Education and admissions
Education CRM for colleges, coaching institutes and admission teams
Every enquiry from ads, walk-ins and agents is counselled, tracked and followed up until the fee is paid. Counsellors get scripts and a document checklist instead of guesswork.
Your pipeline, ready on day one
These stages come with the template. Rename, add or remove any of them.
- Stage 1EnquiryA prospective student or parent enquires through an ad, website form, walk-in or agent.
- Stage 2CounselledA counsellor explains courses, fees and eligibility and records the student profile.
- Stage 3Demo/Campus visitThe student attends a demo class or visits the campus on a booked slot.
- Stage 4ApplicationThe application form is filled with course, qualification, marks and guardian details.
- Stage 5Documents verifiedMark sheets, ID and photos are collected and ticked off a checklist.
- Stage 6Fee paidThe admission fee or first instalment is paid through a link and receipted.
- Stage 7EnrolledThe student is placed in a batch and handed over to the academic team.
- Stage 8DroppedThe enquiry is closed with a reason such as fees, location or another institute.
What is a education and admissions CRM?
An education CRM tracks every prospective student from the first enquiry until the admission fee is paid and the seat is confirmed. In Gandiv, enquiries from Facebook ads, Justdial, your website and consultancy agents arrive in one queue and are shared between counsellors by round robin. Each profile carries the course, qualification, marks, entrance score, guardian contact and preferred intake. Counsellors follow a script, book demo classes or campus visits, collect documents against a checklist and send fee reminders. Management sees which source, counsellor and course turns enquiries into enrolments.
Why education and admissions teams need one
Problem
Enquiries from ads and agents are called days late.
With Gandiv
Every source lands in one queue and is shared across counsellors automatically, with a first-call timer.
Problem
The same student enquires through three sources.
With Gandiv
Duplicate detection by phone number merges them so two counsellors do not pitch the same family.
Problem
Parents are the decision makers but only the student is recorded.
With Gandiv
Guardian name, phone and occupation sit on the profile, so the call goes to the person who pays.
Problem
Documents arrive piecemeal and applications stall.
With Gandiv
A per-course checklist shows what is missing, and nudges go to the student and parent on WhatsApp.
Problem
Fee instalment dates are tracked in a notebook.
With Gandiv
Fee reminders go out before each due date with a payment link, and overdue students appear on a call list.
Problem
Consultancy agents claim admissions you cannot trace.
With Gandiv
Each agent has their own source tag, so leads and enrolments are credited from the record.
Key features
Counselling
Counsellor scripts that stay on message
Give every counsellor a short script for each course: the eligibility questions, fee structure and common objections. The script sits beside the call, and the answers fill the student profile as the conversation goes.
- Script per course and intake
- Answers write to profile fields
- Objection notes for coaching later
Script per course and intake
Answers write to profile fields
Objection notes for coaching later
Guardian details
Capture the parent, not just the student
Record guardian name, relation, phone and occupation next to the student. Callers can choose who to call, send fee details to the parent on WhatsApp, and log which family member raised which concern.
- Student and guardian on one profile
- Separate numbers with call preference
- Fee messages routed to the parent
Student and guardian on one profile
Separate numbers with call preference
Fee messages routed to the parent
Documents
Document tracker with a checklist per course
Define the documents each programme needs, such as mark sheets, transfer certificate, ID and photographs. Counsellors tick them off as received, and anything pending triggers a reminder so applications do not stall at the last step.
- Checklist per course or intake
- Pending documents shown on the lead
- Reminder on WhatsApp until complete
Checklist per course or intake
Pending documents shown on the lead
Reminder on WhatsApp until complete
Fees
Fee reminders and payment links
Set the fee plan against the admission, send payment links through Razorpay and remind students before each instalment. Receipts are logged on the profile, and unpaid accounts appear on a list for the accounts team.
- Instalment schedule on the profile
- Pay link on WhatsApp and SMS
- Overdue list by days and amount
Instalment schedule on the profile
Pay link on WhatsApp and SMS
Overdue list by days and amount
Allocation
Round robin by course, city or source
Share new enquiries across counsellors by course, city or lead source, skip those on leave and send a fallback to the manager if nobody acts. Counsellors always see their own queue sorted by what is due now.
- Round robin with leave skip
- Rules by course and city
- Escalation after a missed first call
Round robin with leave skip
Rules by course and city
Escalation after a missed first call
Agents
Track consultancies and agents separately
Overseas and local consultancies often send students in bulk. Give each partner a source tag and a login that shows only their referrals, so you see enrolments per partner and settle commissions from the record.
- Source tag per agent or consultancy
- Partner sees only own referrals
- Enrolments and fees by partner
Source tag per agent or consultancy
Partner sees only own referrals
Enrolments and fees by partner
What is inside the template
Everything below is created in your workspace when you pick this template.
| Fields | Course interested · Last qualification · Marks or percentage · Entrance score · Guardian name and phone · Preferred intake · Scholarship requested · Source or agent |
|---|---|
| Automations | Demo class reminder - 3 hours before · Document pending nudge - every 3 days · Fee instalment reminder T-5 on WhatsApp · Unattended enquiry alert to manager after 30 minutes · Dropped lead win-back after 60 days |
| Reports | Enquiry to enrolment funnel by source · Counsellor-wise conversion · Course-wise admissions vs target · Pending documents list · Fee collected vs due |
| Message templates | Course brochure and fee structure · Campus visit confirmation · Document checklist message · Fee payment link · Admission confirmation and next steps |
| Call script | Greet the student and parent, confirm the course and intake, then ask qualification and marks. Explain the fee, scholarships and batch timings, book a demo or campus visit, and list the documents they will need. |
Fields
Course interested · Last qualification · Marks or percentage · Entrance score · Guardian name and phone · Preferred intake · Scholarship requested · Source or agent
Automations
Demo class reminder - 3 hours before · Document pending nudge - every 3 days · Fee instalment reminder T-5 on WhatsApp · Unattended enquiry alert to manager after 30 minutes · Dropped lead win-back after 60 days
Reports
Enquiry to enrolment funnel by source · Counsellor-wise conversion · Course-wise admissions vs target · Pending documents list · Fee collected vs due
Message templates
Course brochure and fee structure · Campus visit confirmation · Document checklist message · Fee payment link · Admission confirmation and next steps
Call script
Greet the student and parent, confirm the course and intake, then ask qualification and marks. Explain the fee, scholarships and batch timings, book a demo or campus visit, and list the documents they will need.
By role
Director or admissions head
- Funnel by source, course and counsellor
- Seats filled against target
- Fees collected and pending
Counsellor
- Own queue with next call due
- Script and guardian details beside the call
- Demo and campus visit booking
Admission office
- Document checklist per applicant
- Fee receipts and instalments
- Batch allocation after enrolment
Integrations for this industry
Frequently asked questions
Can counsellors work from different campuses?
Yes. Assign leads by campus, city or course, and give each branch head a view of only their own counsellors and enquiries, while the director sees everything.
How is a duplicate student detected?
New enquiries are matched by phone number across all sources. A repeat enquiry is added to the existing profile as a new activity rather than creating a second lead.
Can parents pay fees through a link?
Yes. Payment links through Razorpay can be sent on WhatsApp or SMS, and the payment is recorded against the student once it succeeds.
Does it track exam results or run classes?
No. Gandiv covers enquiry to enrolment and fee follow-up. Timetables, attendance and results belong in your academic system, which can be linked by sheet export.
Can overseas education consultancies use it?
Yes. Add fields for destination country, intake, IELTS or test score and visa status, and track agent referrals and application stages for each student.
Start with the education and admissions template
Your pipeline, fields and messages are created for you. Change anything later.