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Applications and enrollment

Admission management software, from application to enrollment.

higheredcrm.ai is admission management software for colleges and universities. Each applicant's lead record tracks the application stage, the documents received and verified, the fees and deposits recorded and every conversation, so your team knows who is ready to move forward and who needs a nudge.

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Application stages on every applicant's record

Lead stages tell you how warm an inquiry is. Application stages tell you where the application stands. higheredcrm.ai keeps both, and the Application Process tracker at the top of each lead record shows the current step at a glance.

  • Your own application stages, with names, colors, icons and order
  • Move an application forward from the tracker on the lead record
  • Filter the lead list and build segments by application stage
  • Every stage change is kept in the lead's audit history

Documents with a verified or pending status

Transcripts, test scores and identity documents go into the document locker on the lead, under the document types you define, with the file formats and size limits you allow. Each document starts as pending until someone with edit rights marks it verified, so counselors stop asking applicants for files the office already has.

Fees and deposits, recorded on the lead

Record application fees and enrollment deposits on the applicant's record with your own payment types and modes, the amount and the date. The CRM numbers each receipt, and successful payments add up as collection on the team and personal dashboards, and collection can be a target for each counselor.

Workflows that react when an application moves

Most of the admissions process is waiting for something: a transcript, a fee, a decision. Workflows and dashboards do the watching for you.

  1. The stage changes

    When an application moves to a new stage, a workflow can send the next email, SMS or WhatsApp template, notify the counselor or create a follow-up.

  2. Progress stops

    Wait and condition steps check the application stage after a few days and create a counselor follow-up if nothing has moved.

  3. Fees come in

    Collection updates as payments are recorded, so team leads see paid and unpaid applications per counselor without a spreadsheet.

Build these in the visual workflow builder, which checks every workflow for errors before it saves. Conditions can branch on the application stage, the lead stage, source, priority, score or any custom field, such as program.

From admitted to enrolled

The last stages are where a class is won or lost. Admission and enrollment are stages on the same record, so dashboards follow the whole funnel, from new inquiry to enrolled student, with paid and unpaid applications, collection and enrollments by region and source. That makes higheredcrm.ai a student enrollment CRM, not just an inquiry tracker.
  • Lead stage and application funnels
  • Applications and collection per counselor
  • Top channels by applications
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Is it a fit?

We'd rather you know now. Here is what the applications side of higheredcrm.ai does today, and what it leaves to other systems.

A good fit if you want to

  • Track every application by stage across programs and campuses
  • See which documents are in, and which are verified, without opening a shared drive
  • Record fees and deposits and report collection by counselor and team
  • Follow up automatically when an application stalls

Not built today

  • An application form builder: keep your current form or portal and send records in through web forms or the API.
  • An applicant portal where students upload files or check their status.
  • Online payments or payment links: payments are recorded by your team.
  • Offer letter generation, and a packaged connector to your SIS.
  • Required-document checklists: document types can be flagged, but nothing blocks a stage until they arrive.

Running admissions for several schools or campuses? See how the university and college CRM handles one campus or many, or how graduate and international admissions use the same stages with longer timelines.

Where applications connect to the rest of the CRM

FAQ

Questions about applications and enrollment

Is higheredcrm.ai an application management system?

It manages the admissions process around the application, not the application form. Application stages, documents, recorded payments, follow-ups and messages sit on each applicant's lead record, and your application form or portal stays where it is. Records can come in through web forms, imports or the REST API.

Can applicants upload documents or pay fees online?

Not today. There's no applicant portal or online payment. Your team uploads documents to the applicant's document locker and records each payment on the lead, with the payment type and mode you set up and a receipt number the CRM generates.

Can we use our own application and enrollment stages?

Yes. Application stages are configured separately from lead stages, with your own names, colors, icons and order, so a graduate office can add an interview stage and an undergraduate office can skip it. You can filter the lead list, build segments and branch workflows on the application stage.

What happens automatically when an application moves to a new stage?

Whatever your workflows say. A change of application stage, optionally to one specific stage, can start a workflow that sends an email, SMS or WhatsApp message, creates a follow-up, notifies a counselor, changes the lead stage or updates a field. Schedule-based workflows can also check every lead in a stage each morning.

How do we report on applications and collections?

The organization dashboard shows an application funnel from leads to paid and unpaid applications with total collection, a count of leads at each application stage, leads against applications over time, and enrollments by region and source. Team and personal dashboards show each counselor's applications, collection and conversion, and you can set application and collection targets per counselor.

Does it replace our student information system?

No. higheredcrm.ai follows each applicant up to enrollment. After that your SIS is the system of record. There's no packaged SIS connector: your IT team moves records with the REST API, an inbound webhook trigger or CSV and Excel files.

Walk one application from submitted to enrolled.

In a demo we set up your application stages and document types, then follow one applicant through a verified transcript, a recorded deposit and the workflow that fires at the next stage.

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