1. 40% time savings through automation
Manual application processing can drain your staff’s time and energy. Without DreamApply, your team may be stuck performing repetitive tasks (data entry, email follow-ups, document tracking) that an automated system could handle in seconds. On average, institutions using DreamApply spend 40% less time on admissions administration. That’s like turning 5 days of work into 3, freeing up two whole days for higher-value activities. For example, at Corvinus University of Budapest, sending out entrance exam links used to take hours of staff time. Now, with DreamApply, that task takes about ten minutes. This drastic reduction in busywork means your team can focus on engaging with students and strategizing, instead of pushing paperwork.
Automation doesn’t just save hours – it improves consistency and prevents human error. DreamApply can automatically score applications, send personalized reminders, and bulk update applicant statuses. The result is a faster admissions cycle and a smoother experience for everyone involved. If your admissions office isn’t leveraging this, it’s missing a game-changing efficiency boost that peers (who use DreamApply’s automation features) are already enjoying.
2. Surge in application volume (more applicants without more work)
Another thing you might be missing is significant growth in your applicant pool and enrolled students. A modern admissions platform can drive up applications by making it easier for students to apply and for staff to manage more leads. DreamApply’s clients report notable enrollment growth – on average about 30% more students enrolled thanks to improved processes. In some cases, the gains are astonishing. The University of Pavia in Italy, for instance, saw applications skyrocket from 700 to 7,800 in 5 years after adopting DreamApply – a tenfold increase. Their Head of Admissions, Daria Milone, attributes this success partly to DreamApply, which not only streamlined their workflow but also served as a marketing tool to showcase programs globally. Similarly, at Padua University, Global Engagement Officer Alberto Lazzari notes that since implementing DreamApply, “the number of our applications has grown 4 times… DreamApply is essential for us to manage such a high number of applications.”
Without an efficient system, your team might feel maxed out at current application numbers. DreamApply lets even small teams handle huge volumes without sacrificing quality. It provides scalability – you won’t need to panic (or hire double staff) if your marketing succeeds in doubling your applications next year. As these universities learned, the right software turns growth from a daunting challenge into a welcome opportunity.
3. 50% boost in international applications
If recruiting international students is a priority (as it is for many institutions in 2025), not using DreamApply means potentially leaving global interest on the table. DreamApply’s platform is built to handle the complexities of international admissions – from multi-language support to country-specific requirements – which translates into more completed applications from abroad. On average, universities using DreamApply have attracted about 50% more international applicants after implementation. This is a huge edge in diversifying your campus and increasing tuition revenue.
What drives this boost? DreamApply lets you tailor application workflows by nationality or program, automatically adjusting requirements and deadlines for each applicant’s context. Instead of confusing foreign applicants with one-size-fits-all instructions, the system guides them with personalized clarity. It also integrates visa checkpoints and language options, reducing drop-off due to bureaucratic hurdles. Merili Reismann, Senior Marketing Specialist for Study in Estonia, highlighted that partnering with DreamApply “reformed how we handle international student admissions.” The results became “one of the greatest success stories in our higher education” – contributing to a 135% increase in international student numbers in Estonia over a few years. That’s a country-wide impact.
Even individual universities see standout success. University of Latvia’s admissions team praises DreamApply’s agent tracking system for revealing exactly where international students come from (whether direct or via recruitment partners), making their recruitment more effective. Without such tools, your team might struggle to pinpoint which regions or agents to invest in, flying blind in the global market.
4. Seamless communication with applicants (no more fragmentation)
How many communication channels does your team juggle – email inboxes, phone calls, spreadsheets tracking who replied, maybe even WhatsApp or WeChat for international prospects? Without a unified system, applicant communication can easily slip through the cracks. DreamApply spares you this headache by centralizing all messaging and interactions in one platform. Every email exchange, document submission, and inquiry is logged under the applicant’s profile, creating a single source of truth. Applicants get timely, personal responses and your staff never has to dig through an email swamp.
Adriana Villalobos, an admissions executive at Corvinus University, noted that with DreamApply “communicating with applicants and colleagues without endless emails is a huge advantage.” It eliminates long CC email threads and ensures nothing is missed. DreamApply’s built-in two-way messaging means if a student replies to an email, their message (and attachments) automatically land in the system attached to their application. No more hunting for “that one email” – your team sees the full conversation history at a glance. Alessandro Bertollo, an International Admissions Officer at Ca’ Foscari University of Venice, praised this, saying “we can now send the same communication to everyone with a click. It prevents unnecessary and time-consuming email exchanges.”
For applicants, this level of responsiveness and clarity is golden. They feel heard and informed at each step, rather than anxiously waiting for updates. And for your staff, it means fewer repetitive questions because students aren’t left in the dark. Without DreamApply, you might still be copying addresses into BCC fields or accidentally overlooking a follow-up – issues that modern admissions software neatly sidesteps.
5. Data-driven insights (know what’s working and what’s not)
In an age where data guides decisions everywhere else, are your admissions decisions flying blind? Without a platform like DreamApply, you might lack accessible analytics on your recruitment funnel. DreamApply changes that by turning your admissions data into actionable insights via real-time dashboards, custom reports, and tracking tools. You can see, for example, how many applicants progressed from start to finish, which countries or marketing campaigns brought them in, and where people drop off in the process. These insights empower you to continuously improve – focusing efforts on strategies that yield results and fixing the bottlenecks that don’t.
Small teams especially benefit from this data superpower. Sabina Maidla, Head of Marketing at TalTech (Tallinn University of Technology), manages thousands of applications with just a three-person team and credits DreamApply’s analytics for helping them refine their approach: “I use its marketing tools to track campaigns, filter applicants by country or age, and analyze how students move from visiting a portal to becoming enrolled. It’s paper-free, user-friendly, and helps us constantly improve our strategy.” With instant access to funnel metrics, Sabina’s team can double down on the recruitment channels that work best and tweak those that underperform – a level of agility impossible with manual tracking.
DreamApply also integrates with Google Analytics and ad platforms, bridging the gap between your marketing efforts and admissions results. That means if your marketing team runs an ad campaign in, say, India, your admissions dashboard can show how many applications that campaign generated and how many of those turned into enrollments. University of Latvia’s admissions officers similarly highlight how DreamApply’s agency and source tracking shows “exactly where students come from: whether they apply individually or through partners.” This level of detail enables more effective international recruitment and marketing spend. Without such visibility, you might be guessing at ROI or clinging to tactics that don’t actually convert.
6. Streamlined team collaboration in one hub
Admissions work is a team sport – but only if the team is playing on the same field. Using email threads and shared spreadsheets as your “system” forces counselors, international officers, faculty reviewers, and marketing staff to constantly update each other and reconcile information. It’s error-prone and exhausting. DreamApply provides a single collaborative hub where all stakeholders work off the same real-time information. Every application’s status, notes, and next steps are visible to authorized staff at once, with role-based permissions to keep everyone in their lane. No more “version control” nightmares or surprise changes that someone missed.
Jessica Luchetta, an Admissions Officer at University of Pavia, experienced this transformation firsthand. With six people handling three different regional markets, Pavia’s admissions office was once siloed; now, “we can manage all the applicants in only one platform,” she explains, which keeps the whole team aligned despite their divided roles. Tasks like assigning reviewers or collaborating on tricky cases happen inside DreamApply, where team members can leave internal notes and updates instead of firing off yet another email. This not only speeds up processing (since anyone can pick up an applicant file and immediately see its history) but also reduces staff stress. The platform effectively becomes an extension of your team – a place where files, communications, and to-dos live in harmony.
This benefit extends beyond your core admissions staff. If professors need to evaluate portfolios, or if the finance office needs to see who paid the application fee, you can grant them access to exactly what they need in DreamApply. At the University of Pécs, Deputy Director Péter Árvai noted that DreamApply “is a great platform to handle large numbers of applications even with different workflows and processes for different faculties under the same roof. It is really user friendly both for the administrators and for the applicants.” In short, it adapts to complex organizational structures. Without such a system, your team may be missing out on synergy – working harder, not smarter, as they struggle to coordinate across disparate tools.
7. A superior applicant experience (and higher yield)
It’s easy to focus on internal benefits, but let’s not forget the external one: your applicants. Without DreamApply, students might be wrestling with clunky processes – downloading PDF forms, mailing documents, or navigating confusing portals – which can lead to frustration or even dropouts. DreamApply provides a slick, user-friendly application experience that today’s students expect. Everything is online, intuitive, and transparent for the applicant, which not only makes them happier but also increases the likelihood they finish their application and choose your school.
Consider how students have responded: Daiga Brakmane from SSE Riga observed that after implementing DreamApply, “students consistently rate the application process 5.5 out of 6.” That’s a remarkable satisfaction score for what is often a stressful experience. Why such high marks? One reason is the clarity DreamApply gives applicants. For example, Sebastián, a graduate student from Ecuador applying to Ca’ Foscari University, loved the checklist feature: “As I uploaded my documents, I could see exactly what was left to complete. It made the entire process feel manageable.” Another student, Caridad from Zimbabwe, appreciated how the system immediately tailored information to her context: “I was able to select what country I was from, and it tailored the information to my needs. It made the process so much easier, and I only needed one tab open to complete the application.” In short, DreamApply removes friction points: unclear requirements, redundant steps, and poor communication, that often plague applicants elsewhere.
Speed and convenience are also big factors. Meghna, an international student at the University of Pisa, was impressed that the DreamApply portal “had everything a student really needs, like a description about the documents to upload, notifications via email about finishing the application, and most importantly, smooth payment processing. It was very helpful for me. I remember completing my application in just one or two hours.” Imagine a prospective student deciding on a college over a weekend – with an efficient system, they can actually get through your application quickly, while a cumbersome process might lead them to abandon or defer it. By missing out on DreamApply, your team might also be missing out on those applicants who value a hassle-free experience (which, in 2025, is virtually all of them).
Finally, a great application experience feeds directly into your yield (the percentage of admits who enroll). When students feel supported and informed during admissions, they form a positive impression of your institution. They’re more likely to say “yes” to your offer because the professionalism of the process signals how you value students. In contrast, if an applicant struggles just to apply, they might question what studying at your university would be like. DreamApply helps ensure your first impression with students is a strong one.
8. Integration with your other systems (no data silos)
Your admissions process doesn’t stand alone – it touches marketing, CRM databases, academic systems, payment gateways, and more. Without a platform that plays nicely with others, your team probably spends a lot of time exporting/importing data, reconciling multiple systems, or worse, manually copying info from one place to another. DreamApply spares your team from “swivel-chair management” by seamlessly integrating with a host of tools and services you already use (or plan to use). This means less double-entry, fewer mistakes, and a more connected campus technology ecosystem.
What kind of integrations are we talking about? They run the gamut of university needs:
- Marketing & Analytics: DreamApply links up with Google Analytics, Tag Manager, and popular marketing CRMs like HubSpot and Mailchimp, so you can track campaign performance and nurture leads without missing a beat. Your recruiters’ outreach and your admissions system become two sides of the same funnel.
- Student Finance & Payments: DreamApply integrates with payment providers (from PayPal to Flywire and even country-specific systems like Italy’s PagoPA) to let applicants pay fees securely, and have those payments recorded instantly in their application record. No more matching bank transfers to student files by hand.
- Plagiarism & Testing: It connects with Turnitin for automatic plagiarism checks on essays, so your admissions officers can ensure integrity without extra steps.
- CRM & Student Records: Tools like Zapier bridge DreamApply to thousands of apps, meaning you can sync data to CRMs (Salesforce, Microsoft Dynamics, etc.) or even SIS (Student Information Systems) effortlessly. DreamApply becomes a two-way street: data flows in and out where it needs to, keeping everything up-to-date.
If your admissions workflow currently involves a patchwork of disconnected software (or spreadsheets), you’re missing the simplicity and confidence that comes from having all systems in sync. Integration means less time fixing data mismatches and more time actually using information to make decisions.
9. Effortless fee collection and scholarship management
Handling application fees, tuition deposits, and scholarship awards can be a nightmare if done manually or across separate systems. If your team is still emailing bank details to students or checking multiple accounts to see who paid, that’s a sign you’re missing out on a more streamlined solution. DreamApply bakes financial workflows right into the admissions process. Applicants can pay fees through the portal via trusted gateways (credit card, PayPal, etc.), and the system logs the payment instantly to their application – no confirmation emails or spreadsheet updates required. You can even set it to issue invoices automatically when a certain stage is reached.
From the admissions dashboard, staff get a real-time view of who has paid and who hasn’t, and can send reminders or follow-ups with a click. This is a far cry from manually cross-referencing finance office records. It not only saves time but also reduces lost revenue (no more admitting someone only to find out later their fee never actually arrived). And for students, the convenience is huge. Remember Meghna’s comment about “smooth payment processing” being part of what made her application so quick– that’s the kind of positive impression you want every applicant to have.
DreamApply also simplifies scholarship management, which is often a complex subset of admissions. You can track scholarship applications, automatically apply rules (e.g. merit criteria or needs-based qualifiers), and even manage the awarding process within the same system. All the data (who applied, who got awarded, remaining funds, etc.) stays tied to the student’s profile. Without this capability, scholarship handling might involve yet another separate process or tool, increasing the administrative load and risk of errors.
Security and compliance are built in as well. DreamApply is GDPR-compliant and offers role-based access, which matters when dealing with financial data and personal info. Thus, your team doesn’t have to worry that integrating finance will compromise privacy or control. In fact, one of the benefits noticed by users is how everything is integrated with compliance, such as how the University of Latvia team even integrated their data protection policy into DreamApply’s process with the vendor’s help. It’s a partnership approach (more on that next) that ensures your workflows, including fees and scholarships, meet institutional and legal requirements.
10. Competitive edge and ongoing Support
Finally, consider the bigger picture: adopting DreamApply doesn’t just give you software, it gives you a competitive edge in reputation and a supportive partner in innovation. Without it, your admissions team might be missing the chance to position your institution as forward-thinking and student-centric. In higher ed, branding matters – prospective students and partners notice when your processes are modern and smooth. As Cuong (Chris) Hoang, CEO of Saigon Business School, observed, using DreamApply “positions us as an innovator in leveraging technology. I also realized that because we use DreamApply, students and education agents see our school as being on the same level as top international universities.” In other words, DreamApply can elevate how outsiders perceive your institution, instilling confidence that you’re on par with globally savvy universities. That’s a subtle but powerful advantage in recruiting students (and even faculty or partnerships). If you’re not using it while your competitor across town is, you might inadvertently send a message that your processes are outdated.
Moreover, DreamApply comes with a level of customer support and continuous improvement that you won’t get from DIY systems. The company listens to its clients in the admissions community. Marilin Kivistö, Student Admissions Manager at TalTech, attests to this: “We’ve been using DreamApply for almost 10 years… What makes it even better is that we’ve had the opportunity to give feedback and actually see our input help improve the system. DreamApply listens, and that’s something we really value.” Over time, the platform evolves with new features and adjustments based on real user input (often at no additional cost to you), meaning your tools stay at the cutting edge of admissions best practices. When issues arise, having a dedicated support team is priceless. Multiple users have mentioned how quickly DreamApply’s support responds and helps solve problems – so your small staff is never left alone to troubleshoot a critical issue during peak application season.
Lastly, not using DreamApply could mean missing the network effect of being part of a broader community. With hundreds of institutions onboard, there’s a wealth of shared knowledge and benchmarking. (In fact, DreamApply even publishes a podcast, blogs like this one and case studies so you can learn what’s working elsewhere and apply it to your context.) The point is, the decision isn’t just about software – it’s about joining a movement of smart admissions teams transforming how they work. The consensus is growing that digital transformation in admissions isn’t a someday project; it’s happening now. And the schools that embrace it are reaping the benefits in efficiency, enrollment, and stakeholder satisfaction.
In conclusion, an admissions team operating without DreamApply may feel like they’re running a race with shoelaces tied together. The ten areas above, from time savings and application growth to better experiences and data insights, are where modern admissions software provides a serious uplift. The good news is that it’s not too late to catch up. If any of these “missing” pieces resonate with pain points at your institution, exploring a solution like DreamApply could be your quick win.
In fact, DreamApply offers a free smart admissions strategy to help you identify how to achieve your goals step-by-step. It’s a no-obligation way to see concrete strategies tailored for your university, whether you aim to increase international applications or simply save staff time. The future of admissions is here – the question is, will your team embrace what’s possible?
About DreamApply
Founded in 2011 in Estonia, DreamApply is an innovation-driven EdTech organization that improves access to education around the globe. DreamApply’s admissions software helps more than 300 educational institutions across 40 countries improve admissions, marketing, financial and other internal processes.
DreamApply’s easy-to-use and customizable software increases student enrollment by 30% and reduces application processing time by 40%. With features designed with and for educational institutions, and integrations with commonly used systems, DreamApply empowers teams to get more done with less effort.