Case Study: AI-Powered Chatbot for Graduate Admissions at a Major University

• Prospective students struggled to find program-specific information buried deep within departmental webpages.
• Manual responses to inquiries were time-consuming, leading to delays in communication and missed recruitment opportunities.
• The university aimed to enhance the student experience by offering real-time assistance, gathering contact information, and guiding students through the application process.

They sought an AI-driven chatbot solution capable of seamlessly integrating with their existing web infrastructure and providing personalized, program-specific responses in real-time.

The Solution by HiEd Success

HiEd Success developed and deployed an AI-Enabled Lead Generation Chatbot tailored to the university’s needs. The solution used generative AI technology to deliver personalized, accurate responses to prospective students’ questions while collecting valuable contact information for recruitment purposes.

Key features included:

• Seamless Integration: The chatbot was integrated into the university’s CMS (Omni/Modern Campus) without disrupting the existing web structure.
• Program-Specific Responses: The AI was trained on the university’s graduate program pages to provide accurate answers tailored to each program.
• Multilingual Support: The chatbot supported multiple languages, including French, Spanish, Hindi, and Turkish, to cater to the university’s diverse audience.
• User-Friendly Interaction: Visitors could either type in questions or choose from a dropdown menu for quick answers.

How It Worked

1. AI-Powered Assistance: The chatbot guided visitors through the graduate programs, answering questions about admission requirements, program details, and deadlines.
2. Personalized Engagement: Based on the page the visitor was on, the chatbot tailored responses to the specific program of interest.
3. Lead Generation: After building trust by answering initial questions, the chatbot invited users to provide their contact information for personalized follow-up.
4. CRM Integration: The chatbot automatically captured conversation summaries and contact details, which were integrated into the university’s CRM system for seamless follow-up by the admissions team.

Results & Impact

• Enhanced User Experience: Prospective students received real-time, accurate information, reducing frustration and increasing engagement.
• Increased Lead Capture: The chatbot helped capture 30% more inquiries compared to traditional contact forms.
• Efficiency Gains: The admissions team saved countless hours by automating responses to frequently asked questions.
• Data-Driven Insights: The chatbot provided valuable data on prospective student interests, helping the university tailor its recruitment strategies.

Why HiEd Success?

HiEd Success specializes in implementing AI-driven solutions for higher education institutions. With a proven track record in deploying scalable, cost-effective technologies, we help universities enhance their operational efficiency and student engagement.

Key Differentiators:

• Experience in integrating with multiple CMS platforms.
• Proven success in deploying AI-based solutions in higher education.
• Multilingual and multi-program support tailored to each client’s unique needs.

Are You Ready to Transform Your Graduate Admissions Process?

Contact HiEd Success to learn how we can help your institution implement an AI-powered chatbot to boost engagement, improve user experience, and streamline recruitment.