Solutions
Student recruitment CRM, from first enquiry to enrolment.
CRM software for student recruitment. Every prospective student tracked from first enquiry to enrolment, with one owner and one dated next action each.
Free for up to 10 students. No card required.
What a student recruitment CRM is for
Not forecasting. Making inactivity visible.
In short
It tracks each student through a set sequence (enquiry, qualified, counselling, applying, offer, enrolled) with one owner and one dated next action each. A student who stops moving shows up instead of going cold.
Students rarely say no. They go quiet, and a quiet student looks exactly like a busy one unless the system tells them apart.
Six stages, each with an entry condition
Six or fewer. Every stage is a decision someone makes.
- 01
Enquiry
Contact made, from any channel. Everything lands in one place.
- 02
Qualified
You know their year group, target countries and timeline. Entry condition: a real conversation has happened.
- 03
Counselling
Sessions running, a shortlist forming. The longest stage, and where students stall.
- 04
Applying
At least one application in preparation or submitted. The detail now lives on the applications.
- 05
Offer
At least one offer. Deposits, acceptance deadlines and visa steps start here, as dated tasks.
- 06
Enrolled
Placed. The number that tells you whether the year worked.
Where students are actually lost
Two gaps cause most losses. Both are structural.
Enquiry to qualified
Enquiries arrive on four or five channels and get answered when someone notices. A message left three days is usually lost. The family has already spoken to someone else. Two fixes: one place where everything lands, and a stated response time.
Counselling to applying
Quieter. A student in counselling with no booked session and no application has effectively left. Fix it with a rule: three weeks without a session gets flagged.
What keeps students moving
- 01
Capture enquiries without re-typing
Copying a name from a message into a database eventually stops happening, usually in your busiest week. A hosted registration form collects year group, target countries and timeline up front. Even unfinished forms notify you.
- 02
Qualify with four questions
What year are they in, where do they want to go, when do they need decisions, and who pays. The profile has a field for each.
- 03
Never end a session without a dated action
"Send Nikos the TU Delft document list, Tuesday", not "follow up soon". Every session records a next date, and the dashboard turns those into a follow-ups list. See how to organize student follow-ups.
- 04
Hand over to the applications
Once a student is applying, the applications carry the detail, each with its own stage, deadline and documents.
- 05
Manage the offer stage
The stage most consultancies under-manage. An offer creates dated obligations: accept by, deposit by, accommodation, visa appointment. Those are tasks, not stages. Students are lost here too, to a deadline nobody watched.
The two numbers worth watching
| Measure | What it tells you |
|---|---|
| Enquiry to qualified rate | Whether your marketing brings in families you can help. |
| Days from enquiry to first application | Whether counselling is congested. It moves before revenue. |
Both beat a raw enquiry count, which measures how loud last month's marketing was. Premium includes data export for anything more.
Frequently asked questions
What is a student recruitment CRM?
Software that tracks students from first enquiry to enrolment, with a named owner and a dated next action for each. Its job is to make stalled students visible before they go cold.
How many pipeline stages should we use?
Six or fewer. Each stage is a decision someone makes every time they touch a record. Add one per document and you get a board nobody updates. Stages are configurable in Settings.
Does EduCRM capture enquiries from Instagram and WhatsApp?
Not directly. Share your registration form link instead (QR code, WhatsApp, Instagram bio) so submissions arrive without re-typing.
Put the funnel on one board
Open the demo and drag students between stages with sample data.
Related pages
Educational Institutions
The admissions side of a school, college or training centre: enquiries, open days, applications, places, fees and follow-ups.
Education Agencies
One shared student database, a caseload per counsellor, and the whole agency's pipeline in one view.
Registration Forms
A branded sign-up page on your own subdomain, feeding enquiries straight into your CRM.
CRM Buyer's Guide
Features that matter, questions to ask vendors, and a checklist for comparing systems.