What To Consider When Transitioning to an Online Admissions System

Moving to an online admissions system can feel like a big leap — especially if your current processes still rely on PDFs, emails, or outdated software. But as expectations shift and prospective students become more digitally savvy, making the switch isn’t just a nice-to-have anymore — it’s a necessity.

Today’s applicants expect seamless, mobile-friendly experiences. They want to check their application status on the go, upload documents with ease, and receive helpful, timely updates. And let’s be honest — university staff deserve tools that make life easier, too.

So, what should you keep in mind when planning the transition? Here are five key areas to help you get it right.

1. Prioritise User-Friendliness

Let’s start with the obvious: any new system needs to be easy to use — for everyone.

That means:

• A clear, intuitive interface for applicants.
• Mobile compatibility (because most students will apply or check updates on their phones).
• A streamlined dashboard for staff to process applications efficiently, without jumping through hoops.

Gen Z and Gen Alpha are incredibly comfortable with tech. But that doesn’t mean they’ll put up with clunky systems. If it’s confusing or frustrating, they’ll likely give up or take their application elsewhere.

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2. Make the Most of Your Data

One of the biggest advantages of moving online is the data you can collect — and how you use it.

Modern admissions platforms can track everything from initial enquiry through to enrolment, giving you valuable insights at every stage. You can see where students are dropping off, which campaigns are working, and where to step in with personalised support.

And it’s not just useful for admissions — the right data can also help with long-term planning, forecasting, and student success strategies across the institution.

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3. Choose the Right Cloud Setup

When it comes to data storage, universities have a choice to make: go with a public cloud provider or keep things on a private (on-premise) system.

There’s no one-size-fits-all answer — it depends on your resources, risk appetite and goals.

• Public cloud options are usually more affordable and quicker to implement. Plus, the responsibility for security and updates falls on the provider.
• Private cloud solutions give you more control and visibility — but they also come with higher maintenance and staffing costs.

Whichever you choose, make sure it complies with data protection regulations and prioritises security. Students are trusting you with a lot of sensitive information.

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4. Understand Your Needs — and Theirs

Before jumping into new tech, take a step back and ask: What do we actually need? And equally important: What do our students need?

It might sound simple, but this is often where institutions get tripped up.

Start by gathering input from both applicants and staff. What’s working well? What’s slowing people down? Are there features you wish you had?

Clearly defining your goals — like reducing drop-offs, improving response times, or streamlining onboarding — will help you choose the right platform and measure success properly.

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5. Build in Feedback Loops

The transition doesn’t stop when your new system goes live.

You’ll need to gather regular feedback from everyone using it — students, admissions officers, reviewers, IT teams, and beyond. What’s smooth? What’s clunky? What needs tweaking?

This is where regular check-ins and feedback forms come in. They’ll help you spot issues early and make improvements quickly, so the system evolves with your needs.

After all, no platform is perfect out of the box. But with the right input, you can make sure it keeps getting better.

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Final Thoughts

Upgrading to an online admissions system is a big project — but it’s also an exciting opportunity. Done right, it can completely transform how your institution connects with prospective students and manages its internal workflows.

By focusing on user experience, clear goals, secure data handling, and ongoing feedback, you’ll set your team (and your applicants) up for success.

And if you’re looking for a system that combines intuitive design with powerful features built specifically for higher education, Full Fabric is a good place to start.

Book a demo and see how we can help you make admissions simpler, smarter and more student-friendly — from enquiry to enrolment and beyond.