Data Manager

Import and validate prospective student data quickly, accurately, and compliantly

Recruitment teams receive data from UCAS fairs, events, contact lists, spreadsheets, schools, partners, and other third-party sources. When information is not collected directly through Student CRM web forms, it still needs a reliable route into the CRM.

Data Manager helps universities and colleges import external recruitment data, validate records, identify existing contacts, and maintain a clean Student Database. Imported records can then be used across enquiries, events, applications, campaigns, and automated student journeys.

Consent information and source details can be retained alongside each record, helping teams maintain consistent data governance through Privacy Centre.

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What is Data Manager?

Data Manager is a Student CRM module that helps universities and colleges import, validate, match, and govern prospective student data collected outside the CRM. Recruitment, admissions, marketing, international, data, IT, and compliance teams can bring CSV records from UCAS fairs, events, schools, partners, campaigns, and other third-party sources into the Student Database while retaining source and consent information, reducing duplicates, and preparing records for follow-up, reporting, segmentation, and automated journeys.

Key benefits

Everything you need to import, validate, and manage prospective student data with confidence

Seamless data imports

  • Import prospective students, contacts, courses, schools, and related data from CSV files.
  • Route imported records into connected modules such as Rapid Response.
  • Prepare new records for use without repeatedly rebuilding spreadsheets.
  • Retain source and consent information during import.

Automated follow-up

  • Start workflows and touchpoints when records are added.
  • Send timely follow-up communications without repeated manual intervention.
  • Use Automations Manager to apply rules to newly imported records.
  • Engage prospective students from the moment they enter the CRM.
Data Manager interface for importing prospective student data into Student CRM

Third-party data sources

  • Import leads collected at UCAS fairs, conferences, schools, and recruitment events.
  • Bring partner, agent, and external campaign data into one connected system.
  • Reduce dependence on disconnected spreadsheets and local files.
  • Preserve the original source of each imported record.

Built-in validation

  • Check imported data against existing prospective student records.
  • Identify formatting and completeness issues before records are added.
  • Reduce incomplete, duplicated, or unusable data.
  • Maintain more consistent datasets across connected modules.

GDPR safeguards

  • Import consent details and communication preferences alongside each record.
  • Retain source information for audit and governance purposes.
  • Apply consistent consent rules through Privacy Centre.
  • Give authorised users appropriate access to imported data.

Connected data management

  • Keep prospective student information connected across recruitment activity.
  • Support cleaner reporting and more reliable audience segmentation.
  • Use imported records in Enquiries, campaigns, events, and applications.
  • Connect CRM data with external systems through Integrations and Data Packs.
FAQs

Data Manager FAQs

What types of data can we import?
Data Manager can import prospective student, contact, course, school, and related recruitment data from CSV files into Student CRM.
Does Data Manager handle UCAS fair or conference leads?
Yes. Data collected at UCAS fairs, conferences, school visits, external events, and partner activities can be imported into Student CRM for validation and follow-up.
Can we validate data before it is added to the CRM?
Yes. Data Manager checks imported records for formatting, completeness, and potential matches before the data is added to the CRM.
Can imported data trigger communications automatically?
Yes. Imported records can start workflows and touchpoints or be used by Automations Manager for timely follow-up.
How does Data Manager support GDPR compliance?
Data Manager can retain consent details, communication preferences, timestamps, and source information during import. These records can be managed alongside Privacy Centre.
Who uses Data Manager?
Data Manager is commonly used by admissions, international recruitment, marketing, recruitment and outreach, partnerships, data, IT, and compliance teams.
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