As the number of applicants rises, Universities are looking for streamlined ways to manage, communicate, and follow up with prospective students. A well-organised application process is crucial for creating a positive first impression and ensuring that students experience a smooth journey from initial enquiry to enrolment. HubSpot offers universities a comprehensive suite of tools to manage applications effectively. In this article, we’ll explore how you can leverage HubSpot for lead capture, application tracking, and automated communications to transform your admissions process.
One of the most important steps in the admissions process is capturing leads—students who have expressed an interest in your university. HubSpot’s tools for lead capture are particularly effective in higher education, allowing universities to streamline data collection and organise leads automatically.
HubSpot makes it easy to create custom forms and landing pages that can capture prospective students’ information, including details such as academic interests, programme preferences, and contact information. By embedding these forms on your University’s website you can gather detailed insights right from the beginning, whether this be through an enquiry form, open day form, or application form! These forms automatically populate your CRM, eliminating manual data entry and reducing errors.
Today’s applicants expect quick responses and readily available information. HubSpot's live chat and chatbot features allow you to engage with students directly from your website. The chatbot can answer common questions (such as application deadlines or programme requirements) and direct high-intent leads to human admissions officers. This instantaneous connection not only captures leads but also increases the likelihood that students will stay engaged and move forward in the application process.
HubSpot’s marketing tools also enable universities to set up email and social media campaigns that attract prospective students. You can segment students based on their programme interest or application stage, ensuring that your communications are relevant. This not only boosts engagement but also helps attract a higher volume of quality leads from different channels.
Once your leads are captured, they need to be managed effectively to ensure that each student progresses through the application process smoothly. HubSpot’s Deals feature is an ideal tool for tracking applications as they move through various stages.
With HubSpot Deals, Universities can create a custom admissions pipeline to track applications. Each stage in the pipeline can represent a specific phase of the application journey, from "Enquiry Received" to "Accepted" or "Enrolled." By using this custom pipeline, admissions officers have a clear visual overview of every applicant's status and can prioritise their work accordingly. With a few clicks, admissions officers can filter down any enquiry/application by year of entry, course... or literally any data point captured!
Alongside the deal that represents the enquiry/application, every applicant in HubSpot has a unique contact record that stores all their relevant information, from personal details to notes on interactions with admissions staff. By centralising this data, HubSpot ensures that admissions officers can access a full picture of each applicant’s journey. This makes it easier to offer tailored support, address individual questions, and build rapport throughout the process.
Within each deal & contact record, team members can leave notes, assign tasks, and update the student’s status. This keeps everyone on the admissions team aligned, ensures no applicant falls through the cracks, and allows for seamless handovers between different team members. Tasks and reminders are particularly useful for following up with applicants who may need additional support or documentation.
Automating communications is a game-changer for universities handling high volumes of applications. With HubSpot’s automation tools, universities can set up personalised, timely messages for every stage of the application process.
Once a student expresses interest in your university, they may need more information before completing their application. HubSpot’s email automation allows you to create drip campaigns that nurture leads over time. For example, you could send a series of emails introducing the student to your campus culture, academic offerings, and student life. Each email can be scheduled and personalised to keep the student engaged and excited about your institution.
Throughout the application journey, HubSpot can automatically send notifications based on specific actions or deadlines. For instance, if a student has started but not completed their application, they could receive a reminder email encouraging them to finish. Similarly, as deadlines for documents or registration approaches, automated emails can help ensure applicants stay on track without constant manual follow-up from your team.
As students progress in the application process, HubSpot’s automation can be configured to send personalised acceptance letters or other tailored communications based on their status. When a student is accepted, they might receive a congratulatory email that provides next steps, enrolment details, and a link to contact their admissions counsellor for further guidance. This not only saves time but creates a positive, professional experience that keeps students engaged until enrolment.
Managing University applications can be complex, but HubSpot offers an efficient solution for capturing, tracking, and nurturing prospective students throughout their journey. With its lead capture capabilities, customisable pipelines, and powerful automation tools, HubSpot provides a comprehensive CRM solution tailored to the needs of higher education institutions. By leveraging HubSpot, universities can ensure a seamless, personalised application experience that supports their admissions goals and fosters positive relationships with future students.
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