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  • Enrolment Management Software for Colleges and Universities
    Enrolment Mobile Apps for Educational Institutes
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Elevate your student experience with pr-band-logo higher education solutions

ProRetentionTM Enrolment CRM

ProRetentionTM Enrolment CRM is purpose-built software for FE colleges that elevates the performance of admissions teams and dramatically improves applicant experience with meaningful touch-points and multi-channel communication. The product helps with personalised 1-1 attention to the prospective learner, and maximises conversion of enquiries to enrolments.  It is designed to create high quality first impressions with prospective learners, nurturing them through engaging conversations, via email, SMS, phone, mobile apps and social media. 

For college staff, this is a neat digital workflow to seamlessly move the application process from one stage to the next, providing clear performance metrics and a collaborative platform for all stakeholders. This lays the foundation for a learner-centric ecosystem to build lasting relationships among campus constituents.

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Testimonials

ProRetentionTM Enrolment CRM

ProRetentionTM Enrolment CRM is designed to create meaningful first impressions with prospective students, nurturing them through engaging conversations, utilising multi-channel communication modes such as Email, SMS, Phone, Social Media, and offering personalised 1-1 attention and service. This lays the foundation to build lasting relationships among campus constituents. 

Innovative features in ProRetentionTM Enrolment CRM sets the product clearly apart from any competitive product - Multi-campus and Multi-Location features, Academic Structure, Academic Calendar, Programme & Content Libraries, Multi-channel Engagement, Marketing Automation, Application Management, Dialler Integration, Mobile Apps for prospects etc. There has never been such a sharply HE focused CRM product in the market as ProRetentionTM Enrolment CRM, carefully chiselled out to help marketing and admission teams enhance their productivity and reach their recruitment goals.

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Testimonials

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For Admissions

For Marketing and Admissions

Enrolment Mobile Apps for Colleges

Related Resources

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Explore the case studies library to know how our Enrolment CRM product had maximised the conversion of enquiries to customers. Click Here

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Enquiry Management

Enquiry Management

Capture Prospects from Diverse Sources

Inbound enquiries from prospects through phone, email, website/portal, in-person, social media etc are managed in this module. Applicants are given their own portal that allows them to submit an enquiry form, receive relevant course information, and other college notifications. A personalised auto-response is sent to the enquirer and the admission staffs receive timely reminders to respond to the query. The prospective learner is given a link to the appropriate application form based on the enquiry, and the application form is prefilled with information from the enquiry form to avoid duplicate efforts. This module offers features such as search enquiries, de-duplicate enquiries, transfer to appropriate staff member in admission team – all aimed at servicing applicants in a timely manner.

Application Processing

Application Processing

Manage Applications Online

Colleges can move from paper-based processes to digital application processing. Applications can be submitted through website or third party systems such as UCAS or Help You Choose. The application form submitted by the prospect is validated, verified and scrutinised digitally. Once completed, applications will appear in the inbox on the staff portal. Staff users can email applicant portal credentials to prospects who can complete the forms at home or on the college campus. These forms would be partially pre-filled with information drawn from the SIS for existing learners and with enquiry data in the case of new applicants. Completed applications in the system are moved into the SIS, thus ensuring data governance.

Interview Scheduling

Interview Scheduling

Enhance Scheduling Efficiency

Prospective learners not showing up for interviews is a major challenge that colleges face today. Most institutions have a rather cumbersome way to bring together variables such as rooms, prospects, tutors and dates. The entire interview process can be managed through ProRetention™ in a very effective and organised manner. Staff can set up and view a summary of available interview slots. Interviewees per slot can be increased as required and interviews can be scheduled with one or more tutors based on requirements of each course or curriculum area. The applicant can use the portal or mobile app to view the schedule and accept the interview date. Recurring reminders and alerts can be sent to all stakeholders in the institution, the prospective learner, and even the parents.

Tutor Feedback

Tutor Feedback

Facilitate Data-driven Decision-making for Tutors

Tutors can capture initial assessment results along with the feedback form. The product has extensive features for the tutor to offer alternative courses, if the applicant does not fulfil criteria for the courses applied for. Tutor feedback goes to the applicant via email, portal and mobile app. Information provided by the applicant 360-degree view and the application form, helps tutors prepare for interviews. This also facilitates informed and swift decision-making.

Offer and Acceptance

Offer and Acceptance

Generate Offers Online

Conditional and unconditional offer letters can be auto-generated based on the choices made in the application form. The applicant can view the offer letter and respond to it. Based on course choices, offers are assembled in a digital format and promptly sent to the applicant portal. Offer conditions for every course can be configured in the system by users and this is automatically reflected in the offer letter. Specific offer conditions can be added or modified at any stage. Enrolment forms can be sent/received online, using university- and course-specific templates. Rules can be defined to automatically route enrolment forms to specific teams. System allows communication with applicants and other stakeholders via SMS/email alerts whenever either performs an action.

Keep Warm Hub

Keep Warm Hub

Automate Personalised Communication with Applicants

Empower admissions users with a content management system to develop on-demand mailers, brochures, and newsletters for targeted messaging to prospective learners. Keep Warm Hub helps set up personalised communication portfolios for individual prospects or groups of prospects on a calendar schedule and communication can also be triggered by response. System allows bespoke emails and text messages based on department, faculty, curriculum or course. Attachments such as learner charters or tasks can also be included in the communication.

The digital resources portfolio may be motivational, informative, and participative or even a survey. The distribution triggers may be time-based or event-based. This is a great way to keep the prospect warm, using multi-channel communication strategies, a feature to map today’s learner behaviour – text messaging and social media are what they mostly use to communicate; anytime, anywhere is how they like it.

Applicant Portal

Applicant Portal

Empower Your Applicant

The applicant portal can be leveraged to service your applicants in a timely manner. Prospective learners can use this portal to send enquiry forms, ask questions, read messages, receive information from the college, fill out application forms, track status of the application form, accept interview schedule, receive and accept offers, connect to social media, live chat etc. The portal is also very useful to engage an applicant through ‘keep warm’ strategies – using multi-channel communication using email, phone, social media posts, SMS.

Mobile App for Prospects

Mobile App for Prospects

Engage Prospects Anytime, Anywhere

ProRetentionTM has extensive mobility solutions for prospective learners to send enquiries, fill applications, track statuses, receive offers, send documents, get live support from counsellors, connect through social media, get campus information, receive digital resources etc. This is a unique way for a college to stay connected with the learner in a handshake mode. The learner or sometimes even the parent downloads the app and stays connected with the admissions department throughout the admission process to remove the uncertainties of conversion. The mobile app is available on both major mobile platforms – iOS and Android. This is a great opportunity for the college to build brand equity and engage prospects through their everyday devices.

Bulk Processing

Bulk Processing

Improve Staff Performance

This feature allows mass processing of applicants waiting for interview slots; multiple applicants can be allotted a particular interview slot at one go. If multiple interviews happen to be cancelled due to circumstances such as heavy snow, then all applicants scheduled to attend those interviews can be moved to alternate slots easily. This can significantly reduce processing time. Large volumes of application acknowledgement, interview, and offer letters can be printed in bulk to effectively communicate and serve those learners without email addresses. Print brochures and other materials in bulk for courses where hard copies are necessary for study.

360 Degree Student View

360 Degree Student View

Know Your Applicant

This feature helps all admissions staff members be on the same page while processing an application by giving them an end-to-end view of the learner. This view includes application history, enrolment history with trends such as transfers or withdrawals, communication history, access to attachments such as certificates and LDA forms (Learning Difficulty Assessment forms). It has automated keep warm capabilities and allows admissions and academic staff to look up key information in a centralised repository to answer queries and ascertain information about applicants. This feature saves valuable staff time that may otherwise be lost in looking up applicant information from multiple sources.

Dashboards on Demand

Dashboards on Demand

Get Metrics

Constantly emerging data from each prospective learner’s roadmap is presented as multi-dimensional dashboards to facilitate decision-making. Key indicators for decision-support on target and actual recruitment, conversion metrics, likely bottlenecks in the assembly line etc can all be presented on a single dashboard. This information can be represented in any convenient form suitable for analysis such as graphs and tables. Dashboards are contextual to the user level. An authorised user can create her own dashboard on the go – a key feature of ProRetentionTM.

Campaign Management

Campaign Management

Multi-channel Communication

Powerful marketing automation functionality enables universities to create campaigns using a combination of traditional and emerging marketing channels including email, postal mail, social media, mobile, and webinars. Pre-built content and templates streamline the process of communicating with students. Automated “drip campaigns” can be deployed based on a fixed schedule or event triggers, and distributed via a combination of emails, texts, and social media. Decision-support dashboards display campaign results, return-on-expenditures, and performance metrics to facilitate effective campaign optimisation.

Lead Management

Lead Management

Enhance Productivity of Marketing Department

ProRetentionTM offers a comprehensive set of tools to manage enquiry distribution and prioritisation. Enrolment leadership has the ability to set up rules for lead distribution and prioritisation, with extensive real time dashboards showing team performance and overall marketing effectiveness. The counsellor workspace provides a powerful user interface that includes functionality such as sorting and prioritisation, personalised performance metrics, reminders, and easy-to-use filters, so that everything that the counsellor needs is readily accessible.

Vendor Management

Vendor Management

Measure Vendor Performance

Institutions that acquire leads and enquiries from third-parties can utilise ProRetentionTM tools to measure individual vendor performance and manage vendor relationships. Integrated functionality enables universities to maintain vendor information, create insertion orders, track performance, manage budgets, and optimise their mix of vendors and lead sources. The system also includes a portal for vendors to use to upload enquiries, track their performance, and communicate with the university.

Event Management

Event Management

Generate enquiries through Events

ProRetentionTM enables universities to create and manage events either on-campus or off-site. Powerful event functionality provides the ability to schedule events, send invitations, process RSVPs, and track results. Event attendance can be easily tracked using unique QR-Codes embedded in email confirmations sent to invited students. After the event, university personnel can upload enquiries, send follow-up emails, and collect feedback via automated surveys. And a feature-rich mobile platform provides access to the event tools on-the-go, from a preferred phone or tablet device.

Enquiry Management

Enquiry Management

Capture Prospects from Diverse Sources

Inbound enquiries from prospects through phone, email, website/portal, in-person, social media etc are managed in this module. Applicants are given their own portal that allows them to submit an enquiry form, receive relevant course information, and other university notifications. A personalised auto-response is sent to the enquirer and the admission staffs receive timely reminders to respond to the query. The prospective student is given a link to the appropriate application form based on the enquiry, and the application form is prefilled with information from the enquiry form to avoid duplicate efforts. This module offers features such as search enquiries, de-duplicate enquiries, transfer to appropriate staff member in admission team – all aimed at servicing applicants in a timely manner.

Application Processing

Application Processing

Manage Applications Online

Universities can move from paper-based processes to digital application processing. Applications can be submitted through website or third party systems such as UCAS or Help You Choose. The application form submitted by the prospect is validated, verified and scrutinised digitally. Once completed, applications will appear in the inbox on the staff portal. Staff users can email applicant portal credentials to prospects who can complete the forms at home or on the university campus. These forms would be partially pre-filled with information drawn from the SIS for existing students and with enquiry data in the case of new applicants. Completed applications in the system are moved into the SIS, thus ensuring data governance.

Interview Scheduling

Interview Scheduling

Enhance Scheduling Efficiency

Prospective students’ not showing up for interviews is a major challenge that universities face today. Most institutions have a rather cumbersome way to bring together variables such as rooms, prospects, tutors and dates. The entire interview process can be managed through ProRetentionTM in a very effective and organised manner. Staff can set up and view a summary of available interview slots. Interviewees per slot can be increased as required and interviews can be scheduled with one or more tutors based on requirements of each course or curriculum area. The applicant can use the portal or mobile app to view the schedule and accept the interview date. Recurring reminders and alerts can be sent to all stakeholders in the institution, the prospective student, and even the parents.

Tutor Feedback

Tutor Feedback

Facilitate Data-driven Decision-making for Tutors

Tutors can capture initial assessment results along with the feedback form. The product has extensive features for the tutor to offer alternative courses, if the applicant does not fulfil criteria for the courses applied for. Tutor feedback goes to the applicant via email, portal and mobile app. Information provided by the applicant, 360-degree view and the application form, helps tutors prepare for interviews. This also facilitates informed and swift decision-making.

Offer and Acceptance

Offer and Acceptance

Generate Offers Online

Conditional and unconditional offer letters can be auto-generated based on the choices made in the application form. The applicant can view the offer letter and respond to it. Based on course choices, offers are assembled in a digital format and promptly sent to the applicant portal. Offer conditions for every course can be configured in the system by users and this is automatically reflected in the offer letter. Specific offer conditions can be added or modified at any stage. Enrolment forms can be sent/received online, using university - and course-specific templates. Rules can be defined to automatically route enrolment forms to specific teams. System allows communication with applicants and other stakeholders via SMS/email alerts whenever either performs an action.

Bulk Processing

Bulk Processing

Improve Staff Performance

This feature allows mass processing of applicants waiting for interview slots; multiple applicants can be allotted a particular interview slot at one go. If multiple interviews happen to be cancelled due to circumstances such as heavy snow, then all applicants scheduled to attend those interviews can be moved to alternate slots easily. This can significantly reduce processing time. Large volumes of application acknowledgement, interview, and offer letters can be printed in bulk to effectively communicate and serve those students without email addresses. Print brochures and other materials in bulk for courses where hard copies are necessary for study.

Campus and Academic Structure

Campus and Academic Structure

Customise Structure

ProRetentionTM speaks your language. Where other systems build on tools and terminology designed for the commercial sector, ProRetentionTM was built “from the ground up” to address the needs of colleges and universities. Underlying data structures address individual campuses, areas of study, programs, award types, and academic schedules. ProRetentionTM enables universities to configure and label data elements to match the structure, functions, and terminology in place at their institutions – so that the system conforms to the university, not vice versa. Analytic tools provide universities with detailed insights into their enrolment funnel, with views of actual performance compared to targets across individual counsellors, teams and campuses.

Keep Warm Hub

Keep Warm Hub

Engage and Convert Prospects

ProRetentionTM enables counsellors to create targeted messaging through a powerful content management system. On-demand mailers, brochures, and newsletters can be created and maintained using intuitive editing tools. Access to content creation features can be managed with approval authorisations, custom workflows, and intelligent search. Content can be personalised to each prospect, and customised based on area of study, individual program, or other student characteristics. Campaigns can be configured in a way that content is automatically sent based on a pre-determined schedule or in response to an action by the prospect. Universities seeking even more sophisticated functionality can benefit from our partnership with MarketoTM, the leading provider of marketing automation tools.

Dialler Integration

Dialler Integration

Increase Team's Productivity

Universities that do not have a preview or predictive dialler in place can take advantage of the cloud-based dialler that is cloud seamlessly integrated with ProRetentionTM. Key call centre features include call recording, predictive dialling, call dispositions, and lead status tracking. Call recordings can be accessed from each prospect’s communication history. And if your university already has a dialler in place, ProRetentionTM can be connected to it to provide the same type of integrated tools.

Mobile App for Prospects

Mobile App for Prospects

Engage Prospects

The unique ProRetentionTM mobile app allows universities to keep prospects engaged and connected with the university throughout the admission's process. It offers powerful mobile solutions for prospective students, enabling them to submit an enquiry, track application status, send documents, and get live support from counsellors. The mobile app also empowers students to connect through social media, get campus information, and receive digital resources from various sources at the univeristy. The ProRetentionTM mobile app is available on major platforms including iOS and Android.

Dashboards on Demand

 Dashboards on Demand

Get Metrics

Key admissions and enrolment data in ProRetentionTM can be presented through intuitive dashboards and reports. Graphical report elements can depict data on the universities overall recruitment funnel, as well as on individual applicant data, conversion metrics, cost per start, etc. Information can be represented in any convenient form such as multi-dimensional graphs, tables etc. Unique ProRetentionTM dashboards can be configured for different user roles, and can be created on demand by individual users. And reports can be automatically generated and emailed to university personnel on a scheduled basis.