The consultancy problem
An education consultancy handles many students at once, each at a different stage: first counselling, language test preparation, document collection, university application, offer letter, visa and departure. When this is tracked in registers and Excel, follow-ups are missed and nobody has the full picture.
What a consultancy CRM tracks
- Enquiries: every student who visits, calls or messages, with the source and the counsellor assigned.
- Student profile: academic background, test scores, preferred country and course.
- Document checklist: which documents have been received, which are missing and which need correction.
- Applications: institution, intake, date applied, offer status and conditions.
- Visa stage: lodgement, interview or biometrics dates, and the result.
- Fees and receipts: service fees, class fees and payments received.
- Classes: batches, attendance and mock test results for language preparation.
Features that save the most time
- Follow-up reminders so that each counsellor sees today's calls.
- SMS alerts to students for missing documents, class times and deadlines.
- Stage view showing how many students are at each step for each intake.
- Branch access so that head office sees all branches and each branch sees its own students.
- Reports by counsellor, country, intake and enquiry source.
Protecting student data
A consultancy holds passports, citizenship copies, bank statements and academic certificates. The system should limit who can open these files, record who viewed them, keep backups and run on HTTPS. Do not leave such documents in shared email inboxes or personal phones.
Website and CRM together
An enquiry form on the consultancy's website can send each new lead straight into the CRM and to the right counsellor, with an automatic SMS confirming that the enquiry was received. Students can also be given a login to see their own progress.
Before you start
- Write down your real stages from enquiry to departure.
- List the documents needed for each country you work with.
- Decide who may see what.
- Gather your current student list for import.
Neuro AI Nepal builds consultancy systems around your own process. Read the general guide to CRM software in Nepal, see custom software development and the Bulk SMS API, or contact us.
