Before your integration goes live, decide which students you want your AI agent to engage with and build the query or export in your CRM that captures them.
💡 You don't need to get this perfect before launch. Start small, then expand. That said, this decision often involves more stakeholders than expected (enrollment strategy, IT, data teams), so identify the right people early to avoid delays.
Think through your strategy
Use these prompts to shape which students you prioritize:
Admission year — How many cycles will you focus on? Many partners focus on the current enrollment cycle.
Funnel stage — Where do you struggle most — yield, application completion, summer melt? Focus your agent where timely, personal outreach makes the biggest impact.
Lead source — Want to compare how different sources respond to AI outreach? A representative sample across sources can help inform future strategy.
Capacity gaps — Are there regions where you have limited counselor coverage? Your agent can help supplement outreach there.
Prior engagement — Do you want to test whether non-responders engage differently with AI, or start with already-engaged students to build early momentum?
Data quality — The more relevant data you provide, the more personalized the outreach. If outbound calls are part of your strategy, prioritize leads with a valid phone number.
⚠️ Critical: Always send students on a recurring basis
Once a student is sent to CollegeVine, they must be included in every subsequent export for as long as your agent should be engaging with them.
Why: Your agent builds context about each student over time. If a student is dropped from your export — even unintentionally — the agent loses visibility but may continue engaging them based on prior context.
Example: A denied applicant no longer meets your query criteria and gets dropped from your next export. Your agent still has their record and may continue outreach as if they're an active applicant.
Always make sure your query reflects who your agent should currently be engaging.
Need to stop engagement with select leads? See Managing when your AI Recruiter stops engaging students
Can I send multiple queries or files?
Yes, but all files must have exactly the same column structure and format. Even minor differences will cause import errors. We strongly recommend a single query to keep things simple and reduce the risk of format inconsistencies over time.
How do I know how many leads I have left to upload?
Navigate to AI Recruiter > Students > Import History
Have further questions about your lead upload strategy? Contact your Implementation Manager, Account Manager or [email protected] for further assistance!