AI-in-a-box for Universities

Project Overview

What if we reduced your university’s administrative HR cost by 72% by using Agentic AI?

That’s the premise behind AI-in-a-Box for Universities—a modular, intelligent system designed to handle the most resource-intensive processes in administrative costs in higher education.

What do we need to reduce administrative HR cost by automating:

Processing new applicants’ admissions processing
Creating course contents
Creating AI tutors to voice chat and quiz students, then provide reinforcement learning
Create AI career guidance counsellors to guide students

We provided services to a university to bring this vision to life by deploying SUSAN, our AI-powered platform that screens applicants, communicates with them in real time, and even delivers empathetic rejections—all by using Agentic AI.

Built to operate at scale, SUSAN integrates seamlessly into existing admissions workflows. It simulates personalized interviews, evaluates candidate fit, responds to applicant queries, and provides actionable insights to admissions staff.

With zero additional headcount, the university can deliver faster decisions, stronger applicant engagement, and better admissions outcomes, in addition to higher grades and career counselling —all powered by one AI system, out of the box.

Digital Twin Instructor: Preparing for the NCLEX Exam

Elite exam prep no longer depends on teacher availability or classroom capacity. With SUSAN’s Digital Twin, students can now access expert instruction anytime, anywhere.

Delivers high-impact NCLEX coaching through realistic AI-led sessions
Scales personalized learning without compromising teaching quality

Experience what it’s like to learn from an AI instructor

Steps to NCLEX Success

Follow these 7 clear steps—from understanding the exam to achieving licensure—to ensure you’re fully prepared for NCLEX-RN success.

NCLEX Exam Prep Podcast: Unit 3 Sample in English

NCLEX Exam Prep Podcast:
Unit 3
Sample in Vietnamese

Client Overview

Industry: Higher Education (University)
Region: Europe
Volume: 3,250+ applications annually across undergraduate, graduate, and international programs
Need: A scalable, intelligent university administration to reduce HR overheads.

AI That Screens Smarter & Faster

AI is now leading the conversation, not just processing it. With SUSAN’s voice-driven screening agent, universities can instantly assess applicants with structured, intelligent interviews—at scale, with zero compromise on quality.

Want to see how AI can instantly screen applicants like a human—only faster?

Get a tailored AI screening experience

SUSAN vs ChatGPT:

The Challenge

Manual screening required 15–20 minutes per applicant, limiting throughput
Traditional tools (essays, static MCQs) lacked dynamic insight into motivation or program fit
Turnaround times of up to 4 weeks delayed decisions and impacted applicant engagement
Rejection responses were inconsistent and delayed, weakening applicant perception and future re-application potential
Course content creation was slow and inconsistent, and largely dependent on the instructor’s ability to use new technology
Tutors are not readily available, due to a shortage of skill-set
Career counselling is being done on a rudimentary level, and is more on the administrative side (rather than delivering value)

Smart Career Guidance for Every Applicant

Students today want more than guidance—they want clarity about their future. SUSAN acts as an always-available career counsellor, helping applicants explore paths aligned with their interests, skills, and academic goals. From recommending programs to suggesting next steps, SUSAN makes career planning feel personal, proactive, and empowering.

What if every applicant had access to their own AI career coach?

Get personalized career advice, powered by AI

Our Approach: AI Agentic Learning

AI-Aligned Strategy Design: Co-designed admissions screening logic with university stakeholders, embedding institutional values directly into the AI’s decision framework.
Program-Specific Intelligence: Built adaptive AI conversation models for each program, enabling nuanced candidate evaluations based on custom academic and behavioral criteria.
AI-Driven Workflow Integration: Integrated SUSAN into the admissions tech stack to trigger real-time AI-led interviews and assessments immediately upon application submission.
Outcome-Driven Focus: Leveraged AI to optimize speed and scale while maintaining a personalized and respectful applicant experience.

Empathy at Scale: Powered by AI

SUSAN delivers rejections with care—offering encouragement, future opportunities, and support. It’s AI that speaks like a human and ensures every applicant leaves with dignity and direction.

What if every rejection could leave applicants feeling respected and encouraged?

Hear how SUSAN delivers rejections with empathy

The Solution

1: Real-Time AI Screening at Scale

SUSAN initiates personalized interviews immediately after application submission
Structured conversations assess academic readiness, communication skills, and motivation
Auto-scored evaluations delivered to admissions officers in real-time

Impact:

Screening time reduced from 15–20 minutes to under 2 minutes
Screening capacity scaled from 200 to over 1,000 applicants/day
4,000+ hours saved annually in manual evaluation

Explore AI-led interviews that save hours

2: AI-Powered Career Counselling & Engagement

SUSAN acts as a virtual career counsellor, keeping applicants engaged and informed throughout their journey—from program discovery to next-step guidance. With personalized responses, real-time support, and context-aware interactions, SUSAN ensures that no question goes unanswered and no applicant feels lost.

Delivers personalized career advice aligned with academic goals and interests
Sends automated reminders, tailored follow-ups, and next-step nudges
Adapts its guidance based on each applicant’s responses and needs
Responds instantly to queries—available 24/7 for always-on support

Impact:

34% increase in applicant engagement
92% satisfaction rate from applicants interacting with SUSAN
27% improvement in form completion and follow-through

Experience AI-led career counselling at scale

3: AI-Powered Empathetic Rejection Calls

SUSAN delivers rejections in a supportive, respectful tone
Each call includes tailored suggestions for future steps (e.g., reapplication or alternate programs)
Rejection calls are auto-scheduled and delivered, maintaining positive applicant relationships at scale
Reinforces the university’s commitment to dignity and respect—even in denial

Impact:

80% reduction in time spent managing rejections
Over 6,500 empathetic rejection calls delivered in a single cycle
78% of rejected applicants rated the experience as “supportive” or “very supportive”

Listen to how SUSAN delivers rejections with care

Results & Impact

Category	Before SUSAN	After SUSAN
🎯 Operational Efficiency	Manual screening of ~200 applicants/day	AI screens 1,000+ applicants/day
	15–20 minutes to review each application	< 2 minutes per AI screening
	High staff workload, limited capacity	4,000+ hours saved annually
⚡ Decision-Making Speed	Decisions took 3–4 weeks	Turnaround reduced to under 7 days
	Delayed offers impacted yield	Faster offers led to improved top candidate conversions
💬 Applicant Experience	Generic emails and slow responses	92% found SUSAN “engaging” or “very engaging”
	Low personalization, inconsistent communication	87% felt process was more personalized
	Limited engagement and follow-through	34% increase in applicant follow-up
🎓 Admissions Outcomes	Limited insight into motivation or fit	22% improvement in applicant-program match quality
	Overlooked high-potential candidates	AI flagged strong candidates missed in manual review
	Little feedback for unsuccessful applicants	Supportive rejections, 78% rated as “very supportive”

The Competitive Advantage

Tailored Intelligence: Screening aligned with your admissions DNA
Scalable by Design: Manages application surges without new resources
Human-Centered AI: Treats every applicant as an individual
Plug-and-Play: Seamlessly integrates into your existing systems
Future-Ready: Easily extended into interviews, onboarding, and student support

Meet Our AI Voice Agents

Our AI-powered voice agents support every stage of the admissions journey—from screening to support to rejection—so your team can scale with empathy, efficiency, and ease.

OUR CONSULTING PROJECTS