SchoolAdmin is a powerful Customer Relationship Management (CRM) system. We believe in the power of relationships and work hard with each of our schools to be the leading school CRM software for admission and enrollment. Seriously, we love working with admission and enrollment professionals. And we understand your role.

As a SchoolAdmin client, you have access to countless tools to help you achieve your goals. I got to sit down and talk with our awesome customer service and implementation team about some of their favorite features within our school CRM software.


Here are 5 Powerful Features Within SchoolAdmin:

1.Communication Plans

A communication plan is a strategic plan for communicating with families in a targeted and personalized way. Currently, only about 34% of our schools utilize communication plans. Additionally, many of those schools aren’t taking full advantage of the full functionality. Communication plans help personalize the admissions process and save you time by automating common tasks within the school CRM software.

With SchoolAdmin, you can boost your funnel conversions by personalizing the communications with all of your families at the right time in the right way – automatically. We see schools increase yield because they can cater messaging to each individual family, save time by eliminating routine tasks and automating their communication to families in a personalized way.

What can you do with SchoolAdmin communication plans?

There is an unlimited number of plans you’re able to build. SchoolAdmin allows your imagination to go wild and ensures that no one falls through the cracks! You have the capability to build communication plans for your inquiry, admissions, and enrollment process. For each plan, you can create triggers that automate system actions that generate in response to parent or admin actions. Therefore, you can streamline internal processes by creating reminders or emails automatically not only for your families but also internally with your team. You can save time by eliminating routine tasks as well as automatically provide useful information to your inquiry, applicant, or enrolling families as they progress through the admission process.


2. Review Module

Your review committee meets frequently during the admissions season to analyze the completed application pool. Your goal is to decide which students should be accepted to your school. Each school varies on how often they have to meet and discuss each student, look over academic and extra-curricular interests, review their character, test scores, supportive parents, and more. Overall, this can be a very difficult and time-consuming process for both your team and your families.

SchoolAdmin’s Review Module can free up much of your time and allows your committee to review students on their own free time. As you may know, SchoolAdmin is web-based, so you can work and review students in the comfort of your home! You are able to combine all the information collected during the student’s application process into an easy-to-read package for your readers to score and make any notes and recommendations.

Admins can also send kind reminders to members of your committee for them to finish their review process. After everyone has sorted through the applications, all the notes and input from the readers are collected into a summary list that facilitates committee meetings decision making. Admissions staff can filter out students based on their preliminary review decisions in the filter options and then perform a bulk status change to set the final decisions such as accepted, waitlisted, denied, etc.

No matter the process, the Review Committee has to weigh many factors for each candidate. Factors often include but are not limited to, class balance, financial aid, scholarships, and legacy. Our hope is that SchoolAdmin Reviews will help facilitate the review process and allow schools to focus on the important decisions. We don’t want you to get bogged down in the management of the review process.


3. Text Messaging

Another great feature we launched in 2017 is text messaging. With SchoolAdmin you can use your pre-defined templates to send out text messages to all of your families during the inquiry and admissions process. You have the capability to send your messages in bulk from list pages or via the contact record much in the same way as emails all within your school’s CRM software.

Side note: SchoolAdmin text messaging is not designed or intended to be used as part of an emergency alert or crisis management system.  

CS Pro Tips: We see schools use this feature in their automated communication plans to remind families of their upcoming appointments (shadow day, tour, in-person interview, etc.). As well as to remind families of deadlines and when contracts are available. Just as you use email templates, you can send short texts to your families.

As a best practice when using this feature, keep messages short and sweet. Aim for equal to or less than 160 characters to reduce the chances of your note being separated into multiple messages. However, there is no limit to the number of characters you are able to send.


4. Bulk File Upload

After conducting a recent report, we determined that only 15% of our schools currently use the bulk file upload feature. We know you deal with a lot of paper. We want to make sure you’re using your school CRM software to its fullest potential. With the bulk file upload tool, you can upload a single PDF file that contains multiple pages of documents that belong to multiple students. The system will analyze the file, find student names, and create suggestions for who to assign each page to within that file. All you have to do is confirm matches or manually select the correct match if a match wasn’t found. Once all matches have been confirmed, submit the file for processing.

This feature can eliminate a significant amount of time for you and your team. You no longer need to individually upload forms and search for the right person to attach it to. The bulk file upload feature is the step in the right direction to eliminate paper within your admissions office.


5. Document Request

With the Document Request Form feature, parents and admins can submit a request for transcripts or other relevant documents from another school or outside organization. They can then have the documents uploaded directly into SchoolAdmin. This results in a faster turn-around and completion of checklist items because checklist items are automatically marked complete once the requested document(s) are uploaded. 

Additionally, parents can track the completion of requested items in their portal. They’ll also receive an automated email notification once the document(s) are received by the school.

Another great perk is that the document file upload feature seamlessly integrates with Online Reviews. Uploaded files are displayed in the Review packet. You don’t need to manually upload each file. 

CS Pro Tips:  As an admin within SchoolAdmin, you can create custom email templates for each step of the admissions process or use generic pre-built emails. We designed and built this feature for our schools because of the need to request transcripts from feeder schools. Since it’s launch, we’ve seen schools utilize this tool to request transcripts and school visit observation forms from their teachers.

Among all of these tools in your school CRM software, another special feature is our SchoolAdmin Home Room. We created a Slack channel to help you and other schools to collaborate. You can communicate with other schools to find out how to fully utilize SchoolAdmin. Ask us how to join/how to use it.

As a SchoolAdmin client, you have our awesome customer support team by your side to help you set up and understand how to use these features. Please sign in to your SchoolAdmin site and connect with our Client Service team by clicking on ‘Contact Support’.

Want to learn more about all the benefits of a CRM, when to switch admission and enrollment software, and how to convince leadership? Read more about CRM’s for schools and how to make the right choice. Or, take the next step and start comparing CRM’s.

Additional Resources

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  • Topics:
  • Admissions
  • Admissions Funnel
  • bulk file upload
  • charter schools
  • Communication
  • communication plans
  • CRM
  • crm for schools
  • document request
  • reading and review
  • text messaging