A guide to student enrollment software

Transform admissions with AI-driven tools

Higher ed enrollment teams are facing a perfect storm: shifting student demographics, FAFSA-related roadblocks, increased competition for applicants, and shrinking staff and budgets. It’s no wonder institutions are looking for smarter ways to meet (and exceed) their enrollment goals.

But don’t worry – the right student enrollment software can help.

When powered by AI, these tools go beyond data management—they actively engage prospective students, automate repetitive tasks, and offer staff the insights they need to act faster and smarter. From reducing melt to improving inquiry-to-enrollment rates, today’s student enrollment platforms are designed to help you compete, convert, and connect.

What is student enrollment software?

Student enrollment software centralizes the full admissions lifecycle, from first campus inquiry to final course registration, into one intelligent platform. It becomes your strategic command center by enabling you to:

• Engage prospects instantly with AI-powered chat, SMS, and email
• Track and manage applications through an intuitive, centralized dashboard
• Automate reminders, nudges, and follow-ups to reduce staff load and student melt
• Access real-time analytics to improve campaign performance and decision-making

By powering your entire enrollment process with one single software solution, every student interaction stays on-brand, accurate and compliant.  

Must-have features to increase student enrollment

Not all platforms are created equal. Look for these capabilities if you’re looking for a data-driven, results-oriented approach:

1. AI-powered support and engagement

Students expect instant, personalized answers. Platforms like Ivy & Ocelot from Gravyty use AI to respond 24/7 to FAQs, guide students through forms, and send proactive nudges to reduce melt and boost starts. 

2. Omnichannel communication

Students switch between devices and platforms all day. The best tools support email, chat, SMS, WhatsApp and social media messaging so no communications slip through the cracks. By seamlessly connecting digital channels in one platform, omnichannel solutions ensure every message is contextual and timely.

3. Application management

Your team should be able to see where every student stands in real time. Look for tools that flag incomplete applications, surface trends in decision turnaround times, and eliminate manual tracking.

4. Workflow automation

Look for options to trigger bulk messaging, task assignments, and deadline reminders to free staff for high-value strategy work.

5. Analytics & reporting

Real-time dashboards tie enrollment drops and spikes to marketing campaigns, channel performance, and applicant demographics. The right platform can show you:

• Where students are dropping off 
• Which campaigns or channels work best
• What’s working (or not) in your funnel 

6. CRM + SIS integrations

Check that you can plug any enrollment software into your higher education CRM, SIS, ERP, and financial aid platforms for seamless data flow and single source of truth.

Making the case to leadership & securing campus-wide buy-in

Switching tools or introducing new tech can be daunting. But when you lead with outcomes, enrollment software sells itself.

Here’s how to frame the conversation:

Tie it to institutional goals. Whether you’re aiming to increase diversity, reduce melt, or improve yield, make it clear how enrollment software ladders up to key KPIs.

Lead with ROI. Tools like Ivy & Ocelot have helped institutions:

• Answer 100,000 student questions, with 40% coming in after hours
• Resolve 76% of FAQs with no staff support needed
• Save $1.95 million in tuition revenue, delivering a 10x ROI (Long Beach City College)

Demo a student scenario. Show how a virtual assistant helps a first-gen student navigate financial aid forms, or how peer chat connects a hesitant prospect to a current student.

Top student enrollment software solutions to consider

When evaluating student enrollment software, it helps to compare top options side by side. Below is a list of standout platforms built to support every stage of the admissions funnel—whether you’re optimizing communications, streamlining application review, or reducing summer melt.

Ivy & Ocelot from Gravyty

Ivy & Ocelot is an AI-powered student engagement platform that helps admissions, financial aid, and student success teams scale support without scaling headcount. With 24/7 chat, SMS, multilingual support, and a dynamic knowledge base, it reduces inbound volume while improving student satisfaction and yield.

Key features: AI chat, live chat, built-in SMS, WhatsApp messaging, knowledge base, multilingual support, IVR

Standout benefit: Personalized, always-on support that reduces melt and improves yield. Part of a cohesive and holistic higher education platform to boost institutional outcomes from recruitment to fundraising. 

See Ivy & Ocelot in action

Slate CRM

Slate CRM is widely used for full-funnel enrollment marketing and application management. It supports email workflows, behavioral tracking, and custom application portals, offering flexibility and powerful integration options.

Key features: Application management, email campaigns, behavioral tracking
Standout benefit: Full-funnel higher ed CRM with strong integration options

PeerPal from Gravyty

PeerPal is designed for recruitment and admissions teams to give prospective students and families an authentic view into their campus, culture and institution. PeerPal empowers prospective students to connect with current students and alumni through peer-to-peer chat, helping boost yield and build trust through authentic conversations.

Schools using PeerPal have seen increases in application starts and better yield among admitted students.

Key features: Peer-to-peer live chat, student ambassador management
Standout benefit: Human-centered, authentic interactions

Ellucian Banner

Ellucian Banner is an enterprise-grade SIS with integrated modules for admissions, enrollment, and academic records. Known for deep data integration with financial aid and ERP systems, it’s often chosen for centralized data management.

Key features: Academic records, enrollment, financial aid
Standout benefit: Ideal for tightly integrated SIS operations

PeopleSoft Campus Solutions

Oracle’s PeopleSoft Campus Solutions offers customizable workflows for enrollment, compliance, and aid management. It’s ideal for institutions that require high degrees of scalability and reporting flexibility. PeopleSoft is a solid option for institutions with complex enterprise environments. Keep in mind, though, PeopleSoft can be a challenging tool for non-technical users. 

Key features: Enrollment, aid, compliance workflows
Standout benefit: Enterprise-grade reporting

Choosing the right student enrollment software partner

Great enrollment software goes beyond just the tech. True enrollment success requires partnering with experts who understand higher ed’s unique challenges. Gravyty’s solutions are purpose-built for higher ed, and all of the complexities they bring.

We help schools delight prospective students, empower staff, and see measurable lifts in application starts, completions, and yield rates. Whether you’re a small private school or a large public university, our team works with you to ensure implementation success, staff training, and measurable results.

Curious how student enrollment software can boost your funnel? Get a personalized demo.