An agent for prospective students. It answers questions about courses, entry requirements and deadlines from the information your institution approved, guides an applicant through the documents they need, and passes anything requiring a decision to the admissions team.

Admissions offices are overwhelmed for a few months each year. The same questions arrive by the thousand, from different time zones, in the applicants' evenings. Is my qualification accepted, when is the deadline, has my transcript arrived. Staff answer by email, days later. Applicants who would have enrolled choose the institution that replied.

This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the approved-knowledge answers with sources from our demonstrations and the document completeness checks from our invoice demonstration. Course and requirement data, application tracking and connection to a student system are not built.

02Before

How the Work Is Done Today

The same questions, thousands of times

Staff answer deadline questions all season.

Replies after days

Applicants in other time zones wait longest.

Out-of-date information

An old entry requirement is quoted from last year's page.

Documents lost in email

A transcript was sent and nobody can find it.

Promises about admission

Someone tells an applicant they "should be fine".

Deadlines missed

An applicant did not know one document was outstanding.

03Admissions agent

Six jobs it carries through

01Course answers

Answers from approved course information.

Courses, fees and start dates
Entry requirements as published
The source page named
Says when it does not know

02Requirement guidance

Explains what an applicant must provide.

Documents by course and country
Published equivalences only
Language requirements
Deadlines for each

03Application status

Tells an applicant where they stand.

Identity confirmed first
Documents received and missing
The current stage
The next date that matters

04Document intake

Collects application documents.

Secure upload
Checked for completeness and legibility
Stored on the application
One request for what is missing

05Decision routing

Sends judgement calls to staff.

Unusual qualifications
Requests for exceptions
Scholarships and fee questions
Appeals and complaints

06Deadline reminders

Reminds applicants in time.

Outstanding documents
Approaching deadlines
Offers awaiting a reply
On the channel they chose

04Step by step

From the First Signal to the Record

An example of one case, in 6 steps. The same steps play in the picture at the top of this page.

01 / 06

Question asked

A prospective student abroad asks whether their school certificate is accepted.

02 / 06

Answered

The published equivalence for their country is quoted, with the page it comes from.

03 / 06

Requirements listed

The agent lists the documents the course requires and the deadline for each.

04 / 06

Documents uploaded

A transcript and a language certificate are uploaded and attached to the application.

05 / 06

Exception routed

Their certificate is not on the published list. The question goes to an admissions officer.

06 / 06

Reminded

A week before the deadline they are reminded that one reference is still outstanding.

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What We Need to Scope This

The process as it runs today, in a few lines.
The systems it touches, for example student system, course catalogue, applicant channels, documents.
Rough monthly volume, and who approves what.

Request a quote Book a 30-minute callA quote starts from a written scope, so that the figure means something.

05Scope

The Systems Around It

The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.

Student system

Your admissions or student information system

Course catalogue

Approved course, fee and requirement information

Applicant channels

Website chat
WhatsApp
email

Documents

Secure upload and storage

Admissions team

Officers and their queues

Calendar

Intakes and deadlines

06Operating boundaries

Published Information From the Agent, Decisions From Admissions

The agent quotes what your institution has published and names the page. It does not judge whether a qualification is sufficient, predict an outcome or tell an applicant they will be admitted. Those are decisions for admissions officers.

Applicants are often young and far from home. The agent is clear that it is an automated assistant, and a person is reachable for anything it cannot answer.

Answers from approved information
Sources named
No assessment of qualifications
No predictions about admission
Decisions made by staff
A person reachable

07Questions

Straight Answers

Does it decide who is admitted?

No. It answers from published information, tracks documents and reminds applicants of deadlines. Assessing an application and making an offer are done by your admissions staff.

How is this different from the customer onboarding agent?

Onboarding starts after someone has committed. Admissions comes before: an applicant deciding whether to apply, and then completing an application. Once they enrol, a student onboarding process takes over.

Can it work in several languages?

It can be built to, and the approved information must exist in each language. Answers in a language are only as reliable as the source text in that language, so we would agree with you which languages are properly supported.

What exists today?

Not as software yet. This page describes a proposed workflow. It would reuse the approved-knowledge answers with sources from our demonstrations and the document completeness checks from our invoice demonstration. Course and requirement data, application tracking and connection to a student system are not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.

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Export a Month of Applicant Emails

From your busiest period. Sort them by question. A handful of topics will account for most of them.

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Response within 24 hoursFree consultation and scopingNDA available on request