Introduction: The 2025 Migration Imperative
In 2025, many universities are still relying on admissions systems that were built more than a decade ago. These outdated platforms are inflexible, slow, and often lack integration with modern tools like AI or CRM. The need for migration to newer systems isn’t just about technology — it’s about delivering a seamless experience for applicants, reviewers, and administrators alike.
Before choosing a system, make sure to read our post on 7 Must-Have Features in an Admissions Platform. It outlines the core functionality every modern platform should offer.
The good news? With the right plan, migrating your university admissions system can be smooth, secure, and transformative.
This guide walks you through every step of the migration process for 2025.
Step 1: Audit Your Existing System
Before choosing a new platform, understand what you currently have:
- Application forms: What fields are currently used?
- User roles: Who are the reviewers, approvers, admins, and applicants?
- Workflow rules: How do applications move from submission to decision?
- Integrations: Do you connect with ERP systems like SAP SLcM or CRMs?
- Data pain points: Where does the current system fall short?
Create a full system map to ensure nothing critical is left behind.
Step 2: Define Your Future Admissions Workflow
Your migration is a chance to reimagine the admissions experience.
Ask:
- Can faculty review applications more easily?
- Should applicants get real-time status updates?
- Can recommendation letters and offer letters be digitized and automated?
Work with stakeholders (IT, Admissions, Faculty Affairs) to define an ideal future-state.
Step 3: Prepare Your Data Migration Plan
Data is the heart of your admissions system. Plan your migration carefully:
- Structure: Decide what data to bring (e.g., applications from past 5 years)
- Mapping: Map legacy field names to new system fields
- Formats: Convert files to CSV, JSON, or other required formats
- Cleaning: Remove duplicates, fix formatting, anonymize where required
- Testing: Run sample imports before full migration
PlutoEdu supports bulk data import and custom migration connectors.
Step 4: Choose a Migration-Ready Platform
Not all platforms are built for seamless migration.
Look for:
- Open API access for integrations
- Automated form builders and role-based workflows
- Migration modules (for offers, documents, and reviewer decisions)
- Faculty and student portals
- Built-in analytics and missing info tracking
Step 5: Run a Pilot with Real Users
Before full launch, do a soft rollout:
- Create a test cycle (e.g., mock PhD or MS intake)
- Involve real reviewers and applicants
- Monitor system load, UI performance, and bugs
- Gather user feedback and make refinements
Step 6: Go Live with Confidence
A successful go-live plan includes:
- Faculty and staff training
- Clear communication with applicants
- Live chat or email support during initial weeks
- Fall-back contingency (read-only legacy access)
PlutoEdu provides onboarding support, documentation, and training tools.
Conclusion: Modern Admissions Starts with Smart Migration
2025 is the year to let go of legacy barriers. A smooth, secure migration is possible when your platform is built for it.
PlutoEdu isn’t just an admissions system. It’s a future-ready platform designed for flexibility, security, and AI-powered insights.
Need help planning your migration?
Schedule a migration consultation with PlutoEdu’s onboarding team today.
contact@plutoedu.com
