Turn more inquiries into enrolled students.
Admissions OS coordinates every step from first inquiry to enrollment on top of the systems you already use, so fewer prospective students slip through the cracks and your team spends less time on routine follow-up.
A complimentary 30-minute working session on one admissions bottleneck.
Students rarely say no. They stall.
Most prospective students who don't enroll were never turned down. They stopped at a handoff, and nobody noticed in time. The same moments come up in admissions office after admissions office:
- An inquiry waits.
It arrives after hours or through a channel nobody watches closely, and the first reply comes a day later.
- An application stops halfway.
The applicant interviewed but never took the assessment, or submitted the form but not the portfolio.
- A document holds up the file.
A transcript, reference, test score or health record is still outstanding.
- An admitted student goes quiet.
The deposit, enrollment agreement or visa paperwork is still open as the start date approaches.
- A handoff breaks.
Admissions, finance and the registrar each hold part of the picture.
Each one is follow-up work your team tracks from memory and spreadsheets. You can see totals, but not which students need attention today.
One coordinated admissions operation, built on what you already have.
Admissions OS is Effibotics' operations method applied to admissions. It sits on top of your CRM, student information system, forms and inboxes, and runs the journey from first inquiry to enrollment as one process. It doesn't replace your systems or your team; it does the coordination work in between.
- Student journey record
One live record per prospective student: stage, outstanding items, last contact and owner.
- Your admissions rules
Requirements, intakes, start dates and deadlines, so it knows what each student still needs and by when.
- Approved knowledge
Program details, policies and answers your team has signed off: the only source it answers from.
- Engagement
Replies and reminders on the channels your students use, timed to your process.
- Staff workspace
A daily list of the students who need a person, with the reason and the full context.
- Visibility
Where every student is, where they stall, and how each intake is tracking.
Every student, moved to the next step.
The student moves along the top. Admissions OS sits underneath, drawing on your systems, approved knowledge, AI assistance and staff to move each student forward.
- Inquiry
- Guidance and follow-up
- Application
- Progress tracking
- Enrollment
- Existing systemsCRM, student system, forms and email
- Approved knowledgePrograms, policies and requirements
- AI assistanceAnswers, reminders, spots missing steps
- Admissions staffDecisions, exceptions and relationships
One student, start to finish
Illustrative example
| Moment | What Admissions OS does | What your team does |
|---|---|---|
| 9 pm: Amina asks about the nursing program | Answers from approved information, shares the next start date, invites her to an information session and logs the inquiry | Nothing needed |
| Day 3: no application yet | Sends a reminder with the application link and the steps involved | Nothing needed |
| Day 6: she applies, but her transcript is missing | Tells her exactly what's outstanding and reminds her at agreed intervals | Nothing needed |
| Day 9: she asks about transferring credits | Recognizes a question outside its approved answers and routes it with the full history | An adviser replies personally |
| Day 15: her file is complete | Moves her to review and notifies the admissions officer | Makes the admission decision |
| Days 16 to 30: offer accepted, deposit open | Tracks the deposit and enrollment steps and follows up before the deadline | Calls her if she goes quiet past the agreed point |
| Start date | Passes a complete record to registration and onboarding | Welcomes a student who is ready to start |
Measured against your own starting point.
Every implementation is measured from your current baseline, on outcomes your leadership already cares about.
- Faster, consistent responses
- Time from inquiry to first reply, evenings and weekends included
- More completed applications
- Share of started applications that reach a complete file
- More admitted students enrolling
- Admitted-to-enrolled rate for each intake
- More staff capacity
- Hours a week spent on routine follow-up
Your team stays in control.
- It answers only from knowledge your team has approved; anything else goes to a person
- Your team approves student-facing templates and reminder rules before they go live
- Admission decisions, exceptions and relationships stay with your staff
- Every message and handoff is logged on the student's record
Start with one stage. Extend when it works.
- 01Admissions Review.
A complimentary 30-minute working session on one admissions bottleneck: where students stall and what it costs you.
- 02Admissions Diagnostic.
We map your intakes, requirements, systems and stall points, and design the implementation: the stage to start with, the systems to connect and how success is measured.
- 03Implementation.
We configure Admissions OS to your rules, approved knowledge and channels, and go live on that first stage with your team approving what students receive.
- 04Ongoing operation.
We monitor it, tune it for each intake cycle and extend it across the rest of the journey.
Every implementation is scoped to your institution. You receive a fixed proposal after the Diagnostic, before any build begins.
Now onboarding a few founding clients.
We're taking on a small number of founding institutions this term. Founding clients work directly with Effibotics' founder through implementation.
Does it replace our CRM or student information system?
No. Admissions OS works on top of the systems you already use. Which systems it connects to is agreed in your proposal.
Is this a chatbot?
No. Answering questions is one part of it. Admissions OS tracks what every student still needs, coordinates follow-up across the journey and tells your team who needs a person.
Who makes admission decisions?
Your staff, always. Admissions OS handles the follow-up work around those decisions.
What does it answer students with?
Only information your team has approved. Anything outside it is routed to a member of staff with the full history.
How is student data protected?
Access is limited to what the agreed workflow needs, under a data processing agreement and within your obligations under FERPA, UK GDPR or Kenya's Data Protection Act. Your data is returned or deleted when an engagement ends.
How much does it cost?
It depends on your process and systems. After the Diagnostic you get a fixed proposal before any build begins.
See where your students are stalling.
In 30 minutes we'll look at one admissions bottleneck with you, from inquiries to deposits, and tell you plainly whether Admissions OS can fix it.
Or write to hello@effibotics.com