5 tips for more efficient admissions processes using an application tracking tool

Admissions processes in higher education are becoming increasingly complex and competitive. How can institutions stand out and attract the best candidates while effectively managing growing application volumes? An effective application tracking tool is essential to meeting these challenges. In this article, discover five tips to optimize your admissions process with these innovative solutions.

Summary :

1- Optimize end-to-end application management

2- Facilitate decision-making through data comparison

3- To streamline communication and information sharing

4- Personalize the candidate experience to enhance attractiveness

5- Utilize application data for in-depth analysis

1- Optimize end-to-end application management

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

Consolidating information into a single dashboard

A powerful application tracking tool centralizes all data and documents related to each application in a single dashboard. No more information scattered across emails, Excel spreadsheets, or paper files! With a structured overview, admissions teams can easily access the information they need and track the progress of each application in real time.

This consolidation of information reduces the stress associated with managing applications. No more spending hours searching for a lost document or manually compiling data. Everything is readily available in the tool, enabling smooth and efficient processing of applications from receipt to the final admission decision. Consider a business school that receives thousands of applications each year for its flagship program. By centralizing all documents (CVs, cover letters, transcripts, letters of recommendation, etc.) in a tool like Emundus , admissions managers can instantly access each candidate's complete file without the risk of oversight or loss. No more headaches with missing documents or outdated versions!

Automate repetitive tasks to focus on what matters most

A truly effective applicant tracking system offers powerful automation features that free up teams from time-consuming and repetitive tasks. For example, sending confirmation messages, requests for additional documents, or interview invitations can be triggered automatically based on predefined events.

This automation frees up valuable time that admissions managers can dedicate to higher-value tasks, such as reviewing applications or supporting candidates. By focusing on what matters most, they help provide a high-quality experience for prospective students while optimizing the efficiency of the process. Imagine an engineering school that wants to personalize its communication with applicants based on their profiles. With a tool like Emundus , it can easily set up automated email sequences tailored to each case: a welcome message for new applicants, reminders for incomplete applications, invitations to industry webinars for technical profiles, and so on. All of this without manual intervention, allowing teams to focus on meaningful interactions with the most promising candidates.

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

2- Facilitate decision-making through data comparison

By integrating advanced comparison features, the tool helps managers to evaluate applications in an informed manner and to align profiles with the strengths of the institution.

Access to detailed statistics on admissions and programs

To make informed admissions decisions, nothing beats relying on reliable and detailed data. A powerful tracking tool provides access to a wealth of relevant statistics, such as the number of applications per program, the selection rate, the typical profile of admitted students, and the geographical distribution of applicants.

Thanks to 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 strengthens the relevance and objectivity of the decision-making process. Consider the example of a university offering numerous specialized master's programs. By analyzing application statistics for each program over the past three years in its tracking tool, it observes that some master's programs are struggling to attract enough qualified candidates. Armed with this information, it can adjust its communication, forge new partnerships, or revise the curriculum of these programs to better meet the expectations of students and the job market.

Online case review features for optimized collaboration

The most advanced application tracking tools offer online evaluation features for applications directly within the platform. No more back-and-forth file transfers via email or endless meetings to decide on each candidate! The various stakeholders (program managers, admissions panels, etc.) can annotate applications, assign scores, and share their feedback seamlessly and transparently.

This collaborative assessment significantly accelerates the admissions decision-making process and fosters alignment among the various stakeholders. Everyone has a clear understanding of expectations and can easily consult their colleagues' feedback. Application processing becomes faster and more efficient, much to the delight of the admissions teams... and the applicants who receive a quicker response! This is the case, for example, at the Institut Mines-Télécom Business School, which uses Emundus for its Master's admissions. Program directors review shortlisted applications online, enter their assessments according to predefined criteria, and discuss them directly within the tool to reach a consensus. All validation steps are paperless and streamlined, from discussions with the admissions committee to notification of the applicant.

By comparing admission statistics, financial aid programs, and campus culture through tracking tools, applicants can make informed choices and align their aspirations with the strengths of each institution.

3- To streamline communication and information sharing

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

Centralized communication with candidates for optimal follow-up

Communicating with applicants is an important but time-consuming aspect of the admissions process. With a suitable tracking tool, all exchanges (emails, phone calls, form submissions, etc.) are centralized and attached to each applicant's file. This gives the admissions teams a comprehensive view of all interactions and allows them to provide personalized follow-up without losing any information along the way.

This centralization also guarantees efficiency: no more desperately searching for the last email sent or wondering if a colleague has already responded to a request. All information is easily accessible within the tool, preventing duplicates and communication errors that could negatively impact the candidate experience. Take the example of Sciences Po Paris , which uses Emundus for its admissions procedures. When a candidate contacts the school with a question, the team can immediately retrieve their file and the history of previous exchanges to provide a quick and personalized response. Even if several colleagues are involved, they all have the same 360° view for perfectly coordinated communication.

Simplifying the sharing of applications with stakeholders

Beyond communication with applicants, tracking tools streamline exchanges between the various stakeholders involved in the admissions process (program managers, juries, administrative services, etc.). No more paper files to circulate or large 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 the risk of loss or version confusion. All information is centralized in one place, facilitating a collaborative and efficient selection process. Decision-making is accelerated, to the great 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 painstakingly sent by email to partner companies. Now, these companies can directly access the files within the tool, making their selection process more responsive and freeing up valuable internal resources.

4- Personalize the candidate experience to enhance attractiveness

By offering tailored application portals and appropriate support, schools stand out and attract the best candidates.

Customizing environments to meet the specific needs of each school

Each school has its own specific admissions processes and requirements, and it's important that the tracking tool be flexible enough to adapt to these particularities. A platform like Emundus offers extensive customization options, allowing administrators to optimize application forms, selection workflows, communication templates, and more.

This personalization enhances the institution's appeal by offering applicants a seamless experience tailored to the specific requirements of their chosen programs. They feel valued and effectively guided through the application process, which boosts the school's image and maximizes the chances of attracting the best candidates. This is precisely what Excelia , aiming to modernize and streamline its admissions procedures for international applicants. With Emundus , the school was able to create a customized portal integrating its forms, specific selection criteria, and even online payment of application fees. The result: a faster and more intuitive experience for international students, and a strengthened international standing.

Integration of support and guidance features to assist candidates

For many applicants, applying to a top university is a complex and stressful process. To best support them and enhance 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 support and guidance features that reassure and engage applicants.

For example, Emundus allows applicants to access CV templates, examples of compelling cover letters, and tuition fee simulations that include financial aid. By guiding them step by step, the school demonstrates its commitment to their success and maximizes their chances of success, thereby strengthening its appeal in the long term. ESSEC has chosen this approach for its bachelor's degree admissions. Applicants can directly access personalized advice based on their profile, student testimonials, and even a chatbot to guide them through the application process within the tool. This proactive support approach attracts top talent by showing them the school's consideration even before they arrive on campus.

Trackers encourage students to document their extracurricular achievements and experiences, allowing them to create a comprehensive application profile that highlights their multifaceted interests.

5- Utilize application data for in-depth analysis

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

Full data export for detailed profile analysis

Applications are full of valuable data about candidates' profiles, academic backgrounds, extracurricular experiences, etc. A powerful monitoring tool like Emundus allows you to export all this information for in-depth analysis and a better understanding of emerging trends.

Conclusion :

In an increasingly complex and competitive higher education landscape, admissions processes require a strategic approach to attract and select the best candidates while effectively managing growing application volumes. In this context, an effective application tracking tool is essential. By providing institutions with comprehensive visibility into candidates' profiles, needs, and aspirations, this tool enables them to make informed and timely 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 rising expectations of candidates and ensure efficient management of admissions processes.