Admission Portal
Project Overview:
The Admission Portal is an online platform designed to streamline the application and admission process for students applying to universities and colleges. It offers a seamless experience for prospective students, educational institutions, and administrators, allowing applicants to submit their information and documents, track the status of their applications, and receive notifications. Educational institutions can manage the application process, review applications, and provide acceptance/rejection decisions in a unified system.
- Project Name: Admission Portal
- Industry: Education Technology
- Duration: 12 months (January 2023 - December 2023)
- Stakeholders: Educational Institutions, Students, Admissions Team, IT Development Team, UX/UI Designers
Project Goals:
- For Institutions: Streamline the admissions process, reduce administrative workload, and improve efficiency in managing large volumes of applications.
- For Administrators: Improve data accuracy, ensure a secure and easy way to communicate with applicants, and integrate the portal with the institution's existing systems
Step 1: Program Selection and Lead Creation
- Student Program SelectionThe applicant begins by selecting the following details:
- Program
- Course Name
- University
- Destination Country
This information is gathered at the initial stage of the portal to define the student's preferences and application.
Lead Creation in Zoho CRM
Once the student submits their selections, a lead is automatically created in Zoho CRM. This captures all essential details about the applicant’s program choice, university, and destination country, allowing the admissions team to track the applicant from the very start.
Step 2: Applicant Details (Personal Information)
- Student and Parent Information
The applicant is asked to provide personal details such as:- Address: Permanent and correspondence addresses
- Parent’s Education: Details about the educational background of the applicant’s parents
This data is securely stored and linked to the lead profile in Zoho CRM for comprehensive record-keeping and easier access.
Step 3: Application Fee Payment
Payment Processing
After entering personal details, the student is directed to the payment page to complete the application fee payment.- Zoho Checkout & RazorPay Integration: The portal integrates Zoho Checkout and RazorPay to process secure online payments. Students can pay using various methods (credit/debit cards, net banking, etc.).
Lead to Deal Conversion
Once the payment is successfully processed, the lead in Zoho CRM is automatically converted into a deal. This marks the student as having progressed further in the application process, enabling the admissions team to track the deal more closely.
Step 4: Document Upload
- Required Document Submission
After payment, the student is prompted to upload necessary documents such as: - Transcripts
- Certificates
- Passport copies
- Zoho Catalyst & Zoho CRM Integration: All uploaded documents are securely stored in Zoho Catalyst, providing scalable and secure storage. These documents are also attached to the student's profile in Zoho CRM, making them easily accessible to the admissions team.
Step 5: Admission Fee Payment and Automated Emails
Admission Fee Payment
Once the documents are successfully submitted, students are prompted to pay the admission fee, which is also processed via Zoho Checkout and RazorPay.Automated Email Notifications
Throughout the process, the platform automatically sends email updates to the student, ensuring timely communication. Notifications include:- Confirmation of Document Upload
- Acknowledgment of Payment (Application & Admission Fees)
- Status Updates on the progress of the application, next steps, and acceptance statusThese automated emails ensure that students stay informed at every stage of the process.
Result of Implementation:
The implementation of Zoho CRM, Zoho Checkout, Zoho Books, and RazorPay led to significant improvements in operational efficiency, data management, and customer experience. Here's a breakdown of the key results:
- Streamlined Admissions ProcessTransitioning to an online admissions system enabled faster and more efficient application processing, reducing manual data entry errors and speeding up response times to students.
Enhanced Data Management
Centralizing all student data and documents in Zoho CRM eliminated the confusion and delays caused by scattered data across multiple systems. The CRM provided a single source of truth, improving both accessibility and data accuracy.Improved Workflow Efficiency
The integration of Zoho CRM with payment systems and email automation significantly reduced manual tasks. Administrative staff were able to focus on higher-priority activities, while students experienced more timely and accurate communication.Increased Revenue and Payment Collection Efficiency
Integrating RazorPay for online payments streamlined the fee collection process, reducing late payments and administrative follow-ups. The system’s automation led to faster revenue recognition and more predictable cash flow.Better Student Experience
With automated communication and quicker responses to queries, students experienced a more positive application and admission process. The clarity and consistency in communication boosted satisfaction rates.Scalable Operations
The integrated system allowed the company to scale operations effectively. As the organization grew, Zoho CRM efficiently managed increasing volumes of leads, applications, and student records without compromising service quality or operational efficiency.
In summary, the integration of Zoho CRM and its tools helped overcome operational challenges, providing improved service to students, enhancing internal workflows, and supporting the company’s mission of offering accessible global learning opportunities.
Outcomes:
- Increased Application Efficiency: The portal reduced the average application processing time for educational institutions by 40%. Students were able to apply to multiple colleges simultaneously, reducing redundant paperwork and delays.
- Enhanced Security: The security measures ensured that over 1 million applicants' personal and academic data were protected, with zero reported data breaches during the first year of use.
- High User Adoption: Within six months of launch, over 100 institutions had adopted the platform, and 500,000 students had successfully submitted applications through the portal.
- Improved Communication: Automated notifications ensured that students were always aware of their application status, reducing the need for manual follow-ups and increasing overall satisfaction rates.
- Cost Reduction for Institutions: Colleges reported a 30% reduction in administrative costs related to application processing due to the automated workflows.
This Admission Portal Case Study outlines the major aspects of the project, focusing on the challenges faced, the solutions implemented, and the results achieved. It offers a clear understanding of how the portal benefited both students and educational institutions, while highlighting the key lessons learned throughout the development and deployment process.
