Streamlining University Admissions: The Role of HubSpot CRM

University admissions teams face a variety of challenges, including:

Inefficient transfer of leads from marketing
Struggling with large amounts of student applicant data
Lack of time to provide each prospective student with a personalised experience
Disjointed data leading to inadequate reporting

By incorporating Hubspot CRM into their processes, university admissions teams can automate routine tasks, ensure data accuracy, maintain tailored communication with applicants, and gain valuable insights through clear reporting.This not only alleviates the workload on admissions staff but also enhances the overall experience for prospective students, and elevates your university's brand.

A seamless marketing to admissions handover with Hubspot CRM

Hubspot CRM is an effective solution for optimising the transition of leads from marketing to admissions. Here are some ways it can be utilised:

Lead scoring: Hubspot enables you to allocate scores to leads based on their actions and demographics, helping you to pinpoint the most promising candidates and prioritise them for admissions.
Workflow automation: Hubspot can automate tasks such as sending branded follow up emails, assigning new leads to admissions team members, and setting tasks for them to follow up.
Reporting and analytics: Hubspot offers comprehensive reports on lead activity from first touch through to enrolment, and beyond. This enables marketing and admissions teams to effortlessly track conversion rates through the entire customer journey. These reports can be used to pinpoint areas for improvements in your lead nurturing and admissions strategies.

Managing large volumes of Admissions data

As a customer relationship management (CRM) system, Hubspot's role is to organise data efficiently for optimal use.

How can this help university admissions teams? Hubspot allows admissions to track applicants' information, through property fields that holds their data such as their name, contact information, application status, key documentation like passport ID, visas, and their qualifications. Universities have the flexibility to determine which data is crucial for them and can establish custom fields to gather and store their applicant information.

Admissions can sort data to categorise and compile contact lists, enabling customised communication with applicants. For example, by determining the 'Course' they intend to enrol in, a list of applicants for that specific course can be generated, enabling personalised emails regarding that programme.

The role of data in personalising applicant experience

Personalisation is crucial in today’s competitive higher education landscape. Hubspot allows admissions teams to leverage data to create tailored experiences for prospective students. By tracking interactions and preferences, the CRM enables teams to send targeted communications that resonate with individual applicants.

This data-driven approach not only improves engagement but also helps in building stronger relationships with prospective students. By understanding their needs and interests better, universities can provide relevant information and support, increasing the likelihood of successful enrolments.

Disjointed data leading to inadequate reporting

HubSpot can help universities collect and organise data from various sources, such as applications, website interactions, and social media engagement. By consolidating your admissions processes into a single centralised platform, you can gain a comprehensive view of trends throughout the entire customer journey.

This data can then be used to create reports that provide insights into the effectiveness of admissions strategies. For example, HubSpot can help track the number of applications received, the conversion rate from enquiries to applications, and the time it takes for students to complete the application process.

So this means no more piecing data together from multiple sources!

How can Hubgem support admissions teams?

Successful implementation of Hubspot CRM in any organisation, requires a strategic approach. It is essential to involve all stakeholders in the planning phase to ensure that the system meets the specific needs of the admissions team. Training is also vital to ensure the whole team is confident in using the new tools and processes.

If you are considering implementing Hubspot CRM to help manage your admissions process, partnering with an education-focused Hubspot partner like Hubgem can provide additional support and expertise. Hubgem provides specialised onboarding and consultancy to help customise the CRM according to the university's unique needs, ensuring a smooth transition into Hubspot and maximising the system's benefits.

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