's employer brand, it is essential to provide them with as much information and practical advice as possible at each stage. The most advanced tracking tools include help and guidance features that reassure and engage candidates.

For example, Emundus allows us to offer candidates CV models, examples of impactful cover letters or even tuition fee simulations including financial aid. By guiding them step by step, the school shows its commitment to them and maximizes their chances of success, thus sustainably strengthening its attractiveness. ESSEC has chosen this approach for its bachelor admissions. Candidates can directly access personalized advice based on their profile, student testimonials and even a chatbot to guide them in their application in the tool. A proactive support approach that attracts the best talents by showing them the school's consideration even before their arrival on campus.

Trackers encourage students to document their extracurricular achievements and experiences, allowing the creation of a comprehensive application profile showcasing their multi-faceted interests.

5- Use application data for in-depth analyzes

The tool's export and reporting features allow managers to better understand trends and adjust their strategy accordingly.

Complete data export for detailed profile analyzes

Applications are full of valuable data on applicant profiles, academic background, extracurricular experience, and more. A powerful monitoring tool like Emundus allows you to export all this information for in-depth analysis and a better understanding of the trends at work.

Conclusion :

In an increasingly complex and competitive higher education landscape, admissions processes require a strategic approach to attract and select the best profiles while effectively managing increasing volumes of applications. In this context, an effective application tracking tool is essential. By providing establishments with complete visibility of candidates’ profiles, needs and aspirations, this tool allows them to make informed and rapid decisions. It also helps improve the candidate experience by ensuring transparent communication and personalized follow-up. Investing in such a tool is not only a way to stand out in a competitive environment, but also to meet the growing expectations of candidates and ensure efficient management of admissions processes.