Challenge:: University’s admissions team faced a significant increase in inquiries during application seasons, as prospective students sought details on programs, deadlines, and application statuses. The admissions team was inundated with thousands of repetitive questions, stretching their capacity and leading to response delays that affected applicant satisfaction. With limited resources, the team struggled to balance handling basic inquiries with dedicating time to more complex cases that required personalized guidance.
The bottleneck in responses frustrated applicants, and some abandoned their applications altogether due to the lack of timely assistance. As competition for applicants increased, the University recognized the need for an efficient support solution that could handle routine questions, streamline the admissions process, and allow staff to focus on unique cases requiring their expertise.
Solution:Aisa-X introduced a smart, AI-powered assistant tailored for student support. The assistant handled repetitive inquiries related to deadlines, program details, and application status, allowing the team to focus on complex admissions cases. Working 24/7, Aisa-X resolved 80% of routine queries, ensuring applicants always felt connected and supported.
Implementation Phases
Deploy Aisa-X for Student Support
Launch Aisa-X as a dedicated AI agent to handle admissions-related inquiries.
Train Aisa-X on Admission FAQs
Use the university’s admissions documentation, program details, and FAQ resources to train Aisa-X to respond accurately.
Integrate with Admissions CRM
Connect Aisa-X to the CRM system to track applicant interactions and streamline query handling.
24/7 Support Activation
Set up the assistant for round-the-clock availability, enabling applicants to get assistance anytime.
Complex Inquiry Escalation Setup
Define triggers for routing complex questions to admissions officers for personalized support.
Applicant Feedback Mechanism
Implement feedback collection to refine AI responses and adapt to applicant needs.
Results:With Aisa-X, response times improved by 60%, and admission related inquiries to the front desk reduced by 64%. The admissions team saw a 74% increase in applicant retention as students felt more engaged and informed. As many as 75% of applicants expressed a preference for AI self-service, making Aisa-X a cornerstone of University’s applicant engagement strategy.
- ⏱ Response Speed: 60% faster response times
- 🎫 Ticket Load: 25% drop in ticket volumes
- 🧑🎓 Applicant Retention: 15% boost
- 🤖 AI Preference: 75% of applicants preferred AI self-service
ABOUT AUTHOR
Venkateshkumar S
Full-stack Developer
“Started his professional career from an AI Startup, Venkatesh has vast experience in Artificial Intelligence and Full Stack Development. He loves to explore the innovation ecosystem and present technological advancements in simple words to his readers. Venkatesh is based in Madurai.”
