Cloud vs In-House: Choosing the Right Admissions Software for Your University

Digitising your admissions process is a big step – but choosing the right solution can be just as complex. Should you build something bespoke in-house or invest in a ready-to-use, cloud-based admissions platform?

There’s no one-size-fits-all answer, but for most institutions, a SaaS (software-as-a-service) solution offers a faster, more scalable, and cost-effective route.

Let’s explore the pros and cons of each approach – and what to keep in mind as you decide.

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What Do We Mean by Cloud-Based Admissions Software?

When we talk about the cloud, we’re referring to software that’s hosted remotely and accessed online – rather than something installed on each computer. That means no more clunky applications or VPNs. Instead, teams can collaborate seamlessly from anywhere, at any time.

This is especially useful for universities with distributed teams or global operations – and a major benefit for institutions that lack the time or internal expertise to build a platform from scratch.

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Why More Universities Are Moving to the Cloud

Many higher education institutions are moving away from home-grown systems and turning to purpose-built, cloud-based platforms – and for good reason. According to IBM, 60% of in-house IT projects fail to meet their original schedule, budget, or performance goals.

At Full Fabric, we see this first-hand. Our cloud-based admissions solution was designed to help universities streamline their admissions journey, improve applicant experience, and unlock internal efficiency.

Here’s a breakdown of the benefits (and limitations) of both options:

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SaaS (Cloud-Based Admissions Software)

Benefits

1. Tried, tested, and continually improving
Cloud-based admissions software is built on years of experience and fine-tuned across a wide range of use cases. Vendors like Full Fabric work with multiple institutions, evolving features in line with sector needs and user feedback.

2. Fast to implement
Unlike custom builds that can take years, SaaS solutions can often be deployed in weeks. Most are ready to go out of the box – with branding and configurations tailored to your institution.

3. Built-in best practices
You’ll benefit from sector-wide learnings. For instance, if one university requests a new feature, others gain from it too – with each new improvement helping to future-proof your platform.

4. Comprehensive functionality
From collaboration tools and dashboards to applicant tracking and automated workflows, cloud-based systems are built to solve common challenges in higher ed admissions.

5. Dedicated training and support
Most SaaS providers offer ongoing support and training to help your team get the most out of the system.

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Considerations

1. You won’t own the code
You’re licensing a product, not building it – so full ownership remains with the vendor. That said, reliable providers will work in partnership with you to ensure the platform evolves in line with your needs.

2. Integration needs vary
You may need to integrate your admissions software with other platforms (like SIS or CRM systems). Leading vendors will offer robust APIs and integration support – but it’s something to factor in.

3. Initial cost vs long-term ROI
Cloud-based platforms require investment upfront, but they typically save money (and headaches) in the long run by reducing manual processes and boosting efficiency.

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In-House Admissions Software

Benefits

1. Full autonomy
Want complete control over timelines, features, and customisations? An in-house system gives you ownership of every decision – and every line of code.

2. Tailored to your existing systems
If your IT infrastructure is highly specific, building something in-house may allow tighter integration with legacy platforms or proprietary tools.

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Considerations

1. High risk and cost
Building software from scratch requires substantial time, budget, and expertise. Projects of this scale can often run over budget and take longer than anticipated.

2. Resource strain
Your internal IT team may not have the capacity or skill set needed to build a system this complex – especially if they’re already juggling other responsibilities.

3. Dependency on key individuals
Relying on one or two people to build and maintain your system creates a risk. If they leave the institution, knowledge can be lost – and continuity disrupted.

4. Scalability and innovation challenges
In-house systems can quickly become outdated. Unlike SaaS products, which are continually updated, your internal build may lack flexibility or adaptability in the long term.

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Our Perspective

If your goal is to deliver an outstanding applicant experience, improve operational efficiency, and future-proof your admissions processes, a cloud-based system is often the most strategic choice.

Platforms like Full Fabric provide a secure, scalable, and fully supported solution – freeing your team to focus on what matters: attracting, engaging and enrolling the right students.