The digital transformation of university admissions is no longer a luxury—it’s a necessity. Whether you’re replacing a legacy system, preparing for scale, or building better applicant experiences, choosing the right admissions platform can make or break your success.
But with dozens of tools on the market—each claiming to be “flexible” or “intelligent”—how do you decide?
At PlutoEdu, we’ve worked closely with universities during their selection, migration, and launch processes. Here’s a practical step-by-step guide to choosing the right admissions system for your institution, with a focus on how AI in university admissions is shaping the future.
Step 1: Define Your Admissions Goals
Before evaluating any tool, clarify what you want to solve:
- Are you digitizing a paper-based process?
- Are you struggling with collaboration between reviewers?
- Do you need better reporting and analytics?
- Are applicant communications scattered?
✅ Tip: Create a 1-page summary of your needs across operations, tech, faculty, and student experience.
Step 2: Identify Your Must-Have Features
Typical must-haves include:
- Customizable application form builder
- Reviewer workflow (faculty, committees, deans)
- Recommendation letter tracking
- Communication automation (email/SMS)
- Integration with SIS, CRMs
- Offer letter module & applicant dashboard
Not every vendor will have everything natively. Some rely on third-party tools.
Step 3: Evaluate Flexibility, Integration, and AI Use
Can the system:
- Adapt to your university’s structure and roles?
- Connect easily to your SIS, CRM, document tools, or analytics platform via APIs?
- Leverage AI in university admissions to help reviewers prioritize applications, flag missing documents, or suggest reviewers based on expertise?
💡 Example: At PlutoEdu, our platform integrates with both Slate and SAP SLcM using secure APIs—letting universities keep their existing systems while modernizing workflows. We also use AI to enable intelligent shortlisting and reviewer suggestions.
Step 4: Prioritize User Experience (UX)
If faculty and reviewers won’t use the system, adoption will fail. Ask:
- Does the interface require training?
- Is the reviewer experience streamlined?
- Can students easily track their application progress?
👀 Look for vendors who offer zero-training UX—a huge time-saver.
Step 5: Check Security, Data Compliance, and AI Ethics
Admissions data is sensitive. Ensure the platform:
- Runs on secure cloud infrastructure (e.g., AWS, GCP)
- Complies with local and international data laws (e.g., GDPR)
- Offers control over data deletion, backup, and role-based access
- Follows ethical guidelines for AI use, including transparency and accountability
Step 6: Ask About Support, Roadmap, and AI Innovation
Don’t get stuck with a vendor that goes silent post-sale. Questions to ask:
- How responsive is their support?
- Do they provide onboarding or training?
- What’s on their product roadmap—especially regarding AI in university admissions?
Step 7: Run a Pilot or Test Use Case
Before committing, test one use case with real reviewers or staff. This reveals:
- Bugs or blockers early
- Customization gaps
- Training/support needs
Final Thoughts
Choosing the right admissions system isn’t just about features—it’s about flexibility, user trust, integration, and your long-term goals. As AI in university admissions becomes more advanced, selecting a platform that integrates AI responsibly can be a major advantage.
If you’re actively evaluating tools or planning a migration, PlutoEdu is happy to walk you through a demo or pilot based on your exact needs.
