Use this article when you need to change which students are being sent to CollegeVine — for example, at the start of a new admissions cycle, when your targeting strategy shifts, or when you're adding or removing a segment.
Step 1: Define your new population
Before making any changes, get clear on who should be included going forward. See Defining Your Student Population for guidance on how to think through targeting criteria.
Step 2: Identify any students being removed
If your updated population excludes students who were previously in your query, notify your CollegeVine team before making the change. If those students remain in our system, your AI agent will continue reaching out to them even though you're no longer sending us updated information about them.
Your CollegeVine team can remove those students so the agent stops treating them.
Step 3: Update your CRM query
Update the query, report, or filter in your CRM that defines which students get exported to CollegeVine. The specifics vary by CRM, but the concept is the same: adjust the logic so that only your intended population is included in the next export.
Step 4: Trigger the import
Your integration runs automatically on the cadence you set up (every minute, hourly, daily, etc.). If you want the update to take effect sooner:
Manually trigger the export from your CRM. This will send the file from your CRM to the SFTP folder.
In CollegeVine, Navigate to AI Recruiter > Students > CRM Sync. Hit
Run an import nowto trigger the import into CollegeVine
Step 5: Remap fields if needed
If you made any changes to the export — such as renaming fields, adding new columns, or changing the file name — you may need to update your field mapping in the CollegeVine UI to make sure everything maps correctly.
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