Admissions calling for schools, colleges and institutes
mCallz: Education CRM for Schools, Colleges and Coaching Institutes
An education CRM is software that keeps every student and parent enquiry, with its calls, remarks, callbacks and fees, in one record, so an admissions office can follow each enquiry until the student enrols. mCallz puts that record on the counsellor's phone: the dialer works through new enquiries, WhatsApp carries the brochure, and an alarm rings before each intake deadline.
- Auto-dial fresh enquiries from a web form, a sheet or an open-day list
- Send the prospectus and fee structure on WhatsApp in one tap
- See fees paid and due, and renew yearly courses on time
Calls go out on each phone's own SIM. Dialer, CRM and WhatsApp for ₹4,000 per user a year (₹333/month), down to ₹208/month for bigger teams. GST extra.
- Works on the SIM in each phone
- Android, iPhone and web
- Free trial at app.mcallz.com
The short answer
What is education CRM?
An education CRM records each student or parent enquiry with its calls, remarks, follow-ups and fees, so admissions staff can move every enquiry towards enrolment.
mCallz is an education CRM that runs on the phones admission counsellors already carry, with a web account for the office. Enquiries arrive through a website webhook, a scheduled check of a Google Sheet or REST API, or an Excel file, each tagged by source and holding the course of interest as a product. Counsellors work those lists with the auto dialer, and the remark saved after each call appears on screen the next time that parent or student rings. A follow-up takes one tap to set and rings like an alarm, which matters when an intake closes on a fixed date. Brochures and fee sheets go out as saved WhatsApp templates with the file attached. When a student enrols, the lead becomes a paid client with a course package, a record of fees paid and owed, and a renewal alert ahead of the end of a yearly course. The source for these capabilities is the app's feature list of 14 October 2026.
- Each enquiry keeps its course, source and last conversation in one record.
- Deadline callbacks ring as alarms instead of waiting in a notebook.
- Enrolment, fee balance and renewal date live on the same student record.
Benefits
Education CRM benefits for admission teams
Same-day first calls
Form and sheet enquiries drop straight into a counsellor's queue, so a family hears back while they are still deciding.
Context on every return call
The last remark appears when a parent rings back, so nobody asks about the course or the budget a second time.
Callbacks timed to deadlines
A follow-up set for the week before a batch starts or an intake closes rings on the counsellor's phone at that hour.
Brochures ready to send
The prospectus, fee structure and timetable sit as WhatsApp templates with the file already attached.
Fees and renewals in view
Every enrolment shows what was paid and what is due, and yearly courses raise a reminder before they run out.
Office attendance included
Counsellors and front-desk staff punch in with a live selfie on campus, under hours and rules set per branch.
Admissions workflow
Admission CRM workflow: from first enquiry to enrolled student
An admissions office repeats the same five moves for every enquiry. Here is where each one happens in mCallz.
Capture the enquiry
Website forms post to a webhook on the web CRM, social ad forms fill a Google Sheet that is checked on a schedule, and open-day sign-up sheets come in as Excel or CSV files.
Share it out
Webhook and live sheet enquiries can be dealt round-robin across counsellors, or a coordinator assigns them by course, campus or region.
Make the first call
Each counsellor runs the auto dialer on their pending queue, and an enquiry that does not pick up is tried again up to three times.
Record what the family said
The after-call sheet stores a status such as "Campus visit booked", a remark and the next follow-up in two taps.
Enrol the student
A single tap converts the lead to a paid client, with the course as a package and the first instalment entered as paid.
Student leads
Student lead management: courses, sources and family remarks
One education enquiry often involves two people. A parent fills in the form, the student asks the questions, and either of them may ring back next week. mCallz keeps a single lead record with custom fields for whatever your office tracks, such as the parent's name, the student's current class, the preferred intake or campus. Voice input lets a counsellor dictate those details during a crowded open day.
The course is attached as a product from a searchable picker, so a coordinator can filter every enquiry for the accounting diploma, the weekend batch or the exam-preparation course and see each status at a glance. Source tags such as Website, Facebook, Instagram, Walk-in and Referral, plus tags you invent like "Open day" or "School visit", show which channel actually fills seats.
Remarks stay with the record. When the mother who asked about hostel rooms calls again, the caller card shows her name, the lead status and that remark before anyone answers, even over a locked screen. Bulk edit can tag a whole filtered list, for example every enquiry for the January batch, in a single step, and enquiries that go cold collect in a lost leads list for the next intake.
Education CRM software for brochures, fee details and reminders on WhatsApp
Families nearly always want something to read after the call: the prospectus, the fee structure, the batch timetable. In mCallz these are saved message templates carrying a PDF, image, video or audio attachment, so a counsellor sends the right one in a tap from the lead record, even while the call is still open.
Automatic messages handle the routine replies. A missed call can trigger a WhatsApp reply listing the courses on offer, and a change of status (for example to "Fee pending") can send a message of its own. Quiet hours keep messages away from families late at night, and a cooldown per number stops the same parent receiving two replies in a row.
For a bigger push, such as an early-bird fee deadline, bulk WhatsApp reaches a filtered list with variables like {name} and {interest}, and the campaign report shows who received, read or replied. A day-by-day follow-up series can stay in touch with undecided families and stops as soon as a counsellor takes over the conversation.
Fees and renewals
CRM for coaching institute fees, course renewals and staff attendance
After enrolment the same record keeps working. These tools cover the money side and the people who run the office.
- A course catalogue and a package catalogue (monthly, yearly or custom), with new courses added on the fly
- Paid and due amounts on every enrolment, so an instalment balance is visible before the next call
- Each enrolment saved as its own sale, so a student who adds a crash course later keeps both records
- Filters for packages that end today or within the next 7 days
- Renewal reminders before a yearly course ends, where Renew continues from the date the current course ends
- Revenue cards for today, this week, this month and this year
- Staff attendance with a live selfie and a campus geofence, with hours, days off and a late cut-off set per branch
- A web attendance report for any branch and date range, exported to Excel
At a glance
Education CRM daily workflow in an admissions office
| Moment | What the team does | What mCallz does |
|---|---|---|
| 8:30 am | Counsellors and front-desk staff arrive on campus | Selfie punch-in inside the campus geofence, checked against branch hours |
| 9:00 am | Overnight web and social enquiries need a first call | Sheets and webhooks have already added them as leads; the auto dialer works through each queue |
| During a call | A parent asks about fees and the timetable | The fee sheet goes out as a WhatsApp template with the file attached |
| After the call | The counsellor notes interest and promises a callback | Status, remark and a follow-up alarm saved in two taps |
| Lunch hour | A student rings back while the desk is empty | An automatic WhatsApp reply with the course list follows the missed call |
| Days before the deadline | Undecided families need a final nudge | A filtered bulk WhatsApp using {name}, then the day's follow-ups dialled as one session |
| Fee day | A student pays the second instalment | Paid and due amounts update on the enrolment record |
| End of a yearly course | Students should re-enrol for the next level | Renewal reminders and the "expiring in 7 days" filter list who to call |
Honest limits
Education CRM limits: what mCallz leaves to school management software
mCallz covers the calling, messaging and fee follow-up side of admissions. These jobs need different software:
- Student records, timetables and exam results. mCallz is not a school management or student information system; marks, class schedules and report cards stay in the tools you use now.
- Learner attendance in class. Selfie attendance is for staff punching in at a branch, not for taking a register of students.
- Online fee payment and receipts. The app records paid and due amounts, but its feature list has no payment gateway or receipt printing.
- Email journeys and an inbound admissions hotline. Messaging runs on WhatsApp rather than email, and an IVR menu, virtual number or call queue for an admissions hotline is planned, not shipped.
- Calling bought lists of families. Contacting parents or students who never enquired can break marketing and data protection rules in many countries, so stick to people who asked to hear from you. Treat this as general information, not legal advice.
Worked example
Education CRM example: a Kumasi diploma college during intake season
A private diploma college in Kumasi, Ghana. The business is an illustration, not a named customer.
The college runs one-year diploma courses in accounting, IT support, fashion design and catering, with a September intake that closes on a fixed date. Across a ten-week season it receives about 800 enquiries from four places: its website form, a Google Sheet fed by social media ads, an open-day sign-up list and referrals from current students.
The website form posts to a webhook and is shared round-robin across the five counsellors, while the ad sheet is checked on a schedule. Every lead carries its course as a product and a custom field for the intake. Counsellors dial their queues each morning, send the fee structure as a WhatsApp template while the parent is still on the line, and set a follow-up alarm for families who want to talk it over at home first.
In the last fortnight before the deadline, the head of admissions filters every undecided September enquiry, sends one bulk WhatsApp reminder, and the counsellors auto-dial the follow-ups due each day. Enrolled students become paid clients on a yearly package with fees paid and due, so the bursar can see who still owes the second instalment.
Ten months later, renewal reminders tell the team which graduates to call about the advanced diploma. The two front-desk staff use mCallz mostly for selfie attendance and for answering return calls with the caller card on screen. All figures are round numbers chosen for the illustration.
Price
Education CRM price per counsellor
Billed yearly, per user, GST extra. Every user on a team pays that team's band price, so 12 users pay ₹3,000 each. See full plan details, or ask us on WhatsApp.
Questions
Education CRM FAQ
Which education CRM suits admission teams that call from mobile phones?
mCallz fits them well, because counsellors dial, message and record each enquiry on the phone and SIM they already use. The office gets team call logs, fee balances and staff attendance in the same web account.
Is mCallz an education CRM?
Yes. mCallz is an education CRM that handles the admissions conversation: enquiry capture, counsellor calling, WhatsApp brochures, follow-up alarms and fee tracking after enrolment. It does not replace school management software for timetables or exam results.
How much does an education CRM cost with mCallz?
Billing is yearly, per counsellor, and the rate falls as the admissions team grows: ₹4,000 each (US$44.08) for one to four users, ₹3,500 from five, ₹3,000 from ten and ₹2,500 for a team of 20. Colleges with more staff than that get a custom quote, and GST is added.
What does CRM stand for in education?
It stands for customer relationship management. Within schools and colleges the "customers" are prospective students and their parents, so the CRM follows every enquiry, call and decision until the student enrols or drops out.
What is a higher education CRM?
It is a CRM that colleges and universities use to manage applicants from first enquiry to registration. Large universities often need application portals and email journeys as well; smaller colleges whose admissions happen by phone and WhatsApp can run the same pipeline in mCallz.
What is admission CRM?
Admission CRM is software that lets an admissions office capture enquiries, assign them to counsellors, log every call and follow up until the seat is filled. It is the enquiry-to-enrolment part of a wider education CRM.
What is school CRM?
A school CRM manages relationships with prospective parents: enquiries, campus visits, callbacks and admission decisions. In mCallz a school tracks each family as a lead, with the class applied for in a custom field and the visit date as a reminder.
Is there a free education CRM?
mCallz offers a free trial, so an admissions team can import real enquiries and run calling sessions before paying. After the trial, a small office pays about ₹333 per counsellor a month, billed yearly, and larger teams pay less per head, with GST on top.
Is there a CRM for coaching institutes?
Yes. Coaching and tuition centres use mCallz to call batch enquiries, send fee details on WhatsApp and set follow-ups before a batch starts. Monthly or yearly course packages, fees paid and due, and renewal reminders cover students who continue to the next level.
How does an education CRM help with student lead management?
It keeps every student lead in one list you can filter by course, source, status and intake. In mCallz each lead also holds its remarks, call history and reminders, and enquiries nobody has reached yet can be dialled again as one session.
Is there a CRM for education consultants?
mCallz works for study-abroad and admissions consultants who advise students by phone and WhatsApp. Destination, intake and budget fit into custom fields, and each signed student becomes a paid client with the service package and any amount still due.
Can an education CRM track fee instalments?
Yes, as amounts. mCallz shows paid and due figures on every enrolment, so the balance is visible before the next call. It does not collect money itself, so fees are still received through your bank, cash desk or payment provider.
Can I send the prospectus to a parent on WhatsApp during the call?
Yes. Save the prospectus as a message template with the PDF attached, then send it in one tap from the lead record while you are still talking. The parent has it before the call ends.
Does mCallz track student attendance?
No. Attendance in mCallz is for staff, who check in with a live selfie taken within the branch geofence. Class registers and learner attendance belong in your school management system.
Can counsellors get a reminder before a batch starts?
Yes. Pick a custom date a few days before the batch and the follow-up rings like an alarm on the counsellor's phone, with the family's history one tap away. An attached WhatsApp message reaches the parent at the same moment.
Run your next intake on an education CRM
Import this week's enquiries, call the first ten families, and let the alarms keep every promised callback on time until the deadline.