Solutions
Educational institution CRM for the admissions side of a school.
Admissions software for schools, colleges and training centres. Every enquiry, open day, application and fee in one place, from first contact to a confirmed place.
Free for up to 10 students. No card required.
What an institution needs a CRM to do
A different job from the one your student information system does.
In short
It manages the people who are not students yet: every enquiry, the family behind it, the conversations, the application and its documents, the deadlines and the fees.
Your student information system takes over the day someone enrols. It was never built to hold three hundred half-finished conversations about next September. That gap is where an intake leaks.
Institutions that recruit, not only enrol
Always the same shape: an intake with a deadline, a decision at the end, more enquiries than one person can hold.
Private and independent schools
Parent enquiries, open days, paperwork, an assessment date and a decision, every year against a fixed September.
Language schools
Short courses, rolling intakes, enquiries that convert or go cold inside a fortnight.
Colleges and training centres
Several programmes admitting at once from one enquiry pool, each with its own capacity and closing date.
Vocational and professional academies
Adult learners paying in instalments, where money is part of the admissions conversation.
University international offices
Applicants from abroad, with documents in the wrong format and a visa clock running.
Tutoring and exam-prep centres
A parent-facing pipeline where selling, scheduling and invoicing are one relationship.
Read moreOne admissions year, in one system
In the order it actually happens.
- 01
Enquiries land in one place
A website form, a phone call, a WhatsApp message, a name written at a fair. What you lose is the three days before someone decides whose it is. A registration form on your own subdomain puts it straight into the system.
- 02
Open days and taster sessions
Sign-ups come through the same form, attendance is logged as a session, and the follow-up is a dated task with one name.
- 03
The family, not just the applicant
For a school the decision-maker is a parent; for an adult programme, often an employer. Every conversation is logged with its date and what was agreed, so whoever answers the phone next has the thread.
- 04
Applications, one per programme
A family applying to two programmes is not one status. Each application is its own record with its stage, deadline, documents and owner.
- 05
Documents that arrive in the wrong order
School reports, references, ID, medical forms, proof of address. All upload under fixed categories, so nothing lives only in an archived email.
- 06
Assessments, interviews and closing dates
Entrance tests, interview slots, taster days and the registration deadline share one calendar with every follow-up, with reminders and two-way Google Calendar sync.
- 07
Registration fees and deposits
Invoiced, paid and outstanding, per family, with numbered invoices and receipts as PDFs.
- 08
The decision, and the ones you turn down
Offers, acceptances and rejections are stages, not deletions. An applicant who says no this year is a record you still hold next year.
Who sees what
More people sit near the process than in a consultancy: a registrar, a receptionist, a head of admissions, a bursar. Roles let you share the register without sharing everything.
| Role | Who it usually is | What they can do |
|---|---|---|
| Owner | Principal or director | Everything, including billing and settings. |
| Admin | Head of admissions or registrar | Every applicant, every programme. |
| Counsellor | Admissions officer, programme lead | Their own applicants. |
| Viewer | Receptionist, bursar, governor | Read-only. |
Every applicant has one named owner. That is what decides whether follow-ups happen. See team roles and permissions and the security page.
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
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.
- 03
There is no family login
Parents and applicants are contacted from the platform. There is no family portal.
- 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.
Starting mid-year, which is when everyone starts
- 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 an institution
- Free, up to 10 students. Enough to pilot one programme's intake. No card.
- Premium, €49.99/month, up to 1499 students, plus registration forms, voice tasks, custom branding and data export. Extra staff accounts €49.99 each. 14-day trial.
- Business, €1,500 setup plus Premium. Done for you: custom website, lead capture form and professional email.
Data sits in Google Cloud's europe-west1 region. Sub-processors and retention are on the security page.
Frequently asked questions
What is a CRM for educational institutions?
Software that manages everyone you are talking to before they enrol: enquiries, open-day sign-ups, the family behind each applicant, applications with their own stages and deadlines, documents, fees and follow-ups. A student information system is not built for that.
Is EduCRM a student information system or a school management system?
No. No timetabling, gradebook, attendance register or learning management. It covers admissions, and runs alongside the system holding your enrolled students.
Can different programmes or year groups be admitted separately?
Yes. Each application is its own record with its programme, stage, deadline, documents and owner, so several intakes run at once from one enquiry pool.
Can parents or applicants log in to check their status?
No. There is no family portal. Applicants and parents are contacted by email from the platform, and what was said stays on their file.
How many staff can use it?
€49.99 each on Premium, with owner, admin, counsellor and viewer roles. The plan covers up to 1499 students, with no fixed cap on staff.
Where is applicant data stored?
In Google Cloud's europe-west1 region, with TLS 1.2 or higher in transit and each workspace isolated. Full detail on the security page.
See it against a real intake
The live software with sample applicants, applications and fees. No account, no card, resets every 24 hours.
Related pages
Student Recruitment
The funnel from first enquiry through counselling, application, offer and enrolment.
Registration Forms
A branded sign-up page on your own subdomain, feeding enquiries straight into your CRM.
Application Tracking
Every application with its stage, deadline, documents and owner, on one board.
CRM Buyer's Guide
Features that matter, questions to ask vendors, and a checklist for comparing systems.