Industries · Universities & colleges
Fewer applicantslost betweenoffer and enrolment.
We build recruitment, admissions and student services systems for universities and colleges — enquiries, agents, applications, document checks, offers, enrolment and student requests on one platform, designed around how your admissions office actually works.
- APP-26-4120Applicant 4120 · BSc Computer ScienceApplicantEnglish test result missing · 5 daysDocuments
- APP-26-4096Applicant 4096 · BBA FinanceOver targetBusiness faculty · day 6 of reviewFaculty review
- APP-26-4071Applicant 4071 · BEng MechanicalOn trackConditional offer issuedDecision issued
- APP-26-4058Applicant 4058 · MBA (weekend)AcceptedDeposit paid · visa letter requestedOffer accepted
- APP-26-4033Applicant 4033 · BA MediaEnrolledEnrolled · orientation bookedEnrolled
- Enquiries & open days
- Agent & partner leads
- Applications
- Document checks
- Offers & deposits
- Enrolment
- Student services
01Where universities lose applicants
The offer went out. Then the silence started.
Most institutions have a capable student information system — and a recruitment and admissions process held together by spreadsheets, shared inboxes and agent emails around it.
01Prospective students wait days for a first reply
What happens
Enquiries come from the website, WhatsApp, education fairs, open days and recruitment agents. Each team keeps its own list, and the shared admissions inbox is worked top to bottom.
What it costs
Strong prospects accept somewhere that answered first, and nobody can tell which campaigns or fairs actually produce enrolled students.
With one system
One recruitment pipeline with source, programme interest, an assigned adviser and a reply timer — from first enquiry through to application.
02Incomplete applications sit unnoticed
What happens
Applicants upload transcripts, English test results, passports and equivalency documents through a form; staff check them against a checklist one by one.
What it costs
Files stall for one missing certificate, applicants aren't told what's outstanding, and review queues build up just before the deadline.
With one system
Each application shows its checklist by programme and applicant type, with outstanding items requested automatically after staff approve the wording.
03Faculty review happens by email attachment
What happens
Admissions forwards batches of files to programme coordinators; decisions come back in replies, sometimes weeks later.
What it costs
No view of where each file is, inconsistent turnaround between faculties and offers issued after the applicant has already decided.
With one system
Review queues per faculty and programme inside the system, with the decision recorded by the reviewer and visible to admissions immediately.
04Offers don't turn into enrolments — and nobody knows why
What happens
Offer letters go out, deposits are tracked in finance, visa and accommodation questions go to other offices, and the applicant hears from five people.
What it costs
Accepted offers that never enrol, empty seats in intake week and no reliable forecast for timetabling or staffing.
With one system
A post-offer journey per applicant — deposit, conditions, visa steps, accommodation and orientation — with one owner and a live intake forecast by programme.
05Agents are managed by spreadsheet and email
What happens
Recruitment partners submit applicants by email, chase status by phone and receive commission statements built by hand each term.
What it costs
Duplicate applicants, disputes over who referred whom and partners who send their best students elsewhere.
With one system
An agent portal for submissions and status, with duplicate checks, ownership rules and commission calculated from enrolled students.
06Student requests disappear into inboxes
What happens
Letters, transcripts, course changes, fee queries and visa letters are requested by email to whichever office the student thinks is right.
What it costs
Students chasing the same request twice, staff unsure who owns it and no record of how long services actually take.
With one system
One student services desk with request types, owners, due times and status visible to the student.
02University platform preview
What your university system could look like.
Switch between the views a recruitment team, admissions office, student services desk and leadership would use. Every screen is designed per institution in discovery.
- APP-26-4120Applicant 4120 · BSc Computer ScienceApplicantEnglish test result missing · 5 daysDocuments
- APP-26-4096Applicant 4096 · BBA FinanceOver targetBusiness faculty · day 6 of reviewFaculty review
- APP-26-4071Applicant 4071 · BEng MechanicalOn trackConditional offer issuedDecision issued
- APP-26-4058Applicant 4058 · MBA (weekend)AcceptedDeposit paid · visa letter requestedOffer accepted
- APP-26-4033Applicant 4033 · BA MediaEnrolledEnrolled · orientation bookedEnrolled
Illustrative interface with sample data — your system is designed around your programmes, intakes and campuses.
Illustrative demo · sample dataPicture your own intake on one screen?
Build your university system03Solutions
The parts of a university system — chosen for your institution.
Every prospect answered and nurtured
Recruitment CRM
Enquiries from web, WhatsApp, fairs, open days and campaigns in one pipeline with programme interest, source, adviser and follow-up timers.
- Source and campaign tracking
- Adviser assignment and reply timers
- Fair and open-day lead capture
- Nurture sequences after approval
Every prospect answered and nurtured
Recruitment CRM
Enquiries from web, WhatsApp, fairs, open days and campaigns in one pipeline with programme interest, source, adviser and follow-up timers.
- Source and campaign tracking
- Adviser assignment and reply timers
- Fair and open-day lead capture
- Nurture sequences after approval
Not every university needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps the funnel moving — admissions decisions stay human.
AI in your university system works on its own recruitment and administrative records: enquiries, applications, requests and intake data. It drafts, reads and summarises — your staff decide.
AI here handles administration only. It never makes or recommends admissions, scholarship, academic, disciplinary or welfare decisions, and it doesn't score or rank applicants. Messages to prospects and students are drafted from approved wording for staff to send, and access follows each user's role.
- 01
Enquiry assistant
Advisers follow upA prospect on WhatsApp asks about entry requirements and fees for BSc Nursing.Answers from your published programme information, offers open-day and adviser slots, and passes the conversation to the Health Sciences adviser. It never tells anyone whether they'll be admitted.
- 02
Document reading
Admissions verifiesCheck what's in Applicant 4120's uploads.Lists the documents found, reads key details such as names, dates and test scores into the file, and flags what's missing or unclear for an admissions officer to confirm.
- 03
Follow-up drafting
Sent after approvalWho accepted an offer but hasn't paid the deposit?Lists 133 applicants by programme with their deadlines and drafts a reminder for each, including the payment link and the questions they asked earlier — ready for the admissions team to review.
- 04
Service request triage
Route this morning's student requests.Sorts new requests by type, assigns them to the right office, generates standard letters for sign-off and flags anything that needs a missing document.
- 05
Reporting in plain language
How are agent applications converting compared with last intake?Answers from your own funnel data by agent and programme, with the applicants behind each figure, so leaders don't need a report built to ask the question.
05A day with ORCHESTR
Intake season, two ways.
- 08:00Weekend enquiries, already routedWeekend enquiries are assigned by programme with draft replies ready; the oldest are at the top of each adviser's list.
- 09:30Incomplete files surfacedIncomplete applications are listed with exactly what's missing; requests go out once the wording is approved.
- 11:00Review queues visibleEach faculty's queue and turnaround is visible; overdue files get a reminder with the list attached.
- 13:30Agents check the portalPartners see their applicants' status in the portal; staff only handle genuine exceptions.
- 15:00Deposits on the applicantDeposit status is on each applicant, and those still to pay have reminders waiting for approval.
- 17:30Intake forecast, liveLeadership sees applications, offers, deposits and the intake forecast by programme on one dashboard.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your institution already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Student information systems
- Existing SIS (via API or export)Enrolment data handed over to the SISData prepared for regulator returns
- Learning platforms
- Moodle, Canvas or Blackboard (via API where available)Microsoft 365 / TeamsGoogle Workspace for Education
- Messaging
- WhatsApp Business APIEmailSMS gateways
- Payments & finance
- Card payment gatewaysPayment linksExisting ERP or finance system (via API or export)
- Marketing
- Website formsAd platform lead forms (where available)Event and fair lead scanning
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your university — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the institution.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Prospects answered while they're still deciding
Every enquiry reaches an adviser with a timer, whatever channel it came from.Applications that don't stall
Missing documents and slow reviews surface early, with an owner for every next step.A clearer path from offer to enrolment
Deposits, conditions, visas and orientation are tracked per applicant, with one owner.Agents managed fairly
Submissions, ownership and commission come from the same records partners can see.Student services with accountability
Requests have types, owners and due dates, and students can see where theirs is.Intake you can plan around
A live forecast by programme replaces the spreadsheet compiled the week before term.
09Possible use cases
How different institutions could use it.
Examples of what we could build — not completed client projects.
One funnel across faculties
Recruitment CRM, applications, faculty review queues and an intake forecast, handing enrolled students over to the existing SIS.
Agents and visas under control
Agent portal, international applicant checklists, visa steps and accommodation for a campus recruiting heavily from overseas.
Several intakes a year
Short-cycle recruitment, applications and enrolment for a college running intakes every term across diploma and short programmes.
Working professionals, personal service
Adviser-led recruitment, interview scheduling and corporate sponsorship tracking for MBA and executive programmes.
FAQs
University questions, answered.
Education & organisations
01Does this replace our student information system?
No. Your SIS stays the record for enrolled students, grades and academic progress. We build recruitment, admissions and student services around it and hand enrolled students over to it via API or export, so data isn't keyed in twice.
02Can it connect to MOE, CAA or other regulator systems?
We don't claim direct connections to regulator systems. The system can hold the data your returns need, prepare it in the formats your team submits, and track the status of equivalency, attestation and other required steps for each applicant.
03Will AI decide who gets admitted?
No. AI answers prospects from approved information, reads uploaded documents for staff to verify, drafts follow-ups and summarises queues. It doesn't score, rank or recommend applicants — admissions and scholarship decisions are made by your faculties and admissions staff.
04How do recruitment agents use it?
Through an optional agent portal: partners submit applicants, upload documents, see status and download commission statements. Duplicate checks and ownership rules are agreed with your team so disputes are settled by the record, not by email.
05How is applicant and student data protected?
Access is role-based and enforced on the server — recruiters, admissions officers, faculty reviewers, agents and students each see only what their role allows. Hosting location, retention periods and your data-protection obligations are agreed in scoping with your registrar and IT team.
06Can applicants and students use it in Arabic?
Yes. Applicant-facing forms, portals and messages can be bilingual in Arabic and English with right-to-left layouts, while staff work in their preferred language.
07Can we migrate our current applicant and enquiry data?
Usually, from your current CRM, application form tool or spreadsheets. We map prospects, applicants, documents and statuses, clean duplicates and agree what moves — ideally between intake cycles.
08Will it cope with peak application periods?
It's designed for intake peaks: queues, checklists and reminders scale with volume, and the platform is sized for your expected application numbers in scoping.
09How is a university system priced?
It's quoted after a discovery call, based on the modules, number of programmes and campuses, the integrations involved and whether you need agent or student portals. Hosting and support are agreed separately, in writing.
Start here
Let's mapyour next intake.
Tell us how recruitment, admissions and student services work today. We'll come back with how one system could connect them around your SIS.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your university runs today.
- 03If there's a fit, a written scope and quote — no obligation.