At the start of a new admissions cycle, you'll want to make sure CollegeVine has the right constituents in the system. This guide covers what to consider when uploading new constituents, adding new properties, and more.
Choosing your target population
You have an opportunity to reset what constituents you want your agent to interact with. You most likely will want to start targeting constituents for the next academic cycle, whether it is enrolled students that are starting on campus or the next class of prospects. Other factors to consider as you are selecting new constituents are their inquiry status (do you want to focus on top of the funnel?) and their consent status (can they engage with AI via phone/SMS?).
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.
Adding or removing constituent properties
At any time, you can adjust the constituent properties that are in CollegeVine. You may want to add additional properties to better help you customize communications from your agent, or narrow down on a specific constituent segment.
To add or remove new properties, follow these instructions.
Creating new segments
You may want to create new segments that better align with your new target audience. For example, if you plan to send targeted outbound communications to Class of 2027 inquiries, you can create a new segment for this population. Similarly, you can create a segment for your current incoming class of 2026 students for any targeted outreach to new confirmed students.
To add a segment, follow these instructions.
Uploading new constituents and constituent properties
You can upload new leads for the upcoming cycle at any time. You can do this via a manual import or update your automated SFTP/API integration.
To add new constituents manually, follow these instructions.
To add new constituents via your automated SFTP/API integration, follow our constituent sync guide, applicable CRM-specific guides, and adding/removing properties guide, and best practices noted below:
In your CRM, locate the query, report, or filter that defines your CollegeVine export population.
Update the criteria to include students from the new class year and exclude any cohorts you're no longer targeting.
Reminder: removing constituents from this export query does not automatically stop communications from your agent. It stops your agent from getting updated information about these constituents. Only remove constituents from this query if you are ready to stop all future communications to this population. You will also need to ensure they are removed from any active workflow by updating your segments.
Run or schedule the export to push the update to CollegeVine.
Adjust your import/export mappings as needed upon importing the first file.
Adjust the cadence for your sync as needed.
Adjusting your CollegeVine exports
In addition to choosing the data properties you want to export from CollegeVine to your CRM/SIS (ex: AI Engagement properties), you can also adjust who you want to export. By default, CollegeVine exports all constituents whenever an engagement with your agent has occurred. To ensure you are not unintentionally exporting outdated constituents from prior academic cycles into your systems, you can adjust the segment you are exporting. Follow the steps below:
Navigate to your active integration.
Select the gear icon under Exports.
Adjust segment under Set segment to export.
Select your preferred segment. Note: you may need to create a new segment based on your preferred criteria (ex: a segment may exclude any constituent from a prior academic year).