SIS vs CRM: What’s the Difference and Why Does It Matter for Universities?

If you work in higher education, chances are you’ve come across your fair share of tech acronyms — SIS, CRM, LMS, ERP… It’s a bit of an alphabet soup.

And while these systems all have their place, it’s not always obvious which one does what — or how they can (or should) work together. That’s especially true when it comes to two key players in student recruitment and management: the Student Information System (SIS) and the Customer Relationship Management (CRM) system.

Let’s break it down and explore how these systems compare — and why more universities are turning to CRMs to support their admissions and engagement goals.

‍

The Basics: SIS vs CRM

At a glance, both SIS and CRM platforms help universities manage data and processes. But they serve very different purposes.

• A Student Information System (SIS) is your university’s internal database. It’s where you store, access and manage student records — from grades and class schedules to attendance and transcripts. Think of it as your admin HQ.
• A Customer Relationship Management (CRM) platform, on the other hand, is designed to help you communicate, nurture and build relationships. In a higher education context, that means guiding prospects from their first touchpoint all the way through to enrolment — and beyond.

In short:
SIS = internal data and records
CRM = external engagement and relationship-building

What a CRM Offers That a SIS Doesn’t

Most universities already have an SIS in place. But on its own, it’s not enough — especially when it comes to student recruitment and engagement.

That’s where a modern CRM can make a real difference.

Here’s what sets a CRM apart:

‍

1. Communication and Engagement

While SIS platforms are excellent for internal record-keeping, they’re not built for outreach. A CRM lets you create and automate personalised emails, event invitations, reminders and more — all tailored to the recipient's interests and behaviours.

‍

2. Segmentation and Targeting

With a CRM, you can segment your audience into groups based on demographics, engagement levels, subject interest, and more. This means you can send relevant, timely communications that actually resonate.

‍

3. Marketing Insights and Reporting

Want to know which campaigns are working? Or where your applicants are dropping off? A CRM gives you the data and analytics you need to track activity, measure ROI and fine-tune your strategy.

‍

4. End-to-End Visibility

An integrated CRM doesn’t just track applicants — it follows them through the entire student journey, from first enquiry to graduation (and even beyond, into alumni engagement). This visibility helps teams work more collaboratively and strategically.

‍

Can SIS and CRM Work Together?

Yes — and they should.

A CRM isn’t designed to replace your SIS. Instead, it complements it. When integrated properly, a CRM pulls data from your SIS and adds a layer of intelligence and automation on top.

The key is choosing a CRM that’s built with higher education in mind — one that’s flexible, integrates easily, and is user-friendly for both staff and students.

‍

A Real-World Example: Full Fabric

At Full Fabric, we’ve designed our CRM specifically for higher education institutions. It’s an all-in-one solution that helps universities manage relationships across the full student lifecycle — from first click to first class (and far beyond).

From customisable application portals to automated nurture emails, our platform gives you the tools you need to grow enrolments, improve experiences and gain clarity on what’s working.

‍

Getting Started: Implementing a CRM for Higher Education

Here’s what the journey typically looks like:

‍

Step 1: Gap Analysis

We work with you to identify what your current systems are missing — and how a CRM can help fill those gaps.

‍

Step 2: Mapping the Process

Together, we design an application journey that’s user-friendly, engaging and fully aligned with your institution’s goals.

‍

Step 3: Set-Up and Customisation

Our tech team configures the system to match your needs — including branding, workflows and integrations.

‍

Step 4: Testing

Before going live, you’ll have time to test everything and make adjustments based on feedback.

‍

Step 5: Launch

Once you're happy, we go live — and you start reaping the benefits of a more streamlined, data-driven admissions process.

‍

Final Thoughts

Choosing between a CRM and a SIS isn’t really an either/or decision — they serve different (but complementary) purposes. While an SIS keeps your records in order, a CRM empowers your university to connect with students on a deeper, more meaningful level.

In a competitive admissions landscape, that human touch — delivered efficiently and at scale — can make all the difference.

Want to see how Full Fabric can support your student recruitment and engagement strategy? Request a demo today.