How AI Can Streamline the Admissions Process and Improve Student Experience

In today’s fast-paced world, education organisations like schools and universities face a competitive landscape to attract and enrol students. The admissions process is now crucial for showcasing value and building connections. To meet changing expectations, many institutions are using AI to streamline admissions and improve the student experience. HubSpot’s AI tools, Copilot and Breeze, could transform how admissions are managed. This blog explores how these tools can reduce workloads, enhance personalisation, and create an exceptional experience for prospective students.

The Challenges in Admissions Today

The admissions journey is no longer linear. Students today expect personalised interactions, quick responses, and seamless communication across multiple channels. At the same time, admissions teams are often overwhelmed by administrative tasks, lengthy application processes, and the pressure to meet enrolment targets.

Key Challenges:

Inefficient Processes: Manual data entry, application reviews, and follow-ups can slow down operations
Lack of Personalisation: Generic communication fails to engage students effectively.

Response Time: Students expect instant answers, but stretched-thin teams can struggle to keep up.
Data Overload: Sifting through large amounts of data to identify trends and actionable insights can be daunting.

HubSpot’s Copilot and Breeze tools directly address these challenges by automating repetitive tasks, enabling personalised communication, and providing actionable insights.

How HubSpot Copilot and Breeze Can Transform Admissions

Streamlining Administrative Tasks with Automation

One of the biggest hurdles for admissions teams is managing administrative work. HubSpot’s Copilot tools can automate routine tasks such as:

Organising inquiry form data.
Sending follow-up emails.
Updating application statuses in the CRM.

For example, with AI-powered workflows, Copilot can automatically:

Notify an admissions colleague when a new application is submitted.
Schedule reminders for incomplete applications.
Send tailored thank-you emails after a campus visit.

This automation reduces manual workloads, giving teams more time to focus on engaging with prospective students.

Enhancing Communication with AI-Powered Chat and Email Tools

Timely and personalised communication is vital during the admissions process. HubSpot’s Breeze content agent is a game-changer when it comes to drafting and optimising communication.

AI Email Drafting and Optimisation

Breeze can analyse student inquiries and suggest email drafts tailored to the tone, intent, and content of the query. For instance:

➡️If a student asks about scholarships, Breeze can craft a detailed, empathetic response outlining available options and next steps.
➡️For application deadline reminders, it can suggest concise, engaging messages with a clear call to action.

➡️Real-Time Chat Support with Breeze integrated into a school’s website, means prospective students can receive instant answers to common questions like:

“What documents are required for the application?”
“When is the next open day or event?”

If the query requires human intervention, Breeze can escalate it to an admissions colleague while providing context to ensure a seamless handoff.

Personalising the Admissions Journey with Predictive Insights

HubSpot Copilot excels in analysing data to uncover insights that admissions teams can use to deliver personalised experiences.

Behaviour Tracking and Engagement Scores

Copilot tracks how prospective students interact with your website, emails, and events. Using this data, it assigns an engagement score, helping teams prioritise leads that are most likely to enrol.

Custom Recommendations

With AI insights, admissions teams can personalise outreach based on individual interests. For example:

If a student frequently visits pages about a specific program, Copilot can recommend sending program brochures or inviting them to a related webinar.
For students interested in sports, it can suggest content about athletic scholarships or campus facilities.

This level of personalisation fosters deeper connections and increases the likelihood of converting inquiries into applications.

Optimising Marketing Campaigns for Better Reach

Attracting the right students often starts with effective marketing campaigns. Both Copilot and Breeze integrate seamlessly with HubSpot’s marketing tools to ensure campaigns are optimised for success.

AI Content Creation

Creating compelling blog posts, social media posts, and email campaigns can be time-consuming. Breeze simplifies this by generating high-quality content tailored to your audience. For instance:

Blog posts on “Top Reasons to Choose [Your Institution]” can be generated in minutes, complete with engaging CTAs.
Social media captions promoting application deadlines or open events can be created instantly.

A/B Testing Made Easy

With Copilot, you can run A/B tests to determine which campaign elements (such as subject lines or visuals) perform best. The AI provides actionable recommendations to improve future campaigns, ensuring your message resonates with prospective students.

Improving Application Tracking and Follow-Up

Tracking the progress of applications and following up with students at the right time can be challenging. Copilot’s AI-powered dashboards offer real-time visibility into every stage of the admissions pipeline.

Automated Follow-Ups

Copilot can trigger automated follow-ups based on key milestones, such as:

Sending reminders for missing documents.
Congratulating students on completing their applications.
Nudging admitted students to confirm their enrolment.

These timely, automated touchpoints ensure no student feels neglected during the admissions journey.

Predicting Conversions

Using historical data, Copilot can predict the likelihood to convert and help teams focus on students who are most likely to enrol. This insight enables better resource allocation and targeted engagement.

Enhancing Event Management for Admissions

Admissions events like open days, webinars, and information sessions play a crucial role in converting inquiries into applications. HubSpot’s Copilot event management tools can simplify and enhance these events.

Event Promotion and Registration

Copilot can help admissions teams:

Create and promote events with AI-generated landing pages and emails.
Automate event registration processes, sending reminders to attendees and tracking attendance.

Post-Event Follow-Ups

Following up after an event is essential to keep prospective students engaged. Copilot can automatically:

Send thank-you emails to attendees, including links to resources or recordings.
Trigger personalised outreach based on event participation, such as scheduling 1:1 consultation for students who attended specific sessions.

By streamlining event management, Copilot ensures that institutions can maximise the impact of their admissions events and continue nurturing student relationships.

Why Education Organisations Should Embrace AI

Adopting AI tools like HubSpot Copilot and Breeze isn’t just about improving efficiency, it’s about meeting the expectations of modern students and families.

Key Benefits:

Faster Response Times: AI reduces delays and ensures students feel valued.
Improved Personalisation: Tailored messaging fosters deeper connections.
Higher Engagement: AI insights help teams focus on what truly resonates with students.
Scalability: Institutions can handle larger applicant pools without compromising quality.

Getting Started with HubSpot’s AI Tools

Ready to transform your admissions process? Here’s how you can begin:

We are offering an AI masterclass onboarding package, where we will run through the key AI tools you need to know, and help train the team on how to use them. We will also be on hand to help with implementation of any of the tools should you need it.

The admissions process is a critical opportunity for education organisations to build trust, showcase their unique offerings, and foster meaningful relationships with prospective students. By leveraging AI tools like HubSpot Copilot and Breeze, institutions can streamline operations, enhance personalisation, and deliver a student experience that stands out in a competitive market.th students and helping them embark on their educational journey with confidence.

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