As you prepare your AI Recruiter or AI One Stop for the upcoming admissions cycle, there are several areas to review and update. Work through this checklist to make sure nothing falls through the cracks. Each item links to a detailed guide.
Reminder: CollegeVine proactively removed the upload cap to give partners on lead-based contracts flexibility as they prepare for the upcoming academic year, recognizing that contract periods don't always align with enrollment cycles. Their contracted lead allotment hasn't changed — we've simply removed the in-platform restriction so they're not blocked during the transition.
Constituents
Confirm your new target population for the upcoming academic cycle (ex: Class of 2027).
Review current properties and confirm if you want to add/remove any data points to help your agent further personalize outbound and inbound messages. Be sure to add the properties in CollegeVine before mapping them upon import to the platform.
Create any new segments that align with your new target population. You will use these to update your active workflows. Example: create a Class of 2027 segment for any workflows that will target the next class.
Integrations
Update your CRM/SIS export query to align with your updated target population and respective data properties. Leverage a manual import if you do not have an active integration running.
Update import mappings based on any additional/changed properties.
Adjust export segment as needed to only export your preferred segment of students (ex: you can exclude prior year constituents from your export).
Update export mappings based on any additional/changed properties.
Remove or replace assets with outdated information (expired deadlines, past events, old policies). In particular, look for any PDFs, emails, factsheets, interviews, and other static content that needs a refreshed page.
Refresh all URL assets to pull in the latest web content. This is a two-step process — be sure to publish your changes after you have refreshed.
Check for broken links after refreshing (look for 404 or 301 errors). If you see these, replace with updated links and re-publish your changes.
Add any additional new content relevant to the upcoming cycle. Be sure to add in any updates or major changes to academic programs, sports and clubs, or deadlines.
Ensure knowledge base tags are consistently applied to any newly added assets.
Reminder: publish your changes.
Missions
End any active missions or other workflows and agents that are no longer relevant.
Plan and launch new missions for your updated target population.
All workflows
Update segments for any of your active workflows (ex: update your Email Marketing workflow to exclude AY 2026 and include current/future classes).
Update target end date (if applicable) for each workflow to ensure there is no break in outreach where a deadline was initially placed.
Check custom workflow instructions and other inputs, and remove any outdated information (ex: remove any cycle-specific language, references to old deadlines, etc.).
Adjust your email templates (CTAs, photos, contact information) for relevant workflows (ex: Email Marketing/Missions).
History and tracking
Create or adjust any required insights and history reports to bring visibility into your agent's activity. View this resource to learn more.
Network (if applicable)
Pause or end campaigns targeting prior classes.
Create new campaigns to target new classes.
Continue to accept connections on a regular cycle (we recommend at least 1x/week).
Adjust Network integration settings to export only relevant class years from CollegeVine to your CRM.
💡 Your team can help with any of these steps. Reach out to [email protected].