Solutions
The educational CRM for consultants, agencies and schools.
Education CRM software with one record per student: enquiries, sessions, university applications, documents, deadlines, payments and invoices. Built for education, not adapted from a sales tool.
Free for up to 10 students. No card required.
What is an educational CRM?
The same three letters as a sales CRM. A different job.
In short
An educational CRM is software that manages the relationship with a student from first enquiry to enrolment: the contact, the family, the sessions, each application with its stage and deadline, the documents, the fees and the follow-ups. Consultants, agencies and admissions teams use one instead of a spreadsheet and an inbox.
A sales CRM has one deal per contact. A student has several applications at once, each with its own university, deadline and documents, a parent who pays, and fees paid in instalments. Rebuilding that in a sales tool is a configuration project. An education CRM starts there.
It is also not a student information system or a learning platform. Those hold enrolled students. An educational CRM holds the people who are not students yet, and hands over on the day they are.
Five kinds of education team, one shape of problem
More enquiries than one person can hold, a deadline on every one, and a decision at the end. Pick the page closest to your work.
Educational consultants
One consultant, a caseload of students and their families, and every university application in one place.
Read moreStudy abroad consultants
Students applying to several countries at once, each with different documents, deadlines and fees.
Read moreEducation agencies
Several counsellors, one shared student database, and the whole pipeline in one view.
Read moreSchools, colleges and training centres
The admissions side: enquiries, open days, applications, places and fees, alongside the system that holds enrolled students.
Read moreStudent recruitment teams
The funnel from first enquiry through counselling, application, offer and enrolment, and where it leaks.
Read moreSeven things an education CRM must cover
In the order a student meets them.
- 01
Capture every enquiry
A website form, a call, a message, a name from a fair. A registration form on your own subdomain puts each one straight into the system, dated and owned by one person.
- 02
One record per student
Profile, parent or guardian contacts, sessions, applications, documents, payments and notes on one student file. Whoever picks up the phone has the whole thread.
- 03
Applications, each with its own stage
A student applying to four universities is four records, each with its university, stage, deadline, documents and owner, on one application board. Stages are yours to name.
- 04
Sessions, follow-ups and deadlines together
Counselling sessions, tasks and application deadlines share one calendar, with reminders and two-way Google Calendar sync.
- 05
Documents where they can be found
Transcripts, references, passports, test scores and personal statements upload under fixed categories on the student file, not in an archived email.
- 06
Fees, invoices and receipts
What each student owes and has paid, including instalments, with numbered invoices and receipts as PDFs.
- 07
A team that sees the right things
Owner, admin, counsellor and viewer roles. Each counsellor works their own caseload; the owner sees the whole agency.
Education CRM or a general CRM with an education layer?
Both are real options. They suit different teams.
Salesforce Education Cloud, Zoho CRM for education and HubSpot are general CRMs with an education vertical on top. They fit a university with an IT team and a budget for configuration. EduCRM is built only for education and is running the day you sign up.
| General CRM, configured for education | EduCRM | |
|---|---|---|
| Data model | One deal per contact, adapted | Many applications per student, built in |
| Family contacts | Extra objects or custom fields | Parent and guardian contacts on the student file |
| Setup | A configuration project, often with a partner | Name your stages in settings and start |
| Pricing | Per user, per month, in tiers | Free to 10 students; Premium €49.99/month to 1499 |
| Languages | Depends on the edition | Twelve, in the software and on this site |
| Best for | Universities with IT and integration needs | Consultants, agencies and admissions teams |
The CRM buyer's guide has the questions to ask any vendor, and CRM vs spreadsheets covers whether you need one yet.
What this is not
A page that claims everything is worth nothing when you are comparing.
Four things EduCRM does not do.
- 01
Not a student information system
No timetabling, gradebook, attendance register or report cards. Run it alongside the system holding your enrolled students, and hand over at enrolment.
- 02
No LMS or SIS connector
Google Calendar syncs both ways. Everything else moves by import and the Premium data export.
- 03
It does not take payments online
Fees, invoices and receipts are tracked and generated here. The money still moves through your bank or payment provider.
- 04
Not a reporting suite
The dashboard answers the live questions, plus a revenue chart. Anything more is built outside, from the Premium data export.
Moving off the spreadsheet
- Step 01
Bring in the list you have
Upload the office enquiry spreadsheet. The column mapping is proposed for you and checked for duplicates before anything is written.
- Step 02
Name your own stages
Stages, pipeline, session types and payment methods are all settings. Use the words people already say in the office.
- Step 03
Put the form on the website
From that day every enquiry arrives typed, dated and owned.
- Step 04
Run one intake before moving the rest
One programme, or one year group, for a term. See the CRM implementation checklist.
What it costs
- Free, up to 10 students. Sessions, calendar, applications, payments and invoicing. No card.
- Premium, €49.99/month, up to 1499 students, plus registration forms, voice tasks, custom branding and data export. Extra team members €49.99 each. 14-day trial.
- Business. Done for you: custom website, lead capture form and professional email on your own domain, plus Premium. Get in touch for a quote.
Data sits in Google Cloud's europe-west1 region. Sub-processors and retention are on the security page.
Frequently asked questions
What is an educational CRM?
Software that manages the relationship with a student from first enquiry to enrolment: contact details, the family, sessions, each application with its own stage and deadline, documents, fees and follow-ups. It replaces the spreadsheet and inbox a consultancy or admissions office otherwise runs on.
What is the difference between an education CRM and a student information system?
A CRM holds the people who are not students yet and everything said to them. A student information system holds enrolled students: timetables, grades, attendance. EduCRM is the first kind and hands over at enrolment.
Which CRM is best for an educational institute?
It depends on size. A university with an IT team and integration needs usually picks a general CRM with an education layer, such as Salesforce or Zoho. A consultancy, agency or admissions office without that team is better served by a CRM built for education that runs the day it is set up.
Is there a free educational CRM?
Yes. EduCRM is free for up to 10 students, with sessions, calendar, applications, payments and invoicing. Premium is €49.99 a month for up to 1499 students, with a 14-day free trial.
Does EduCRM integrate with an LMS or student information system?
No. It syncs both ways with Google Calendar, imports students from a spreadsheet, and exports data on Premium. There is no LMS or SIS connector.
Can several counsellors share one educational CRM?
Yes. Owner, admin, counsellor and viewer roles, with each counsellor assigned their own students. Extra team members are €49.99 each on Premium.
Where is student data stored?
In Google Cloud's europe-west1 region, with TLS 1.2 or higher in transit. Full detail on the security page.
See it with a real caseload
The live software with sample students and applications. No account, no card, resets every 24 hours.
Related pages
Study Abroad Consultants
Enquiries, counselling, shortlists, applications and visa paperwork for students going overseas.
Education Agencies
One shared student database, a caseload per counsellor, and the whole agency's pipeline in one view.
Educational Institutions
The admissions side of a school, college or training centre: enquiries, open days, applications, places, fees and follow-ups.
Student Recruitment
The funnel from first enquiry through counselling, application, offer and enrolment.
Let's talk
Have questions about our services or want to discuss a project? Send us a message and we'll get back to you within 24 hours.