Solutions
Education agency CRM for teams that share a student database.
CRM software for education agencies. One shared student database, a named owner for every student, and the whole agency's pipeline in one view.
Pilot with one counsellor on the free plan, then add the team.
What changes when a second counsellor joins
In short
One shared database every counsellor works in, with a named owner per student, roles that control who sees what, and a pipeline view nobody has to ask for.
Three problems that appear in week one
Nobody owns the student
Both counsellors assume the other is chasing the transcript.
Cover is impossible
Someone is ill in January and nobody can take their students. The context was never written down.
The director is blind
"How many applications are in preparation?" needs a meeting, not a filter.
One database, many counsellors
- 01
Roles that really restrict access
Owner holds billing and settings. Admin sees everyone's students. Counsellor sees their own. Viewer is read-only. Roles can change later. See team roles and permissions.
- 02
Assigned caseloads
Every student carries an assigned counsellor, and the dashboard filters to their students. One named owner is what makes chasing happen.
- 03
Shared pipelines
Students, sessions and applications move through drag-and-drop boards. Stage names are workspace settings, so everybody sees the same columns.
- 04
Applications across the team
Each application has its own stage, deadline, documents and owner. Filter to "in preparation, deadline inside six weeks" for the month's workload. See application tracking.
- 05
Tasks with one name on them
Every follow-up needs a date and one person. Tasks link to the student and land on the shared calendar.
- 06
Payments against the student
Payments sit on the student, not the counsellor, so whoever sees that family next knows the balance. Invoices and receipts are sent from the platform.
- 07
Isolation and audit
Each workspace is isolated, with an immutable audit log. Data sits in Google Cloud's europe-west1 region. See the security page.
Seeing how the agency is doing
Active students, upcoming sessions, follow-ups due, pending payments, open applications and a revenue chart, all live.
An overview, not a reporting suite. Premium includes data export for anything more. The two numbers worth watching are in how to build a student recruitment pipeline.
Onboarding a new counsellor
- Step 01
Add them as a counsellor
They see their own students and the shared boards. No settings, no billing.
- Step 02
Reassign owners, not students
Change the named owner. History, notes and applications stay put.
- Step 03
Point them at the weekly review
Overdue actions, students with no next action, deadlines inside six weeks.
The full four-week rollout is in the CRM implementation checklist.
- Premium, €49.99/month for up to 1499 students, plus €49.99 per extra team member.
- Free covers 10 students, enough to pilot with one counsellor.
- Business, €1,500 setup plus Premium, adds a custom website, lead capture form and professional email, set up by us.
Frequently asked questions
What is an education agency CRM?
Shared software where several counsellors work from one student database. Each student has a named owner, access is set by role, and the pipeline can be filtered without asking anyone.
How many team members can EduCRM support?
Team members are €49.99 each on Premium, which covers up to 1499 students. No fixed cap on counsellors.
Can a counsellor be limited to only their own students?
Yes. Each student carries an assigned counsellor, and the counsellor role is scoped to their own caseload.
Does EduCRM calculate university commissions?
No. It tracks the fees you invoice students and families. Commission owed to you by institutions is not a feature.
Pilot it with one counsellor
Run a real caseload free for a fortnight, then add the team.
Related pages
Student Recruitment
The funnel from first enquiry through counselling, application, offer and enrolment.
Educational Institutions
The admissions side of a school, college or training centre: enquiries, open days, applications, places, fees and follow-ups.
Team Roles & Permissions
Owner, admin, counsellor and viewer roles, with assigned caseloads and workspace isolation.
CRM Buyer's Guide
Features that matter, questions to ask vendors, and a checklist for comparing systems.