We’ve spent a lot of time supporting both IT and non-IT teams with practical demos, and that includes scenarios across educational programs. One area that sees a big benefit: admissions workflows. This blog offers a walkthrough of how admissions teams can maintain clarity, order, and progress using Jira  and Trello. Let’s explore what makes these tools click for admissions staff, faculty teams, and everyone involved in the enrollment process.

Jira Work Management and Trello each offer distinct approaches, which can be adapted for different admissions tasks. Whether you’re part of a large admissions office or a smaller enrollment unit, these tools can reshape how you track applicants, deadlines, and acceptance decisions. Throughout this post, you’ll find pointers on configuration, best practices, and user experiences. Feel free to share your own experiences in the comments—there’s always something new to discover when it comes to organizational tools that support productivity and transparency.

Why Use Jira Work Management for Admissions?

Jira Work Management is built upon the foundations of Jira’s capabilities but tailored to groups that handle non-technical tasks. Admissions offices often juggle multiple steps: application intake, reviewing, decision-making, communication with applicants, and record management. Jira Work Management offers a structured layout to keep these stages in view.

Key Aspects of Jira Work Management:

• Centralized Project Views: Admissions teams need clear insights to keep track of every applicant’s status. Jira Work Management has customizable views, from calendars to timelines. Each step is visible, so no one has to wonder where a certain application stands.
• Assigning and Tracking Tasks: Each role in admissions might have unique responsibilities. With Jira Work Management, tasks can be assigned to different staff members, ensuring that application reviews, reference checks, and communications get completed in a timely way.
• Automation: Admissions often involve repeated tasks, such as sending emails to remind applicants about missing documents. Jira Work Management allows automated updates and reminders, saving time when it comes to routine follow-ups.
• Forms and Approvals: Official acceptance requires formal sign-offs, which can be arranged using built-in approvals or custom workflows. This keeps everything consistent, especially for those who need final authorization on admissions decisions.
• Integrations: Jira Work Management connects easily with communication tools, so staff can stay in sync without constant back-and-forth. This is helpful when multiple reviewers need updates on an applicant’s status.

Consider the admissions office that must track thousands of submissions every application season. Each submission goes through a similar sequence of tasks: data entry, eligibility checks, review cycles, and acceptance or rejection. Jira Work Management offers a single place to house these tasks, track them across specific statuses, and confirm that deadlines aren’t slipping.

How Trello Helps Keep Teams Organized

While Jira Work Management offers strong features for systematic, process-driven tasks, Trello stands out for its visual boards and user-friendly approach. Many admissions offices use Trello for tasks that need a straightforward Kanban board design.

Highlights of Trello for Admissions:

• Clear Card-Based System: Each applicant can be a card, moved across lists such as “New Applications,” “Under Review,” “Accepted,” and “Not Accepted.” It’s easy to see what’s happening at each stage.
• Checklists: Each card can have checklists that outline items like test score reviews, required documents, or interview scheduling. This is great for staff who want a simple way to track each step.
• Labels and Color Codes: Trello’s labels help teams tag applicants based on criteria. Perhaps some applicants are international, or some are seeking scholarships. Labels can categorize them and visually separate these groups on the same board.
• Comments and Attachments: Team members can hold short discussions directly on cards, attaching relevant files as needed. This centralizes admissions communication so that nobody has to dig through email threads to figure out the status of an application.
• Butler Automation: Trello’s Butler feature provides ways to trigger automated card movements or notifications. This can help admissions teams set up simple rules (for example: when a checkbox is completed, move the card to “Ready for Final Review”).

Trello is often favored by smaller or more agile admissions teams. It’s intuitive, easy to adjust, and helps keep tasks visible. However, even large institutions have found success by creating multiple Trello boards for different programs, then linking them to unify reporting.

Deciding Which Tool Suits Your Team

Many schools wonder whether to opt for Jira Work Management or Trello. Both come from Atlassian, so they have some family resemblances. However, they cater to different needs:

• Want structured workflows, reporting, and advanced approvals? Jira Work Management might be the go-to choice.
• Prefer a simple drag-and-drop card system with straightforward checklists? Trello will likely feel more intuitive.

In some cases, you can even combine them. For example, an admissions leadership group might rely on Jira Work Management for advanced reporting and automation, while day-to-day staff might prefer Trello boards for quick progress checks. The important piece is that whichever tool you select fits well with your team’s style and the scope of tasks you handle.

Steps to Get Started with Jira Work Management for Admissions

Below is a concise roadmap that can help you set up Jira Work Management for an admissions process. Adjust these suggestions to match your institution’s specific situation.

1. Create a Project
   • Choose a project type that fits non-technical tasks.
   • Configure statuses relevant to admissions (New, In Review, Decision Pending, etc.).
2. Define Roles
   • Admissions staff might serve as “Project Administrators” or “Team Members.”
   • Decide who can create tasks, review them, and change statuses.
3. Organize Workflows
   • Add transitions that mirror your admissions steps. For instance, after an initial review, tasks move to “Needs Further Information” or “Decision Pending.”
4. Set Up Custom Fields
   • Add fields for applicant ID, program, or other unique data.
   • This step ensures everything is stored properly and is searchable.
5. Enable Notifications and Automations
   • Keep staff aware of updates via email or integrated chat tools.
   • Automations can send out reminders when tasks remain stuck at a certain stage.
6. Use Dashboards
   • Dashboards provide a top-level look at the admissions pipeline.
   • Include charts or filters to monitor how many applications sit at each status.
7. Regularly Review and Adjust
   • Gather feedback from your admissions team. Are statuses reflecting daily work well? If not, refine them.

For further details on Jira Work Management’s setup features, see official Atlassian documentation.

Steps to Get Started with Trello for Admissions

Trello’s setup can happen rapidly. Still, some tips can help you create a board that truly suits the admissions cycle:

1. Create a Board
   • Give it a simple title: “Admissions Intake,” “Spring 2026 Enrollment,” etc.
2. Build Lists
   • Consider lists such as “New Applicants,” “Documents Needed,” “In Review,” “Decision Completed,” “Status Communicated.”
3. Add Cards
   • Each card can represent a single applicant or a batch of applicants.
   • Use templates to ensure all relevant details are captured (test scores, transcripts, contact data, etc.).
4. Apply Labels
   • Color codes can indicate scholarship applicants or mature students, among other categories.
5. Add Checklists
   • Outline tasks such as “Request Transcripts,” “Review Scores,” “Schedule Interview.”
   • This ensures everyone follows the same steps.
6. Automation
   • Trello’s Butler can be used to shift cards or notify staff based on triggers.
   • For instance, when you complete a checklist item “Interview Done,” the card might move to “Decision Review.”
7. Collaborate
   • Add watchers so that relevant staff get updates when a card changes status or receives new comments.
8. Archive and Report
   • At the end of an admissions cycle, archive old cards or lists to keep the board clean.
   • Summarize metrics, such as total applications completed and acceptance rates, for future review.

For more detailed Trello-specific guides, check out Trello’s help center.

Encouraging Team Adoption

A new tool might only succeed if your team understands how to use it comfortably. Here are ways to promote quick wins:

• Short Video Tutorials: Record a quick walk-through of your admission process in Jira Work Management or Trello. Short visual aids often resonate better than lengthy text instructions.
• Regular Check-Ins: Hold weekly or bi-weekly sessions to discuss any roadblocks. This keeps lines of communication open.
• Celebrate Key Milestones: When a big group of applicants is successfully processed, acknowledge that as a team. Positive reinforcement encourages consistent adoption of these platforms.
• Invite Staff Input: If certain statuses or board columns aren’t making sense, encourage staff members to propose changes.

Trello has a gentle learning curve, which appeals to those who need fast adaptation. Jira Work Management, while a bit deeper in terms of workflow design, is still accessible to staff who have not previously used Jira. Investing a bit of time to build an organized system can lead to a more orderly admissions sequence and fewer mix-ups.

Bringing Applicants into the Loop (When Needed)

While admission boards are mostly internal, some institutions want to give applicants direct access to track their status. In some cases, public boards or portals can be used, though user privacy and data protection must remain top priorities.

• Separate Projects or Boards for Public Updates: Keep sensitive discussions private. If you choose to show real-time status updates, use a separate system or a “portal” approach, which Jira Work Management can handle through Jira Service Management.
• Email Integrations: Tools like Jira Work Management and Trello can trigger automated emails to applicants once they pass certain gates. This keeps them informed without revealing internal discussions.

Always comply with institutional and legal guidelines on data privacy, especially if you’re handling personal information. If you’re uncertain, consult with your legal team before granting external access.

Practical Pointers for Admission Teams

• Pick One Tool or Combine Both: A single admissions office might find synergy by using Jira Work Management for advanced metrics, while different sub-teams rely on Trello for quick daily tasks.
• Stay Open to Tweaks: Whether you use a board or a project, remain flexible. As you discover new steps or tasks, update your workflow.
• Create Templates: If your admissions process repeats each semester, create a reusable Trello board template or Jira Work Management project template. This reduces setup time.
• Engage With Admin Departments: Admissions doesn’t exist alone. Coordination with finance, campus housing, or counseling offices can be streamlined by assigning shared boards.
• Document Everything: Even though these tools are user-friendly, keep a short internal guide or cheat sheet. That helps new admissions staff get up to speed quickly.

Beyond Admissions: Other Educational Use Cases

Once admissions is running smoothly, these tools can be applied to other educational processes as well: course scheduling, alumni outreach, departmental task tracking, and so on. That’s where the real power of Jira Work Management and Trello shows up. Your institution might start with one admissions board, then realize there are multiple areas that can use similar functionality.

It’s also worth noting that these platforms aren’t confined to higher education. Primary schools, secondary schools, and adult learning centers also rely on them for administrative tasks. If you find success applying them in one domain, consider where else they can bring clarity.

Looking Ahead

Efficient admissions practices make a difference for schools that want to stand out among prospective students. By adopting Jira Work Management or Trello, teams can stay on top of tasks, communicate effectively, and deliver a better overall experience for both staff and applicants.

We’ve touched on configuration strategies, top features, and suggestions for everyday use. The goal is to clear away confusion and keep everyone focused. Whether you pick a visual Trello board or a more formalized Jira Work Management approach, you’ll likely notice improvements in how you track each applicant’s journey.

Feel free to share your own approach to admissions workflows. Do you have any special tips that help your team get tasks done? Did you set up any unique automation? Your suggestions might help others in education who are exploring these tools for the first time.

We’re ready to show you how this applies to both IT and non-IT environments. Let’s set up a custom demo that suits your organizational goals. We are gold solution partners with Atlassian, and we’d love to discuss a hands-on presentation for your admissions or other processes. Contact us at 📧 sales@clovity.com or visit 🌐 atlassian.clovity.com for more details.