How it works
- Step 01
Add the student
Type them in, import them from a spreadsheet, or let them fill in your registration form.
- Step 02
Write down every meeting
What you discussed, what happens next and when you meet again.
- Step 03
Keep everything on the student
Applications, documents, tasks and payments all attach to the same page.
- Step 04
Anyone on your team can pick it up
A colleague opens the student and knows where things stand.
What a student page holds
- Contact details, ID or passport number, and two parents or guardians. The person you call is often not the student.
- School: type of school, level, class, subjects and grades for each year.
- Plans: language certificates, the countries they want, the level and programme of study, and the start year.
- Personal details that make an application stand out: interests, hobbies, favourite subjects, siblings, parents' jobs, and how they heard about you.
- An action plan and notes, for meeting summaries and parent feedback.
The page fits the person. You mark someone as a school student, university student, worker or soldier, and only the fields that apply are shown, such as current job for someone changing career.
Meetings
Each meeting (a session) is saved on the student with its date, time, length, type, counsellor and notes. You choose the meeting types. The ready-made ones are first meeting, follow-up, career assessment and application review.
Two fields matter most: what happens next and the next meeting date. From that date, EduCRM builds a list of the students you need to contact again. A meeting can also have a reminder and go straight into the calendar.
Documents
Documents go into seven fixed folders: identity, diplomas, language certificates, transcripts, personal statement, offer letters and other. Everyone uses the same folders, so nothing goes missing in the week of a deadline.
Applications, tasks and payments
- Applications: every university application, with its stage and deadline. See application tracking.
- Tasks: to-dos with a priority, a reminder, a checklist and a repeat if you need one, linked to the student so they show on the calendar. A task can also have no date. On Premium you can add tasks by speaking.
- Payments: what you invoiced, what was paid and what is still owed, with invoices and receipts sent from EduCRM. See payments and invoicing.
Why one page beats five tools
| Spread across tools | On one student page |
|---|---|
| Notes in a notebook | Searchable, dated, readable by a colleague |
| Documents on a shared drive | Next to the application that needs them |
| Deadlines in a personal calendar | On the same calendar as your meetings |
| Payments in accounting software | Visible before the meeting, not at month end |
| Status in someone's head | A stage anyone can look up |
Who can see it
Your students sit in your own private account. Each team member has a role (owner, admin, counsellor or viewer), and no other company can see your data. It is stored in Google Cloud's europe-west1 region, in the EU. Details are on the security page.
Related pages
Frequently asked questions
How many students can EduCRM hold?
The free plan covers up to 10 students. Premium covers unlimited students for €49.99 per month.
Can several counsellors work on the same student?
Yes, in the same account, with what each person can see set by their role. One named counsellor per student still works better than shared responsibility.
Can student data be exported?
Yes, data export is included on Premium. Worth checking with any software before you commit, not after.