Admissions CRM for Private Schools, Built with AI

A private school admissions CRM keeps every prospective family in one pipeline, from first enquiry to accepted place, with the entry year that decides when to follow up. Describe your admissions process and Mythex builds it on a real database.

Who it's for

Admissions teams answering enquiries one email at a time, with applicant lists in spreadsheets and no clear view of how many families are really in play for each year group.

What you can build

Stages: enquiry, visit, application, assessment, offer, accepted
Entry year and year group on every applicant
Siblings and alumni parents linked to the family
Enquiry source: open day, website, agent, referral
Follow-up tasks timed to the entry year
Places available vs offers made per year group

Entry year decides the follow-up

A family enquiring about entry in three years needs a light touch: a newsletter, an invitation to a concert. One enquiring for next September needs a call this week. Record the entry year on every enquiry and let the CRM sort follow-ups by it, so the admissions team spends its time where the decision is close.

Entry year on every applicant
Follow-up cadence by how close entry is
A 'this week' list for imminent entries

Families, not just children

Siblings, alumni parents and families with a child already at the school get priority or a different conversation. Model the family as the record with children under it, so a younger sibling enquiring later is already linked, and sibling discounts and priority are applied fairly.

Which events bring families in

Record the source of each enquiry and attendance at each event. After a season you can see whether the autumn open day, the summer programme or a local nursery's referral produced the most applications, and the yield from offer to acceptance per year group.

Privacy for applicant families

Admissions records include children's details, school reports and sometimes family finances for bursaries. Limit access by staff role, keep documents in private storage and check the data protection rules where you operate. Mythex builds the access controls you ask for but does not certify compliance.

A prompt to start from

Build an admissions CRM for my private school. Families have children who each move through enquiry, visit, application, assessment, offer and accepted, with current year group, entry year and enquiry source. Link siblings and mark alumni parents. Show a list of applicants for next year's entry who need a call this week, and offers made vs places available per year group.

Questions

Can enquiries from our website go straight into the CRM?

Yes. Build the enquiry form in the same app and each submission becomes a new record at the enquiry stage.

Can I see how full each year group is?

Yes. Set places per year group and the CRM compares them with offers made and accepted.

Can I import our existing applicant spreadsheet?

Yes. Ask Mythex to import it, mapping columns to stages, entry year and source.

Can it send follow-up emails?

It can list who to contact and draft messages. Sending needs an email account you connect yourself.

Do I need to code?

No. You describe the admissions process and change it by chatting.

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