Enrollment That Runs Itself
a mid-sized private university
less admin time for counselors
faster application decisions
increase in enrolled students
Admissions counselors spent most of their week answering the same questions, chasing missing transcripts, and manually reviewing documents, leaving little time for the conversations that actually convince students to enroll. Applicants waited days for routine answers and weeks for decisions, and some simply enrolled elsewhere while they waited. The team needed capacity back without growing headcount.
How we approached it
Mapped the enrollment funnel from inquiry to deposit to find where applicants stalled and where counselor time actually went.
Deployed agents that answer applicant questions around the clock, grounded in the university's own policies and program catalog with escalation to counselors.
Automated document intake with extraction models that read transcripts and forms, flag missing items, and nudge applicants automatically.
Added enrollment likelihood scoring so counselors prioritize outreach to admitted students most at risk of melting before deposit.
“My counselors are back to counseling. The busywork runs itself, applicants get answers at midnight, and our yield numbers moved for the first time in years.”
Yes. The assistant identifies itself, answers only from the university's own policies and catalog, and hands off to a named counselor whenever a question needs human judgment.
The scoring uses engagement and application-progress signals rather than demographic attributes, and it only prioritizes counselor outreach, it never affects admission decisions.
Counselors redirected the recovered hours into calls and campus visit follow-ups with admitted students, which drove the yield improvement alongside faster decisions.
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