Five AI Tactics Your Admissions Team Isn’t Using (But Should Be)

AI isn’t just for Silicon Valley startups or IT departments anymore — it’s becoming an essential part of modern admissions teams. But here’s the thing: when most folks talk about AI in admissions, they focus on the big flashy stuff — predictive analytics, machine learning dashboards, or massive CRMs powered by artificial intelligence.

While those tools are powerful, there’s a whole world of lesser-known, incredibly useful AI tools, and strategies that can save your team hours, help you personalize at scale, and move students through the funnel with more ease and empathy.

Whether you're a one-person admissions shop or part of a large team, these under-the-radar tools can help you work smarter (not harder). Let’s get into it.

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1. Chatbots That Do More Than Chat

Use AI-powered bots to engage students — and collect meaningful data.

We know, chatbots aren’t new. But the new generation of AI-enhanced chatbots goes beyond basic FAQs. These bots can learn from past conversations, personalize their responses based on a user’s behavior, and even trigger follow-up tasks — like flagging a lead for a counselor or sending a personalized resource guide.

Pro tip: Train your chatbot with actual conversations between your admissions team and prospects. It’ll pick up tone, phrasing, and common questions that feel more human and helpful.

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2. AI-Powered Applicant Tracking Assistants

Stay on top of applications without endless spreadsheets.

If your inbox is full of “Just checking in on my application” emails, you might benefit from tools that can track and notify applicants automatically. Some newer platforms use AI to predict where students are dropping off in the application and recommend nudges to get them re-engaged.

What to explore:

• Element451 offers engagement scoring and AI-backed journey mapping
  
  
• AdmitHub (now Mainstay) uses behavioral nudges to keep applicants on track
  
  

Pro tip: Set up “smart triggers” based on key points of the application. If a student stops at the essay prompt or transcript upload, your AI assistant can send a helpful tip or connect them with a real person for support.

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3. AI Interview Schedulers and Calendar Management

Say goodbye to scheduling ping-pong.

There’s nothing revolutionary about an AI scheduler — until you connect it to your CRM, your counselor availability, and your applicant status. That’s where tools like Motion or Clockwise come in — they prioritize meetings based on urgency, time zones, and even preferred communication channels.

Smart scheduling options:

• Motion for AI-prioritized meeting blocks
  
  
• Calendly + CRM integrations to sync across platforms
  
  

Pro tip: Use scheduling bots to offer interview time slots only after students hit certain milestones — like completing their application or submitting financial documents.

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4. Voice-to-Text + Auto-Note AI Assistants

Speed up your counselor debriefs and follow-ups.

After a virtual info session or one-on-one meeting, how often do your team members skip taking notes because they’re running to the next thing? With tools like Otter.ai or Fireflies.ai, you can automatically record, transcribe, and summarize key moments. Some tools even create follow-up tasks based on what was said in the call.

Great for team debriefs and CRM notes, especially if you’re juggling a high volume of interactions.

Pro tip: Create tags within the transcript (like “next steps” or “questions about housing”) to quickly pull insights from dozens of meetings without manually reviewing everything.

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5. Content Repurposing with AI Writing Assistants

Turn one great message into ten personalized versions.

Got a killer email or landing page? Don’t reinvent the wheel every time. AI writing tools like Jasper or Copy.ai can reformat content for different audiences — turning one general message into versions for transfer students, international applicants, or specific academic programs.

Use these tools to:

• Rewrite emails at different reading levels
  
  
• Adjust tone based on audience (more formal for grad, more casual for undergrad)
  
  
• Translate content quickly for multilingual outreach
  
  

Pro tip: Pair AI-generated content with human edits. The AI drafts quickly; you add the personal flair.

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Final Thoughts: Use AI to Be More Human, Not Less

Here’s the truth: AI isn’t here to replace admissions professionals. It’s here to free you up to do what you do best — build relationships, tell powerful stories, and help students find their fit. These tools aren’t magic, but when used intentionally, they give you back the one thing you need more of: time.

Curious about how to integrate some of these tools without overhauling your entire workflow? Start small. Try one tool for one part of the funnel, measure the results, and build from there.

Need more ideas? We’re always exploring the next generation of edtech tools and AI in higher education — subscribe to Enrollify for more smart strategies and success stories from the front lines.