7 Steps to Overcoming Challenges in Integrating Modern Admissions Platforms with Legacy Systems

Higher education institutions are on a mission to modernise the student experience. A key part of that journey is upgrading the admissions process – but integrating a new platform with outdated legacy systems is often easier said than done.

From data migration hurdles to compatibility headaches, the challenges are real – but so are the solutions. Here are seven essential steps to guide your institution through a successful integration.

1. Understand Your Current System

Start by taking a deep dive into your legacy system:

• Review system documentation, user manuals and architectural diagrams.
• Map current workflows and identify limitations.
• Pinpoint where your system falls short of supporting a modern admissions experience.

This groundwork helps you identify gaps and set clear integration objectives.

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2. Set Clear Goals for Your Admissions Upgrade

Define what success looks like. Is your institution aiming to:

• Improve application efficiency?
• Provide a better user experience?
• Enable real-time data reporting?

These goals will shape your system requirements. Prioritise features such as:

• Customisable application and review workflows.
• Offer management and communication tools.
• Comprehensive analytics and dashboard reporting.
• CRM, SIS and financial aid integration.
• GDPR compliance and data encryption.
• Mobile access for students and staff.
• Scalable infrastructure for future growth.

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3. Choose a Platform That Can Integrate

Your new admissions platform needs to complement – not conflict with – your legacy system. Look for a solution that:

• Has robust APIs for seamless integration.
• Supports common data formats and secure protocols.
• Has experience with legacy tech or offers tailored integration support.

Evaluate how the platform will interact with your existing CRM, SIS and communications tools.

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4. Adopt a Phased Rollout

Integration is complex, and a “big bang” approach often introduces unnecessary risk. Instead:

• Start with a single department or programme as a pilot.
• Gradually roll out functionality in phases.
• Gather feedback and address issues before expanding further.

This approach limits disruption and gives teams time to adapt.

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5. Bring in Integration Experts

Integration is a team sport. Engage vendors and specialists with experience integrating modern systems with legacy tech. They can:

• Help you assess risks and avoid pitfalls.
• Customise APIs or middleware solutions.
• Support a faster and smoother deployment.

Whether in-house or external, experienced technical support is a wise investment.

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6. Prioritise Staff Training and Change Management

Even the best system is only as effective as the people using it. Build a training plan that:

• Identifies key skills and knowledge gaps.
• Sets SMART training objectives.
• Offers tailored learning for different roles.
• Uses a mix of delivery methods – online, in-person, and on-demand.
• Provides ongoing support beyond the initial rollout.

A user-first approach will improve adoption and long-term success.

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7. Test, Monitor and Optimise

Before going live, run thorough tests:

• Validate that all integrations work as expected.
• Check how the system performs under different loads.
• Confirm that the user experience is intuitive.

Post-launch, use monitoring tools to:

• Track performance and security.
• Measure user engagement and conversion.
• Address emerging issues quickly.

Continuous optimisation is key to delivering long-term value.

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Conclusion: Unlocking the Benefits of Integration

Integrating a modern admissions platform with legacy systems is challenging – but entirely achievable. With a clear strategy, stakeholder engagement and expert support, your institution can:

• Simplify workflows.
• Deliver a better student and staff experience.
• Make data-driven decisions at every stage.