How successful have you been at delivering a lead nurturing strategy to attract prospective students and advance & nurture them to fill out your online application?  Are you using technology in the online tools that can help you deliver and track each of those interactions? This presentation on 'How to Empower your Admissions Process through CRM Technology' will show how to use CRM and Online Application Portal Technology to manage a methodical recruitment strategy to streamline your school's lead management and ultimately raise the value of your recruitment efforts.

1. How to Empower Your
Admissions Process through
Online Technology
WEBINAR

2. Empower Admissions through Technology
Elias Nasser
Director of Technology Solutions
Scott Cross
North America Regional Manager
1. You are on mute
2. Type Questions into the
GoToWebinar
Questions box
3. You will receive a
recording of the
webinar & slide deck
via email in 2-3 days

3. Today’s Presentation
➜ Today’s Student Recruitment Pipeline and Technologies
➜ Walk through a Few Scenarios
- Early-stage Contact Form
- Mid-stage Contact Form
- Online Application Form
➜ Understanding where technology fits into each Scenario
➜ Helping you apply Automation & Integration to help you
➜ Reporting on Lead Volume and Enrolment Rates

4. Today’s Recruitment Pipeline
Application Portal
Application Portal

5. HEM’s Two Technologies
➜ Allow contacts to Apply Online
➜ “Register” function allows applicant to save
progress mid-way & login to complete later
➜ Host many custom applications
➜ Applicants can upload documents, photos, etc.
➜ Pay portal allows collection of application fee
➜ Track Application Stage: Incomplete→ Compete
➜ View & Approve applications
➜ API compatible → can send/receive data
from any other system
HEM’s Student Portal
HEM’s Mautic CRM
➜ Receive contact data from prospects directly
from forms on websites, ads, scheduling apps
➜ Track contacts’ progression in their
Stages from Inquiry-to-Enrolment
➜ Categorize contacts by:
- Program, Country, Stage, Source
➜ Auto-reply email & Drip email campaigns
➜ Reporting on Outcomes & Return on Investment
➜ API compatible → can send/receive data
from any other system

6. What is Marketing Automation?
Marketing Automation
Tools allow you to automate
communication delivery
processes and campaigns
across multiple channels.

7. Track Progress from Inquiry to Admission
Qualify by Prerequisites:
Academic
➜ $$$
➜ Availability
Determine Intensity
of Interest
Assign to
“Lead Owner”
Identify by
Program
Mautic CRM HEM-SP APPLICATION PORTAL
Initial
Email Read
Accepted
Application
New
Inquiry
Contacted
Student
Starts
Student
Graduates
Complete
Application
New
Application
Paid
Attempt 2
Attempt 1 Attempt 3
Incomplete
Application

8. Technology in The Funnel
Mautic CRM
➜ “Download a Brochure”
Mautic CRM
➜ Set a meeting with an Advisor
➜ Sign Up for an Info Session
Student Portal
➜ Online Application
➜ Payment Portal

9. POLL #1
When contact info fromnew Leads or Prospectscomes in,
where does it go at your school?
Excel
Spreadsheet
CRM Other

10. ➜ Know where they came from
- Website Form or Facebook Ad
➜ Know which program they want
➜ Send Auto-reply email that is
program-specific
➜ Initiate manual in-person follow-up
➜ Prospect Fills out Early-stage
Call-To-Action Form
➜ CRM Auto-feed &
Auto-reply in Action
SCENARIO 1
WHAT’S HAPPENING WHAT DO YOU WANT TO ACCOMPLISH

11. Integrate Forms to Create CRM Contact List
CRM List of Contacts
Early-stage Call To Action
SUBMIT
DOWNLOAD OUR BROCHURE!
PROGRAM*
Form Feeds
CRM

12. CRM Sends Auto-reply Email
Add personalization
tokens
Hi Kia,
We're excited to hear from you with your interest in our
Business English program!
Our lead instructor, Philippe Taza, wrote this article recently
about his approach to teaching this with us.
Have more questions? Just reply to this email or call us at
514-312-9048.
Ready to begin? Click here to apply!
Best,
Scott Cross
scross@higher-education-marketing.com
Add
Personalization
Tokens
Click here to apply!

13. CRM Automation Adds Efficiencies
Include a drop-down box:
“Program of Interest”
The program field
determines which
auto-reply email
they will get.

14. CRM Allows You More Time to Follow-up

15. SCENARIO 2
WHAT’S HAPPENING WHAT DO YOU WANT TO ACCOMPLISH
➜ Prospect completes Mid-stage CTA Form
➜ CRM Segmentation & Automation in Action
➜ Track their engagement
- Nurture leads toward enrolment
➜ Integrate multiple systems
- You Can Book Me, Calendly
➜ Send Auto-drip email campaign

16. Link in Email → Calendar → Data to CRM
Data in Form Fields Populate CRM
Follow-up Email
Dear Kia,
Thank you for your interest in our
Business English Program.
I’m your Academic Advisor. Let’s meet
with you to discuss your interest!
Click here to schedule a meeting.
Already convinced? Click here to apply!
Sincerely,
Eleanor Smith
HEM Admissions
CTA in email
leads user to
scheduling App
+
Mautic CRM
integrated
with App

17. Link Leads to Mid-Stage
CTA Form
Follow-up Email
Link in Email Sends User to Mid-Stage Form
Dear Kia,
Thank you for your interest in our
Business English Program.
Learn more about it this Thursday at our
Info Session!
Click here to sign up for our Info Session
Already convinced? Click here to apply!
Sincerely,
Eleanor Smith
HEM Admissions
SUBMIT
SIGN UP FOR AN
INFO SESSION
Business English
Kia
Partanen
kiapt@email.com
CAMPUS*
SESSION DATE*
Form Updates
Existing Contact
Profile in CRM

18. Added Info Populates Original CRM Contact

19. Creating an Automation Workflow
Set the CRM to automatically
take these actions:
- Assign Lead Owner
- Deliver auto-reply email
- Update Lead Stage
- Track opens & clicks
- Send more engagement Emails
- Assign to a new Segment
based on engagement

20. POLL #2
How many of you Categorize or Prioritize your Leads?
YES NO
By Program
By Stage
By Location
By Lead Source
By Points
By Segment
By Owner
By Engagement

21. SCENARIO 3
WHAT’S HAPPENING WHAT DO YOU WANT TO ACCOMPLISH
➜ Prospect Fills out Application Form
➜ Application Portal In-Sync with CRM
➜ Review Application & Downloads
➜ Approve & Categorize Applications
➜ Integrate data into CRM
➜ Launch CRM automations based on new data

22. Application Portal: Applicant View
SIgnup to Start
an Application
Complete the
Application
Steps
Submit the
Application /
Pay Application
Fees

23. Application Portal: Admin View

24. Application Portal: Admin View

25. Application Portal View & CRM View

26. Application Portal: CRM Integration

27. CRM Auto-Drop Campaign Focused on Applicants
An email campaign to follow up
with student portal new
registrations.
The email series will target New
account stages
The applicant stage will move to
Incomplete applications once they
start and a new campaign will
launch

28. Application Stage Triggers CRM email Campaign
An email campaign to follow up
with pending saved applications
The email series will target
“Incomplete Applications” stages
The applicant stage will move to
“Submitted Application” once they
complete the application

29. REPORTING
WHAT’S HAPPENING WHAT DO YOU WANT TO ACCOMPLISH
➜ Student has enrolled
➜ Prospect remains in system;
re-engage over time
➜ Understand speed to lead; leads by
program or leads by channel
➜ Understand which sources delivered
most leads, most students

30. Poll # 3
How often do you run ROI reports
in your CRM or other database?
Once a
month
Once a
week
Errr, uh,
reports?

31. Lead Conversion Report

32. Admissions Activity Summary

33. Admissions Activity Summary

34. Which Website Traffic Source
Drove more Applications?

35. Schedule a Mautic CRM / HEM-SP Demo
REQUEST A FREE DEMO
How would you use the system?
What features are most important
to you?
See each system in action.
Receive pricing based on your
system’s needs.

36. Free CRM or HEM-SP Consultation
Elias Nasser
Director of Technology Solutions
514-312-3968 ext. 108
enasser@higher-education-marketing.com
Scott Cross
North America Regional Manager
514-312-9048
scross@higher-education-marketing.com

37. Schedule a Mautic CRM / HEM-SP Demo
REQUEST A FREE DEMO
Elias Nasser
Director of Technology Solutions
514-312-3968 ext. 108
enasser@higher-education-marketing.com
Scott Cross
North America Regional Manager
514-312-9048
scross@higher-education-marketing.com