AI-Powered Admissions and Enrollment Optimisation for a University System
Education
What They Were Facing
Crestfield's admissions office processed 42,000 applications annually across five campuses using a legacy student information system with no CRM capabilities. Prospective students received generic communications regardless of their interests, and the admissions team had no way to predict which applicants were likely to enrol. Yield rates had declined from 34% to 26% over three years, and the cost per enrolled student had risen to $4,200. Counsellors managed their pipelines in personal spreadsheets with no shared visibility.
How We Solved It
AQBEE deployed Salesforce Education Cloud as the unified admissions and enrollment platform across all five campuses. Every prospective student received a personalised journey powered by Marketing Cloud, with content tailored to their academic interests, campus preferences, and engagement signals. Einstein Lead Scoring was configured to predict enrollment probability, enabling counsellors to prioritise high-yield prospects. An Experience Cloud applicant portal streamlined the application process with document uploads, status tracking, and financial aid estimators. MuleSoft integrated the legacy SIS for transcript data and the financial aid system for real-time packaging. Tableau dashboards gave enrollment leadership a funnel view from inquiry to enrolled student across every campus, programme, and demographic segment.
The Impact
AI-driven lead scoring and personalised nurture journeys increased enrollment yield from 26% to 38%, adding 1,400 new students annually.
Targeted outreach replaced mass communications, reducing cost per enrolled student by 36% while increasing total enrollment.
The self-service applicant portal with saved progress and document tracking increased application completion rates by 44%.
Automated task assignment and AI-prioritised prospect lists enabled each counsellor to manage 52% more prospective students effectively.
“We were sending the same brochure to 42,000 applicants and wondering why yield was declining. AQBEE gave us the ability to treat every prospective student as an individual. Einstein tells our counsellors exactly who to call and what to talk about, and our yield jumped 12 points in one cycle. The ROI paid for the entire project in the first semester.”
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