A private university in northern Mexico
An automated admissions CRM, and every survey comment checked
The admissions team kept its prospect lists in separate files and sorted thousands of survey comments by hand. We built them a CRM that tells each rep who to call next, and a system that reads and sorts every comment.
- 1,158
- Student comments analyzed
- 36%
- Of hand-sorted answers had a tagging error
- 5
- Admissions reps on one CRM
The situation
Prospective students came in through campaigns, campus visits, and paper forms, and the admissions team kept them in separate files, with no shared list of who to call next.
The university also surveys its students. More than a thousand open comments were sorted into themes by hand, by several people, each applying the themes a little differently.
What we built
An admissions CRM with every prospect in one place. Each rep opens a call list that rebuilds itself every two minutes from each prospect's last call: missed calls come back at the right time, and callbacks land on the right day. Logging a call takes one screen. Ready-to-send WhatsApp messages, visit scheduling, six stages from first contact to enrollment, and a manager view sit on top.
A survey analysis system that reads every comment, tags its themes against written rules, and rebuilds the report the team already used. We then reviewed every tag from both the hand-sorted version and the system's version, side by side.
What changed
The review found at least one tagging error in 36% of the hand-sorted responses (414 of 1,149). Checked against the same written rules, the hand-sorted version had 409 tags the comment did not support; the system's version had one.
The CRM is in testing with the five admissions reps. Results from live use: [placeholder].