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Newcastle University Transforms Student Admissions Process Using Microsoft Power Platform and Dynamics 365

Newcastle University Feature

Industry

Higher Education

Challenge

Newcastle University grappled with fragmented and highly manual admissions processes across its undergraduate and postgraduate programmes. Multiple entry points resulted in inconsistent applicant experiences, siloed data, and duplication of effort for both staff and external agents. The institution needed to eliminate these inefficiencies, standardise workflows, and provide a seamless, centralised admissions journey that met the expectations of applicants, agents, and internal stakeholders alike.

Results

With Crimson's integrated solution, Newcastle University now operates a unified, always-on admissions portal covering all applicant types and agents. Document management, application tracking, and enquiry handling are automated and standardised, driving operational efficiency and reducing administrative workload. Back-end integration supports real-time financial transactions and robust reporting. These changes have streamlined application processing for over 80,000 annual applications, empowering staff to focus on high-value activities and delivering continuous improvements to the applicant experience.

Key Product

Microsoft Dynamics 365, Microsoft Power Platform

80,000

Applications Processed

24/7

Admissions Portal

Crimson's expertise shines through with everything we do with them. Not only do they understand our business but they understand the technology so well. It's been a game-changer in how we manage incredibly important relationships.

Claire McKeague

Senior International Operations Manager @ Newcastle University

Newcastle University campus

About

Newcastle University, a founding member of the Russell Group, is a globally recognised institution based in the UK with over 28,000 students and a strong civic mission to advance education and research. It has a significant presence in the North East of England and internationally, with campuses in Singapore and Malaysia.

The Challenge

As a globally recognised institution processing more than 80,000 undergraduate and postgraduate applications each year, Newcastle University faced significant challenges with fragmented, manual admissions processes. Multiple entry points led to inconsistent experiences for applicants and agents, while staff were burdened by repetitive administrative tasks and siloed information. The university needed a modern, efficient admissions journey that could scale, unify data, and improve outcomes for all stakeholders.

The Solution

Newcastle University engaged Crimson to reimagine its admissions process using Microsoft Power Platform and Dynamics 365, enhanced by the Crimson Engagement Framework and Higher Education Accelerator. After evaluating the limitations of existing systems and considering potential alternatives, the university selected this robust, future-proof platform for its ability to automate processes, integrate with financial systems, and provide a single portal for applicants and agents. The solution delivered end-to-end workflow automation, centralised document management, and real-time application tracking, fundamentally transforming how admissions are managed.

The Results

Following implementation, Newcastle University now benefits from a single, 24/7 admissions portal supporting its global applicant community. Automated workflows have standardised and accelerated application processing, reducing manual effort for over 6,000 staff and improving efficiency across departments. Integrated reporting and seamless financial transactions deliver greater visibility and control. With over 28,000 students and a growing international presence, the university continues to enhance the student journey, demonstrating the scalability and lasting impact of Crimson's digital transformation solution.