Why Schools Should Continually Refine Their Enrolment Process

Why Schools Should Continually Refine Their Enrolment Process

 
Thank you to EnrolHQ for their support of the SA/NT Chapter!

The Enrolment journey is one of the most critical touchpoints between a school and prospective families. First impressions count, and a seamless process can set the tone for a strong, long-term relationship. But just because your enrolments process worked well five years ago doesn’t mean it’s still the best approach today. Schools that regularly refine their enrolment processes stay ahead of changing family expectations, technological advancements, and competitive pressures.

Meeting the Expectations of Modern Parents

Today’s parents expect efficiency and convenience when enrolling their child. “Expecting parents to just follow your antiquated and restrictive enrolment procedures doesn’t cut it in 2025”, says Director of Product, Eddy Chan from FrollQ. “Most parents are accustomed to seamless digital experiences in all aspects of life, from banking to booking a session at the gym to online shopping. If your school’s enrolment process feels slow, confusing, or outdated, families can quickly form a negative perception before they even step foot on campus.”

As a first step, Eddy suggests asking some questions like:

  • Are families getting lost in a maze of paperwork or online forms? Do they call or email and ask lots of questions about the process?
  • Are your online forms mobile-friendly?
    Are follow-up emails timely and engaging?
  • Are you asking parents for the same information over and over?
  • Do you have an easy way to track the enrolment documentation that has been supplied?
  • What is the source of truth for all your enrolment data and how easy is this to manage?

Knowing that, for example, you have many silos of enrolment data or need help with getting orientation forms submitted on time, helps you plan the next steps. “Once you know what the issues are, it’s time to ask around and do some research as we know that most schools typically experience the same or very similar problems.” Eddy says. “Utilising the Educate Plus forums and catch-ups or talking to vendors and consultants in the admissions space can be a massive help. You also may need someone external that can help you implement change and sell the new direction to your leadership.

Technology and the Power of Switching Tools

In the last 3 years, enrolment software has evolved rapidly, and clinging to your current system may be holding you back. If your team is still juggling duplicate profiles, taking information offline into spreadsheets, or relying on multiple tools to get the job done, the enrolment experience may be more frustrating for staff than it needs to be.

As enrolments specialists, we know the freedom and power that comes from schools that move to a fully integrated system. They benefit from fully online processes, automated workflows, seamless communication, and real-time reporting. Instead of manually chasing documents or tracking forms across different systems, staff can focus their time on personalising the experience for families.

As Eddy says “The right system doesn’t just make enrolment easier for parents–it also helps schools capture and convert more enquiries into confirmed places.

Strengthening Retention

Finally, a well-structured, user-friendly enrolment process isn’t just about getting students through the door. It also contributes to higher retention rates which are so important.

Families who experience a smooth transition into the school community are more likely to feel positive about their choice and recommend your school to others. Did you know parents are most vocal to their family and friends about their choice of schooling in their first six months of starting at a new school? The onboarding process plays a critical part in this period.

So, how do I make improvements?

As a start, have a system in place to ask for parent feedback. At regular times, listen to your enrolments team about their frustrations, and use data to analyse the time spent completing various tasks. Knowing both qualitative and quantitative data about your process to help implement change will ensure your school remains responsive, efficient, and attractive to prospective families. Enrolment isn’t a one-time project; it’s an ongoing commitment to improvement.

 

Article supplied by SA/NT Principal Chapter Sponsor, EnrolHQ