Tag: Systems

What Do Universities Use CRM Systems For?

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Customer Relationship Management (CRM) systems have become essential tools in higher education, transforming how universities interact with prospective students, current students, alumni, and other stakeholders. Whether you’re trying to track your enrollment funnel, streamline your recruitment process, or boost retention, CRM systems offer many unique marketing benefits for your institution.

You may have already encountered discussions about CRM platforms, but understanding their full potential in an educational context is key to optimizing your institution’s outreach, recruitment, and engagement efforts. Keep reading to learn more about higher education CRM systems, the unique marketing benefits they offer, and how you can get started.

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Understanding Higher Education CRM

What is a CRM in higher education? It’s a powerful software solution that helps universities manage relationships at every stage of the student lifecycle. Traditionally associated with sales and customer service in corporate settings, CRM technology has evolved to meet the specific needs of educational institutions. In higher education, a CRM can track interactions with prospective students, automate communication, and analyze data to improve engagement and conversion rates.

Unlike a standard student information system (SIS), which focuses on administrative tasks like enrollment and grades, a CRM is designed for relationship-building. It allows universities to personalize outreach, streamline marketing efforts, and nurture students from the moment they express interest until they become engaged alumni. By integrating CRM technology into your institution’s marketing strategy, you can enhance recruitment efforts, improve retention rates, and foster long-term alumni engagement.

Source: HEM

Are you wondering how your university can unlock the benefits of a CRM? Reach out to learn about our tailored digital marketing solutions.

The Benefits of CRM Systems for Universities

What are universities using CRM for? Well, to be successful as an educational institution, building and maintaining positive relationships with prospective students is necessary. CRMs help schools manage those relationships at various stages of the enrollment funnel and offer valuable marketing benefits.

One of the most significant advantages of implementing a CRM in higher education marketing is the ability to centralize and manage vast amounts of student data efficiently. Rather than relying on disparate spreadsheets, email threads, and manual tracking, a CRM consolidates all interactions into a single platform, ensuring every team member has up-to-date information.

A well-implemented CRM system helps streamline the recruitment process by automating lead nurturing. When prospective students submit inquiries through your website, attend a virtual event, or download a brochure, a CRM can trigger personalized email sequences, follow-up reminders, and targeted content recommendations based on their interests. This level of automation ensures that no lead is left unattended, allowing admissions teams to focus on high-value interactions.

Beyond recruitment, CRM systems are crucial in improving student engagement and retention particularly when data from a Student Information System is integrated. Universities can use CRM and SIS analytics to monitor student behaviour, such as class attendance, engagement with academic advisors, or extracurricular activities. If a student begins to disengage, automated alerts can prompt intervention from faculty or student services, helping to improve retention rates and overall student satisfaction.

Another key area where CRMs add value is in alumni relations and fundraising. By tracking alumni career paths, donation history, and event participation, universities can segment their alumni base and tailor communications accordingly. For instance, an alumni relations team can identify graduates likely to contribute to fundraising campaigns based on past engagement, ensuring that outreach efforts are strategic and effective.

Source: HEM

Implementing a CRM System in Your University

Integrating a CRM into your university’s operations requires careful planning and execution. The first step is selecting a CRM that aligns with your institution’s needs. Some CRMs, like Salesforce Education Cloud, HubSpot, or Slate, are specifically designed for higher education, offering features tailored to student recruitment, engagement, and alumni relations.

Prioritize Data Integration

Data integration is another challenge that universities must address. Many institutions already have multiple systems for student records, financial aid, and course management. Ensuring that the CRM integrates seamlessly with these existing platforms prevents data silos and a smooth flow of information across departments. This might require working closely with IT teams or investing in middleware solutions to facilitate integration.

Measure Results and Plan Accordingly

Once a CRM is chosen, establishing clear goals and key performance indicators (KPIs) is crucial. Universities should determine what they want to achieve with their CRM, whether it’s increasing application rates, improving response times for inquiries, or boosting alumni donations. Setting measurable objectives ensures that the CRM is used strategically.

Example: A great way to measure the success of your marketing efforts using a CRM is to track the outcomes of your communications as pictured below. This data is extremely valuable as now, you know how many prospects you were able to reach, how they responded to your communications, and whether you need to obtain more accurate contact information. This is just one of the metrics you can track using our Mautic CRM system.

Source: HEM | Mautic

Get Your Whole Team Involved

Staff training is another essential component of successful CRM implementation. A CRM is only as effective as the people using it, so ensuring that admissions teams, marketing departments, and student services personnel are comfortable navigating the system is paramount. Conducting regular training sessions, creating user guides, and designating CRM champions within each department can help drive adoption and maximize efficiency.

Focus on Personalization

To fully leverage the potential of a CRM, universities should also focus on personalization. With the data collected through a CRM, institutions can tailor communications to different student segments. For instance, a prospective student interested in business programs should receive targeted content about faculty research, alumni success stories, and upcoming application deadlines for the business school rather than generic university-wide messaging. Personalized engagement fosters stronger connections and increases the likelihood of conversion.

Example: How do you personalize your university marketing efforts? A great place to start if you’re still learning about your ideal prospect is tailoring marketing communications for the stage of the enrollment funnel they’re in. Through segmentation, a CRM system like Mautic can divide your contacts into groups based on their current relationship with your institution. This approach ensures you reach each lead at the right time with the right message.

Source: HEM | Mautic

Automate for Efficiency

Another best practice for CRM implementation is utilizing automation for efficiency. Many CRM platforms offer workflow automation features that simplify tasks such as sending event reminders, scheduling advisor meetings, and managing follow-ups. Automating repetitive processes reduces the administrative burden on staff, allowing them to focus on more strategic initiatives.

Example: A CRM system will enable you to craft automated email and SMMs to increase efficiency and ensure timely, carefully worded responses every time. Here, you can see how Mautic allows you to personalize your messages, time them, and tailor them to the purpose of your communication – to promote your university or to collect specific admission information.

Source: HEM | Mautic

The Future of CRMs in Higher Education

As technology continues to evolve, the role of CRMs in higher education will only expand. The rise of artificial intelligence and predictive analytics is already enhancing CRM capabilities, allowing universities to forecast enrollment trends, identify at-risk students before they drop out, and personalize outreach on a deeper level. Chatbots and AI-driven communication tools integrated into CRMs improve response times, ensuring prospective students receive instant answers to their inquiries.

Moreover, the shift towards hybrid and online education models has made digital engagement more critical. Universities that effectively utilize their CRM systems can provide seamless virtual experiences, track online learning engagement, and maintain meaningful connections with students regardless of physical location.

Choose a CRM Built for Higher Education

Unique needs call for unique solutions. A CRM for universities offers specialized features such as student lifecycle tracking, automated admissions workflows, alumni engagement tools, and seamless integration with existing student information systems, ensuring a more efficient and personalized approach to student recruitment, retention, and engagement.

One example of a CRM tailored specifically for higher education is Mautic by HEM. Developed from the Mautic open-source platform, Mautic by HEM offers a powerful combination of CRM and marketing automation designed to help universities streamline their lead management, supercharge their marketing efforts, and improve follow-up processes.

With tools for segmentation, automated workflows, email marketing, and analytics, Mautic by HEM enables institutions to track prospective students throughout the enrollment journey while optimizing team productivity. By leveraging this CRM, universities can enhance engagement, improve efficiency, and gain deep insights into recruitment and admissions efforts.

For university marketers and administrators looking to stay competitive, embracing CRM is an absolute must. With the right approach, a CRM can transform how your institution engages with students, streamline processes, and ultimately achieve enrollment and retention goals.

Example: For a complete view of how our CRM system can help you to reinvent your marketing strategy. In one of our previous webinars, we explored how Mautic can help you boost enrollment through effective relationship management.

Source: HEM | YouTube

Struggling with enrollment?

Our expert digital marketing services can help you attract and enroll more students!

Frequently Asked Questions

Question: What is a CRM in higher education?

Answer: It’s a powerful software solution that helps universities manage relationships at every stage of the student lifecycle.

Question: What are universities using CRM for?

Answer: Well, to be successful as an educational institution, building and maintaining positive relationships with prospective students is necessary. CRMs help schools manage those relationships at various stages of the enrollment funnel and offer valuable marketing benefits.

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April 16, 2025
Advantages of student information systems in Higher Education
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In this changing landscape, with constant shifts in student demographics, and enrollment behaviors due to globalization, can a rigid administrative process or a legacy student information system foster student success? As higher education decision-makers, provosts, and chief information officers, you know much better. With this as a starting point, the blog intends to discuss the several advantages of student information systems and how an expert solution provider adds to the effectiveness of an overall institution.

The Advantages of Student Information System

A Student Information System (SIS) offers numerous advantages for higher education institutions. An SIS manage and store student-related data throughout their academic journey.

Here are some key advantages of implementing a Student Information System in higher education:

1. A focused student performance

The Student Information System offers a comprehensive and integrated platform with features that today’s students must look for.

With smooth, efficient, and friendly student self-service options, the system rules out the challenges encountered by students while navigating complex administrative processes. Rather, the students have the advantage of focusing on their academics without running around for frustrating services related to their records, accounts, personal information, access to academic policies, registration and degree planning, dates and deadlines, financial aid and scholarships, grades, transcripts, etc.

This online service mode lets students efficiently manage their tasks proactively, positively impacts their institution, and allows them to claim it publicly.

2. Newer insights into student data

To institutions that struggle to collate meaningful and actionable data to make smart decisions, the SIS can be a boon.

Student Information System gives the decision-makers the advantage of key reporting features so institutions gain deeper insights into students’ data related to academics, attendance, assessments, credits, finances, library, grade book, etc. With instant data in hand, the institutional heads can compare, identify trends, report, and work towards continuous improvement towards improvement.

3. A time saver with simplified and streamlined tasks

With role-based dashboard configuration, the entire team of faculty, student, and staff know their priorities that need to be performed, along with the tasks already done and accomplished.

The dashboard helps in reminding which activities an individual needs to perform and which of them are already done. For any action undone, the system keeps sending automated reminders and alerts so the stakeholders stay on track.

With every bit of data highlighted in a single view, users can channel their time and effort for better productivity and growth with minimum effort.

4. A connecting point between faculty, students, and management

Another advantage of the Student Information System lies in its capacity to easily connect Administrators, Teachers, and Parents under a single platform. Often integrated with the parent’s portal, the system sends push notifications and updates regularly about students’ marks, grades, attendance, and overall performance.

On the other hand, the staff, faculty, and parents can interact at different levels using the user-friendly web interface that discusses and improves student performance. Every role in the campus can have roles defined to them, which allows them to access the information they need, securely.

5. Offers unlimited flexibility

Most of the student information systems come with a flexible architecture with room for the greatest level of personalization. This gives institutions a boost to use tools that facilitate system alignment with the way they do things at their institution.

This way whenever the institution faces change, the SISs can change with it through configuration capabilities and a continuous delivery model. Curriculum planning, scheduling, academic policies, grading schemes, finance, billing, and more come with configuration options.

6. Helps institutions envision student success

Student Information System has tools to envision student success throughout the student journey. With successful LMS integration, it can have native engagement tools, enabling students to actively engage in the events that matter the most. Even for students who refrain from openly communicating inside a classroom, these tools instill the confidence to coordinate, raise a query, and get clarified.

Conclusion

Designed solely for higher education campuses, Creatrix Campus Student Information System offers comprehensive tools to make it easier for users to access the records they need to achieve their goals—from admission to alumni and beyond.

We have powerful tools to connect multiple departments on multiple campuses and automate academic processes so your institution can help students succeed. With a lower cost of ownership, easy customization and implementation, straightforward pricing, and customer support options for your institution’s evolving needs, Creatrix SIS helps you manage your campus community easily. Some of our unique features are:
- Intuitive user experience throughout the student lifecycle
- Student data management with reports and dashboards
- Self-service and mobile application capabilities
- Seamless academic planning with student advising
- Agility to change requirements as per institutional needs
To unite your whole campus under an efficient, configurable, easy-to-use application that is delivered in the cloud, contact our team or request a demo.
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February 18, 2025
Big state systems were among those announcing cuts in January

A new year is underway, but many colleges are still reeling from the fiscal challenges of 2024.

With yawning budget gaps and bleak financial projections at some campuses, administrators are cutting jobs, academic programs and athletics options to plug holes and stabilize their finances.

Here’s a look at cuts announced in January.

Sonoma State University

Facing a budget deficit estimated at nearly $24 million, the California State University campus is enacting deep cuts that will include dismissing dozens of faculty members, eliminating multiple programs and dropping athletics, according to an announcement from interim president Emily F. Cutrer.

“The University has had a budget deficit for several years. It is attributable to a variety of factors—cost of personnel, annual price increases for supplies and utilities, inflation—but the main reason is enrollment,” Cutrer wrote in an announcement last month.

She added that Sonoma State’s enrollment has dropped by 38 percent since 2015.

On the personnel side, 46 faculty members, including tenured as well as adjunct professors, will not have their contracts renewed for the next academic year. An unspecified number of lecturers will also receive notices that “no work will be available in fall 2025,” Cutrer wrote. Four management and 12 staff positions are also being eliminated as part of Sonoma State’s cost-cutting measures.

In addition, more than 20 programs have been identified for closure and others will be combined. University officials are also looking to close a half dozen academic departments.

All 11 SSU athletic programs, which compete at the NCAA Division II level, will be eliminated. However, SSU coaches have announced plans to file a lawsuit in an effort to save their sports.

California State University, Dominguez Hills

Anticipated budget cuts also drove layoffs at this CSU campus in Southern California, which let go 32 employees last month, many probationary or temporary workers, LAist reported.

“While these layoffs will be disruptive to our operations, the vast majority of our staff will remain employed at CSUDH continuing to provide the high level of support to our community that we are known for,” President Thomas Parham wrote in an email.

Other institutions across California are also likely to introduce cost-cutting measures in the coming months due to anticipated decreases in state appropriations that will limit funding. The 23 institutions in the CSU system are bracing for state budget cuts of nearly $400 million.

University of New Orleans

After consolidating five colleges into two in December, the University of New Orleans laid off 30 employees last month as it chips away at a $10 million budget deficit, NOLA.com reported.

Additionally, the university announced furloughs for full-time, nontenured employees last month, which local media outlets reported will affect nearly 300 workers.

“While these actions are necessary, we are deeply sensitive to the hardship they undoubtedly will cause. We remain fully committed to supporting those who are affected through this transition,” President Kathy Johnson said in a January announcement. “Our focus remains on protecting UNO’s academic mission and its vital role in the New Orleans region. We are pursuing long-term strategies to increase enrollment, secure new funding, and enhance operational efficiency to avoid similar measures in the future.”

St. Francis College

The financially struggling institution in New York laid off 17 employees last month, The City reported. It follows other moves administrators have made in recent years—including previous layoffs, the sale of the Brooklyn campus and the elimination of athletic programs—to help fix St. Francis’s financial woes.

Despite the institution’s recent struggles and multiple years of operating losses, President Tim Cecere offered the news outlet an optimistic outlook, noting that cost-cutting measures have put the college on a path toward sustainability.

“The college hasn’t been this strong in years,” Cecere said. “We have zero debt, which not a lot of colleges can say. Every dollar that comes in is optimized for the benefit of the students.”

St. Norbert College

Jobs and programs are on the chopping block as the small Catholic institution in Wisconsin navigates financial issues, The Green Bay Press Gazette reported.

At least 13 majors will be cut, including chemistry, computer science, history and physics.

An unspecified number of faculty members are also expected to be laid off, the newspaper reported, as the college aims to shave $7 million in expenses ahead of the next fiscal year.

Cleveland State University

Efforts to cut spending prompted Cleveland State University to drop three athletic programs—wrestling, women’s softball and women’s golf—Ideastream Public Media reported.

Cleveland State will also move its esports team from athletics to the College of Engineering.

The move comes as the university whittles down a budget deficit that reportedly stands at $10 million. Last summer 50-plus faculty members took buyouts as part of cost-reduction efforts.

Indiana University

More than two dozen jobs were eliminated from the state flagship’s athletics department last month—part of a cost-reduction effort in response to the House v. NCAA settlement, which will require IU and other institutions to begin sharing revenue with athletes starting in the 2025–26 academic year, The Indianapolis Star reported.

Of the 25 positions eliminated, 12 were reportedly vacant.

Western Illinois University

Furloughs for administrative employees who are not in a bargaining unit are expected as the regional public institution seeks to cut expenditures, Tri States Public Radio reported.

WIU is reportedly dealing with a $14 million deficit for fiscal year 2025.

The furlough program will run from the beginning of February through July 31 and is tiered by annual salary. Administrators making more than $150,000 will be required to take three unpaid days off each month, while those earning between $100,000 and $149,000 will be asked to take off two unpaid days each month and those making $99,999 to $75,000 will have to take off one unpaid day per month.

Catholic University of America

With the Catholic research university in Washington, D.C., facing a $30 million structural deficit, administrators are considering merging departments and potentially closing the Benjamin T. Rome School of Music, Drama, and Art, Catholic News Agency reported.

Officials did not specify publicly whether job cuts would be included as part of the overall changes, which are expected to go before CUA’s Board of Trustees for approval in March.

University System of Maryland

Amid state budget cuts, Maryland’s public university system will likely be forced to lay off employees.

Anticipating a funding cut of $111 million across the 11-campus system, officials may eliminate as many as 400 jobs through layoffs as well as closing vacant positions, The Baltimore Banner reported, which they estimate will save $45 million. Though a timeline for cuts was not announced, system chancellor Jay Perman said some jobs will be student facing, including advising, counseling and mental health services. Perman also noted that some faculty positions across the system will likely go unfilled.

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February 4, 2025
Centralized Education Management Systems: Revolutionizing Education
There is a huge change happening in higher education. Because technology changes so quickly, higher eds have to be able to deal with new problems and meet the changing needs of students, teachers, and managers. Centralized education management systems or Integrated software solutions are no longer a nice-to-have; they’re necessary for making schools more streamlined, efficient, and ready for the future.

This blog post examines how these centralized education management systems change higher education, deal with problems, and make room for new ideas.

Understanding Integrated Software Solutions

Centralized education management systems or integrated software solutions centralize admissions, curriculum creation, faculty management, student services, compliance, and more.

Instead of managing several technologies that don’t communicate, your institution runs like a symphony. Tracking student progress and managing teacher duties is simple, saving time and resources.

According to Educause (2023), 68% of institutions that use integrated platforms see a considerable operational efficiency boost in the first year.

Addressing Core Challenges in Higher Education

Higher education has obstacles. You may struggle with uncertain enrollment trends, changing accreditation standards, and student needs. However, centralized education administration systems are changing how institutions handle these concerns.

Deconstructing Obstacle Walls

Data scattered between platforms is bothersome. Integration solutions function as a bridge, connecting all departments, including admissions, professors, and administration, to ensure that all individuals are on the same page. For the Purpose of Assisting You Now we’re going to be really honest: manual processes can be really draining—automation handles everyday jobs diligently, so your teams can focus on improving learning outcomes or planning strategic projects!

Students First!

Students today expect more than lectures, homework, and tests. With centralized education management system technologies, institutions may develop tailored learning pathways, track student progress, provide 24/7 support, and keep students engaged until the end!

Integrated solutions cut administrative tasks by 30%, according to McKinsey. Not only does it save time, but it also redirects energy toward important things like helping students succeed and moving higher education forward.

Benefits of integrated software in higher education institution

These are the genuine benefits of higher education integrated software solutions. Beyond saving time, the centralized education management systems improve student performance, institution efficiency, and success.

EDUCAUSE found that integrated centralized education management systems in higher education boosted operational efficiency by 25% and student satisfaction. Pretty amazing, huh?

Let’s list the main benefits:

Data analytics for improving higher education decision-making

Everything in One Place: No more platform switching or tab-searching. Your data, tools, and workflows are connected and available with integrated software. Imagine it’s like having everything you need under a single roof.

Decisions Based on Data: Park the decisions based on guessing and grab the Data analytics for improving higher education decision-making! You can make smart, informed decisions using real-time data and analytics. You’re always informed when tracking student progress or preparing ahead.

Greater Cooperation: Things get lost when departments in your colleges don’t communicate and sync up! Integrating systems makes it easy for students, instructors, and staff to connect and collaborate. Eliminating barriers lets everyone shine.

Student Success: Students matter. Personalizing learning journeys with integrated solutions helps students focus, stay on track, and succeed. Lower barriers, more wins!

AI and Analytics: Their Role

AI and analytics underpin integrated software. They don’t just process data—they make sense of it. They don’t just process data—they make sense of it.
- Predictive Analytics: Identifying at-risk students early and offering on-time help!
- Personalization: AI-powered tools craft tailored learning experiences for students.
- Resource Optimization: Analytics ensure efficient use of campus facilities and resources.
According to a survey by Gartner, institutions leveraging AI in education reported a 45% improvement in student retention rates. These tools are more than enhancements—they’re enablers of smarter, data-driven decisions.

Overcoming Implementation Challenges

Integrated software solutions in higher education have these actual benefits. Besides saving time, they boost student performance, institution efficiency, and success.

Transformative technology like integrated software solutions might make technology implementation seem daunting. Every organization confronts problems, and overcoming them is part of progress. Good news? You’re not alone.

Integrated systems adoption might be difficult, but strategic institutions can make it happen. These important areas may present obstacles and how to overcome them:

Train and Adopt: Getting everyone on board is difficult. Faculty, staff, and students must master the new system, which takes time. A solution? Provide good training and support. Focus on important users, start small, then grow. Users grow more comfortable, smoothing the transition.

Moving unorganized data from outdated systems to a new platform can be a headache. Before migrating, clean and organize data to simplify. A coordinated migration plan with your software provider reduces disruptions.

Change resistance: Hard. Resistance often originates from fear of the unknown or a lack of understanding of how the new system would benefit the institution. As a last step, communicate with stakeholders, show the system’s long-term value, and include decision-makers early!

Customization requires: Every institution has unique needs, so, keep in mind, a generic solution may not work! Find a customizable system that gets tweaked to however you need. Ask questions and customize the system with the software vendor.

Planning, patience, and help are needed to overcome these obstacles. Successful organizations deploy with strategy, training, and flexibility. This vacation has long-term benefits.

EDUCAUSE found that higher education integrated systems increased operational efficiency by 25% and student satisfaction.

Practical Uses and Success Stories

Change is coming from integration. Uniformed systems are benefiting institutions globally, as shown in these success stories.
- Creatrix Campus reduces manual faculty management work by 40% at National University of Singapore.
- Oxford uses statistics to engage and retain students.
- Integration of centralized education management systems helped Otago University speed accreditation by simplifying compliance tracking!
Future Higher Education Integrated Software Trends

Due to these advances, experts expect over 70% of higher education institutions to have fully embraced integrated software platforms by 2030. Here are some software of the trends you can look for.
- Blockchain technology is transforming credentialing by creating secure, tamper-proof academic records.
- Adaptive learning systems give pupils customized content.
- Global collaboration tools include bridging campuses to allow knowledge sharing.
Closing Thoughts

Higher education can transform operations, engagement, and innovation. Integration software solutions or centralized education management systems enable transformation, not just tools.

Creatrix Campus is happy to help institutions reach their potential with smarter, more connected technologies. Ready to elevate your campus? Let’s chat Improving operational efficiency in universities with software.
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January 21, 2025