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At a university built on innovation, you’d expect the technology behind the scenes to run just as smoothly. But for the University of Advancing Technology (UAT), even the most forward-thinking institution was being held back by something as basic as its phones.
In a recent interview with UAT’s Chancellor, Tech RevOps Lead, and Director of Admission, they shared how their team replaced an unreliable system with Aloware , and in the process, unlocked a faster, more reliable, and more efficient way to connect with students.
Advisors were juggling multiple numbers, daily outages were common, and reporting was nearly impossible. As one leader put it:
“Every day it was a struggle to know whether our phones were even going to work.”
The challenge: When phones become the problem
UAT’s old VOIP system wasn’t just outdated, it was a daily headache. Calls dropped so often that staff joked they’d think the building was on fire if they couldn’t see it from across the street. Reporting didn’t exist, the interface was clunky, and only one person could make system changes.
On top of that, advisors had to carry two different numbers, one just for texting and one for calls. Even simple things like faxing (a requirement for compliance) weren’t supported. It was frustrating, inefficient, and completely at odds with UAT’s culture of innovation.
The turning point: Finding Aloware at HubSpot INBOUND
The breakthrough came at HubSpot INBOUND, where UAT discovered Aloware. What immediately stood out was that Aloware wasn’t just another phone system. It was built to help admissions and sales teams succeed, with a strong HubSpot integration and a steady stream of new features.
“We regularly look for partners who are starting something new so we can build together. That’s why Aloware stood out.”
Instead of settling for a provider that was fading into irrelevance, UAT found a partner that shared their same forward-looking mindset.
Making the switch
Change can be messy, but in this case, it wasn’t. UAT kept their old system running for a short overlap period, and within about two months, the admissions team (including 50 advisors) was fully transitioned to Aloware.
The experience was smooth, and adoption happened quickly. Advisors jumped right into the HubSpot-native tools, while managers relied on Aloware’s admin features for reporting, user management, and call routing. It was a rare IT project that didn’t feel like pulling teeth.
Life with Aloware: Reliability and efficiency
The contrast between before and after was night and day. Reliability, the single biggest pain point, was no longer an issue. Calls connected, lines stayed up, and the system just worked.
But the real magic came from efficiency. Advisors no longer had to dial by hand (something they laughed about in hindsight), and they no longer had to keep 16 tabs open just to get through the day.
“The productivity and efficiency have improved immensely. Our advisors can work a lot quicker without pulling up 16 different tabs.”
Today, nearly all advisor activity happens inside HubSpot, where calls, texts, and student records live together in one seamless workflow.
A partnership, not just a platform
If there’s one thing UAT emphasized in our conversation, it’s that technology alone isn’t what keeps them loyal to Aloware. It’s the partnership.
“If you hadn’t been so willing and open since the very beginning, we would definitely be with another company. There are no words for how appreciative we are that you build with us.”
Whenever UAT has asked for improvements, whether it’s a new feature, a fix, or just a better way of doing something, Aloware has listened and delivered. That willingness to innovate side by side is what made Aloware feel less like a vendor and more like part of the team.
What they love most
When asked about their favorite parts of Aloware, the answers came quickly. The HubSpot integration is the star; advisors can call and text students right inside the CRM, without switching systems. Click-to-dial is another simple but game-changing feature, making outreach seamless.
And for managers, the ability to manage teams and roles easily has been a huge win. No more calls ringing to the wrong person or long delays in updating the system. Combined with reliable syncing and a clean, user-friendly interface, the team finally feels like their tools are working with them, not against them.
Conclusion: From outages to innovation
The University of Advancing Technology turned an unreliable, outdated phone system into a modern, HubSpot-driven admissions engine with Aloware. The result is a faster, more reliable, and more efficient admissions process, and a partnership built on trust, innovation, and shared vision.
