The 3 Biggest Mistakes Institutions Make When Selecting a Student Information System (SIS) software

In today's fast-evolving education technological landscape, educational institutions can no longer rely on outdated systems, which require manual labor and result in a failure to thrive, and they certainly aren't seeking to add yet more platforms with endless trainings and excessive expenses. A comprehensive cloud-based Student Information System (SIS) with ongoing updates is no longer just a convenience — but a must. It's the central hub for managing admissions, enrollment, billing, reporting will result in overall student success and institutional progress.

EDUCAUSE research (2025) highlights that colleges and universities are prioritizing modern school management software and complete campus management systems, with an increasing focus on cloud-based SIS solutions to streamline operations, improve scalability, and enhance reporting capabilities. (EDUCASE 2025) 2025 Students and Technology Report: Shaping the Future of Higher Education Through Technology, Flexibility, and Well-Being | EDUCAUSE

With so many SIS options available, it's a challenge to make the best overall selection.

Here are the three biggest mistakes institutions make when choosing an SIS — and how to avoid them

1. Neglecting to Create a Strong Business Case

Too often, decision-makers focus on price tags and feature lists without considering the long-term value of a modern school management system. A comprehensive campus management software platform can eliminate the use of multiple separate tools for CRM/lead tracking, admissions, enrollment, billing, financial aid, transcript creation and reporting — saving both time and operational costs and increasing user satisfaction.

When your cloud-based SIS consolidates all the features needed to support your administrative processes, it reduces software licensing fees, IT maintenance, and training costs. A clear SIS business case ensures that decision-makers understand the long-term ROI of efficiency gains, cost savings, and better student outcomes - resulting in enrollment growth.

2. Failing to Make a True "Apples-to-Apples" Comparison

Not all student information systems are created equally.

In fact, it's often more of an apple to oranges scenario and the key is finding the solutions that best adapt to your processes and make your staff's jobs easier, simultaneously offering a better, more intuitive and user-friendly experience for your students and educators. Many institutions fall into the trap of comparing only high-level features without evaluating ease of use, integration capabilities, data accessibility, or scalability.

When comparing school management software or campus management software, create a checklist that includes:

• Ease of use, flexibility, and adaptability to YOUR processes
• Data migration and customization capabilities
• Integration capabilities with Single Sign On to 3rd party tools like LMS and Payment gateways
• Reporting and analytics depth
• Vendor responsiveness and support
• A full features list of what is included should be a part of every cost estimate

A true apples-to-apples comparison ensures your SIS platform truly fits your institution's needs and avoids hidden costs. An in-depth, comparison when evaluating the needs of your institution, and analysis of how potential new systems will meet those needs is critical. Platform comparisons are never equal, but identifying what matters most and how new potential software will support your requirements and grow with your institution will save you time and money in the short and long run.

3. Assuming that Cheaper really is actually Cheaper

Budget matters, but the lowest upfront price doesn't always mean the best long-term investment. Lower-cost SIS options often come with trade-offs: limited features, minimal support, or poor scalability. Over time, these limitations can lead to added costs, inefficiencies, and frustration for staff and students alike. Focus on total value - not just initial sticker price.

What if we need to change workflows at mid-year or end of the year? What if we need to add extension fields? What if we add a new program or partner school that requires unique setup with its own application, course catalog, assessment or reporting requirements? Is it even possible to make those changes and if not, what will long term cost of missed opportunities for growth be? Will we have to pay our vendor for every small change to the system, or can we add fields, create forms, and even build reports through the interface? Will we potentially end up spending more in the long run than the slightly higher price of the other vendor?

The best choice for a SIS should include a team that supports your success long after implementation. The ideal vendors provide multi-tiered support, ongoing training and resources, regular system updates, and strategic account management to help you maximize system value year after year.

Bonus Tip: Choose a Partner, Not Just a Provider

The right SIS comes with a team that supports your success long after implementation. The best vendors provide multi-tiered support, ongoing training and resources, strategic account management, and regular system updates to help you maximize system value year after year.

Final Thoughts

Choosing the right Student Information System (SIS) can transform your institution — saving time, improving accuracy, and enhancing the student experience. Avoid these common mistakes, and you'll invest in a platform that grows with your organization.

Ready to modernize your SIS? Explore how Maestro's cloud-based school management software helps K-12 and higher education institutions unify operations, enhance reporting, and empower staff with better data.