Providing a personalized welcome to applicants during entrance exams is a major challenge for schools. An online application management tool allows them to collect precise information about each participant's preferences and constraints, centralize data for simplified management, and automate administrative tasks. Thanks to these features, schools can offer tailored support and guarantee a positive experience for applicants.

Summary :

1. Collect precise information via a customizable form

2. Centralizing data for simplified management

3. Automate administrative tasks

4. Offering personalized support to candidates

1- Collect precise information via a customizable form

Adapt the fields to the specific requirements of each competition

Application management software allows you to create customized forms to collect the information needed to organize accommodation and meals for applicants. This enables you to personalize the fields according to the specific requirements of each competition and campus, ensuring that your school's needs are met precisely.

By adapting application forms, you can gather essential information such as accommodation preferences, dietary restrictions, and travel constraints. This data will then allow you to offer a personalized welcome and better anticipate each applicant's needs.

Let's take the example of an entrance exam for a prestigious business school. The application form could include specific fields to indicate food allergies, the type of accommodation preferred (single room, double room, etc.), and the planned means of transport to get to campus. By collecting this information in advance, the school can tailor its services and ensure that each candidate benefits from optimal conditions during the oral exams.

Incorporate individual preferences and constraints

The customizable application form allows you to incorporate candidates' individual preferences and constraints. For example, you can include fields for food allergies, specific diets, or needs related to a disability.

By collecting this information in advance, you can take into account the specific needs of each candidate and tailor your accommodation and catering services accordingly. This allows you to offer a truly personalized welcome and ensure the well-being of all participants during the oral exams.

Let's consider the case of a candidate with a physical disability. Using the application form, they can indicate their specific accessibility needs for accommodation and exam rooms. The school can then provide an adapted room and ensure that the premises are equipped to welcome this candidate in the best possible conditions. This attention to individual needs demonstrates the institution's commitment to inclusion and equal opportunities.

Did you know that 92% of candidates appreciate the possibility of personalising their accommodation and meals during competition orals?

2- Centralize data for simplified management

Access real-time data

An online application management tool allows you to centralize all data related to candidates' accommodation and meal requests. This gives you real-time access to key information, such as the number of places reserved, the options chosen by each candidate, and any specific requests.

This data centralization greatly simplifies the work of your candidate reception teams. They can access the information they need at any time, without having to juggle different files or media. This allows for smoother and more efficient management of accommodation and catering.

Let's take the example of an engineering school that organizes entrance exams over several days. Thanks to the application management platform, the reception team can monitor accommodation occupancy rates in real time and adjust room allocation based on arrivals and departures. They can also anticipate catering needs by having a clear view of the number of meals required for each service. This centralized and dynamic management allows for rapid adaptation to unforeseen events and optimizes resources.

Generate reports and statistics

Thanks to the data collected via the application form and centralized on the platform, you are able to easily generate reports and statistics on accommodation occupancy, meal consumption, and candidate satisfaction.

This valuable information allows you to closely analyze the oral exam process and identify areas for improvement in future sessions. For example, you can adjust the number of places offered based on observed trends or adapt the menus according to candidates' preferences.

Imagine a business school that wants to optimize its accommodation options for upcoming oral exams. By analyzing data from previous years, it finds that demand for single rooms is significantly higher than for shared rooms. Based on this observation, the school can decide to revise its accommodation allocation and offer more single rooms. This data-driven approach allows it to tailor its offerings more closely to candidates' expectations and improve their overall experience.

For optimal monitoring of candidate onboarding, here are some key indicators to track:

3- Automate administrative tasks

Configure management rules

Application management software allows you to configure specific rules for candidate accommodation and meals. For example, you can define cut-off times for accessing catering services, deadlines for room reservations, and cancellation policies.

By integrating these rules directly into the application form, you ensure that candidates are aware of them as soon as they register. This allows you to define the requirements upfront and avoid complex situations later on. It represents a significant gain in time and efficiency for your teams.

Consider a school that wants to set a booking deadline for accommodations to better organize the reception of applicants. By setting this rule in the application form, the school ensures that participants are aware of this constraint and make their reservations on time. This avoids last-minute requests and allows the reception team to calmly plan room allocation and related services.

Send personalized notifications

Automating administrative tasks also involves sending personalized notifications to candidates. With an online management tool, you can set up confirmation emails for accommodation and meal bookings, reminders before the oral exam date, and thank-you messages after the event.

These automated communications, tailored to each candidate's profile, allow you to provide them with all the practical information they need, without burdening your teams with these time-consuming tasks. This improves the candidate experience while optimizing your employees' workload.

Imagine a school that wants to send a personalized confirmation email to each applicant who has booked accommodation. Using the application management tool, it can configure an email template including information specific to each participant (dates of stay, room type, included services, etc.). These emails are then sent automatically, without any manual intervention from the team. Applicants thus have all the necessary information to prepare for their arrival with peace of mind, while staff can focus on higher-value tasks.

To effectively automate administrative tasks related to candidate onboarding, here are some actions to implement:

1. Define clear management rules and integrate them into the application form

2. Set up email templates for the different notifications to be sent to candidates

3. Set up automatic triggers for sending emails (booking confirmations, reminders, etc.)

4. Automatically generate the documents needed to welcome candidates (badges, itineraries, etc.)

5. Set up alerts for specific requests or situations requiring manual intervention

Simplify the online payment process

Offering online payment for accommodation and meals has numerous advantages for both candidates and schools. Participants can pay for their bookings easily and securely, at their own pace. For your part, you no longer have to manage checks or cash on the day and can easily track payments.

By integrating a payment solution into your application management tool, you streamline the process and avoid unpaid invoices or errors. This provides peace of mind for everyone and eliminates a potential point of friction in organizing interviews.

Let's take the example of a school that offers various paid accommodation and catering options during its entrance exams. By allowing candidates to pay directly online through the application platform, it greatly simplifies the process. No more managing checks or manual bank transfers; everything is centralized and automated. Candidates can pay in just a few clicks, at a time that suits them best. The school, for its part, can easily track payments and booking conversion rates.

"Online payment saves us valuable time managing oral exam registrations and allows us to focus on what matters most: welcoming candidates in the best possible conditions." - Admissions manager at a top business school

4- Offer personalized support to candidates

Anticipate specific needs

By using the data collected through the application form, you can anticipate the specific needs of each participant and respond to them in a personalized way. For example, if an applicant informs you of a food allergy, you can prepare a suitable menu and inform them in advance.

This attention to individual needs demonstrates your commitment to providing the best possible experience for your candidates. By anticipating their requests and providing concrete solutions, you enable them to approach the oral exams in optimal conditions.

Imagine a candidate who indicates on their application form that they follow a vegetarian diet. With this information, you can prepare suitable options for each meal and inform the candidate in advance. This prevents them from having to worry about their diet during the oral exams and shows them that their well-being is a priority for your school. It's a simple gesture, but one that can make a real difference to the candidate experience.

Organize individual travel

Applicant tracking software also allows you to organize individual travel for participants, from arrival to departure. By collecting information about their mode of transport and schedules, you can provide tailored support.

This can involve setting up shuttle services from train stations or airports, organizing carpooling among candidates, or booking taxis. By making travel easier for everyone, you help reduce their stress and offer them a positive experience.

Let's take the example of a school that welcomes candidates from all over France for its oral exams. By offering a shuttle service from the train station, it greatly simplifies their arrival on campus. Candidates no longer have to worry about finding transportation or navigating an unfamiliar city. They are met as soon as they get off the train and taken to their accommodation. This is a highly valued service that demonstrates the school's commitment to the comfort of its participants.

To offer candidates personalized and memorable support, here are some ideas to implement:

Conclusion :

By adapting application forms, centralizing data, automating administrative tasks, and offering personalized support, schools can guarantee a memorable experience for applicants and thus strengthen their appeal and reputation. By investing in effective application management tools, institutions ensure they stand out in a competitive environment and meet the ever-increasing expectations of applicants.