How AI is transforming international admissions

With global student mobility on the rise, and uncertainty continuing to affect decision-making, AI is playing a growing role in how institutions recruit, support, and engage international students. 

In this interview, we sit down with Rishab Malhotra, founder of AIDO and former Associate Vice President of Graduate and International Admissions at Illinois Tech, to explore how AI is transforming international admissions and enrollment management.

1. You spent nearly two decades in international admissions at Illinois Tech. Walk us through your background and hhat inspired you to develop an AI tool for enrollment teams?

I spent nearly 17 years at Illinois Tech, starting as an Assistant Director and eventually becoming Associate Vice President. My focus was always international admissions—first undergraduate, then graduate—and later overseeing the full international portfolio, including admissions, compliance, and study abroad. Over time, we brought all these areas together under one umbrella.

What I began to notice was that while there were plenty of AI tools aimed at students or general higher ed operations, none were built specifically for international enrollment teams. That’s what led me to start AIDO.

The idea came directly from the challenges I faced in the field. Too many decisions were based on anecdotal data, and there was no purpose-built tool to support strategic international recruitment. AIDO fills that gap by helping teams work faster, make data-informed decisions, and ultimately focus on what matters most: supporting students.

2. Where is international admissions headed? 

There are enough solid studies out there to show that international enrollment is only going to grow. By 2030 and beyond, we should expect millions more students entering the global higher ed space.

Now, of course, where we are today—with all the uncertainty in the world—it’s natural to ask, “How do we even get there?” These are difficult times. But long-term, the trend line can be  clear. The universities that stay engaged through this turbulence are going to be in the best position when things stabilize.

You can’t sit back and say, “Let’s see how this administration goes,” or, “Let’s see what the courts decide in a year or two.” That kind of thinking doesn’t work. You have to stay engaged. Students are still interested in coming to the US. 

What’s causing the current dip in demand isn’t disinterest. It’s uncertainty. And when there’s uncertainty around visas, policies, and safety, students pause. They look at other options. But that doesn’t mean they don’t want to come to America. The desire is still there. That sentiment is 100% intact.

The institutions that continue to show up—adapting their strategies, staying visible, and finding creative ways to engage—are the ones that will benefit most when the dust settles. I truly believe we’ll see a significant rise in international student enrollment in the US by 2030. But if you’re waiting until 2028 or 2029 to act, you’ll already be behind.

Now is the time to figure out how we stay engaged—not just for students, but for institutions as well. That’s what the future demands.

3. How is AI becoming relevant in international enrollment?

Students increasingly expect universities to use AI. Research shows they generally view it positively, and some are even more likely to apply to institutions that use AI effectively. The key is using it thoughtfully, especially when it comes to admissions and decision-making. When done right, AI adds real value by improving efficiency and responsiveness, without losing the human touch.

4. Why is the human element still so important in international admissions, even with the rise of AI?

In today’s AI-powered landscape, keeping a “human in the loop” is essential. AI can get you 80–90% of the way, but it can’t replicate context like cultural nuance, institutional politics, or global dynamics. That’s where human expertise becomes invaluable.

Take student communication, for example. Research shows that students appreciate being able to ask questions to AI without feeling judged. That’s great for accessibility. But when the conversation gets complex—when families and emotions are involved or the stakes are high—that’s when human connection becomes irreplaceable.

AI should be seen as a tool to enhance, not replace, the human experience in international admissions.

5. What’s one of the biggest challenges institutions face in international enrollment today and how does AIDO address it?

A lot of enrollment managers rely on anecdotal insights or just one or two data points to decide where to recruit. But questions like “Is Japan a good undergraduate market?” are inherently complex.

AIDO simplifies that process by pulling from multiple vetted datasets—population trends, visa issuance, English proficiency, GDP, and relevant industry sources—and using natural language processing to translate those insights into a clear, justifiable strategy.

For example, if you ask, “Is Japan a good undergraduate market?” AIDO pulls four years of age-segmented population data, highlights youth population trends, analyzes enrollment shifts and secondary education stats, and then explains what it all means in plain English. It’s about helping enrollment managers quickly make informed, defensible decisions.

6. How can institutions move beyond identifying markets and start using their own data more strategically?

Identifying the right markets is just the starting point. The real value lies in turning insights into action—and using your institution’s own data to guide smarter decisions and streamline day-to-day operations.

AIDO makes that possible by integrating directly with your CRM. You can ask natural language questions like “What was our admit rate for females from Tokyo?” or “How many inquiries came from India last spring?” and instantly get clear visual outputs—charts, graphs, and trend lines—alongside editable strategy documents you can put to use right away.

It also streamlines logistical planning. Instead of digging through PDFs or scattered websites, AIDO’s itinerary planner lets you select a country, month, and audience, and immediately view relevant recruitment fairs, estimated costs, city stops, and registration links. It’s a major time-saver that allows enrollment teams to focus on what really matters: strategic engagement and student support.

7. What sets AIDO apart from other AI tools like ChatGPT?

ChatGPT is powerful but broad by design. AIDO, on the other hand, is purpose-built for international enrollment teams. Even if you assign ChatGPT a role or upload documents, it still can’t access much of the public or private unstructured data we use—like F-1 visa issuance trends by consulate, IMF and World Bank data, or Open Doors reports.

AIDO comes equipped with a comprehensive, industry-specific knowledge base that includes these datasets, along with vetted cultural readiness guides, articles, and resources from trusted sources across the international education space. There’s no need for prompt engineering, data cleaning, or visualization setup. Everything is ready to use, with CRM-connected queries built in.

One of our early adopters, who had been experimenting with custom GPTs, told me, “You’re already doing this for me.” That alone saved him hours. We’re excited to keep building on that foundation with new partnerships and resources that help international enrollment teams work faster, smarter, and more strategically.

8. Personalized marketing is becoming more important in international admissions. How can institutions do this more effectively and at scale?

Today’s international students expect more than just generic outreach. They want to feel seen and understood—and personalization is key to making that connection. Students from different regions have different motivations, concerns, and communication styles. If your messaging doesn’t reflect those nuances, it’s likely to be overlooked.

To do this effectively and at scale, institutions need tools and processes that support audience segmentation, localized messaging, and cultural context. That might mean translating communications for low English proficiency regions, tailoring calls to action based on student priorities, or including testimonials that resonate with specific cultural values.

That’s exactly where AIDO can help—by making it easier to deliver personalized, culturally relevant outreach in a fraction of the time. When done right, this kind of engagement not only builds trust but also drives stronger outcomes across the entire enrollment journey.

9. What makes AIDO easy to implement and how does it ultimately benefit students?

AIDO isn’t a heavy enterprise solution. It’s lightweight and designed for easy adoption. After setup, which takes about a month, you can use it immediately. The payoff is huge. Would you rather spend 90 minutes planning your travel or 10 minutes with AIDO and use the rest of your time answering student emails?

That’s the value: freeing up your time to build relationships. The opportunity cost of inefficiency is missed engagement, and AIDO gives that time back so you can focus on supporting students. It helps justify ROI and guide smarter decisions so  you get the most bang for your buck.