Use CRM for Student Recruitment

Use CRM for Student Recruitment

Track prospective students, manage leads, and convert inquiries to admissions.

Time: 5–10 minutes per lead Module: OpenEduCat CRM Enterprise Permissions: Admission Officer or CRM User

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Prerequisites

• CRM module enabled
• Admission workflow configured
• Lead sources defined
• Sales team configured
• Access to CRM menu

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Overview

The CRM Integration system enables:

• Prospective student tracking
• Inquiry management
• Lead nurturing campaigns
• Conversion to admission
• Communication history
• Pipeline visualization
• Marketing campaign tracking

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CRM Workflow

Lead Created (Inquiry)
        ↓
  Lead Qualified
        ↓
Opportunity Created
        ↓
Follow-up Activities
        ↓
Convert to Admission
        ↓
   Enrolled Student

Stage	Description
New	Fresh inquiry
Qualified	Interest verified
Proposition	Program presented
Negotiation	Fee discussion
Won	Converted to admission
Lost	Did not enroll

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Steps

1. Capture Student Inquiry

From Website:

• Inquiry form submissions auto-create leads

Manual Entry:

1. Navigate to CRM → Leads
2. Click New
3. Complete the lead form:

Field	Action
Lead Name	Inquiry subject/student name
Contact Name	Prospective student name
Email	Student email
Phone	Contact number
Program Interest	Course of interest
Source	How they heard about institution

4. Click Save

2. Qualify the Lead

Review and qualify:

1. Open lead record

2. Review inquiry details

3. Contact the prospect

4. Assess fit:

   • Academic eligibility
   • Program availability
   • Financial capacity

5. Click Convert to Opportunity if qualified

3. Manage Opportunity Pipeline

Track through stages:

1. Navigate to CRM → Pipeline

2. View Kanban board

3. Drag opportunities between stages:

   • New
   • Qualified
   • Proposition
   • Negotiation
   • Won/Lost

4. Click opportunity for details

4. Schedule Follow-up Activities

Create activities for follow-up:

1. Open opportunity
2. Click Schedule Activity
3. Configure:

Field	Action
Activity Type	Call/Meeting/Email
Due Date	When to follow up
Assigned To	Responsible person
Summary	Activity notes

4. Click Schedule

5. Log Communication

Record all interactions:

1. Open lead/opportunity

2. Click Log Note or Send Message

3. Document:

   • Calls made
   • Emails sent
   • Meetings held
   • Questions answered

4. Communication visible in chatter

6. Convert to Admission

When prospect decides to enroll:

1. Open won opportunity

2. Click Create Admission

3. System creates:

   • Admission application
   • Student record (if new)
   • Links CRM history

4. Continue admission workflow

7. Link Existing Students

For CRM-to-student linking:

1. Open student record
2. Navigate to CRM section
3. View linked:
   • Original lead
   • Opportunity history
   • Communication log

8. Campaign Management

Track marketing effectiveness:

1. Navigate to CRM → Campaigns

2. Create campaigns:

   • Open house events
   • Email campaigns
   • Social media
   • Referral programs

3. Tag leads with source campaign

4. Analyze conversion rates

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Field Reference

CRM Lead Extension (crm.lead)

Field	Technical Name	Type	Required	Description
Lead Name	name	Char	Yes	Lead title
Contact Name	contact_name	Char	No	Person name
Email	email_from	Char	No	Email address
Phone	phone	Char	No	Phone number
Stage	stage_id	Many2one	No	Pipeline stage
Source	source_id	Many2one	No	Lead source
Campaign	campaign_id	Many2one	No	Marketing campaign
Sales Team	team_id	Many2one	No	Assigned team

Student Extension (op.student)

Field	Technical Name	Type	Required	Description
Lead	lead_id	Many2one	No	Original CRM lead

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Pipeline Stages

Stage	Description	Probability
New	Just received	10%
Qualified	Interest confirmed	30%
Proposition	Program explained	50%
Negotiation	Fee/scholarship discussion	70%
Won	Converted to admission	100%
Lost	Did not convert	0%

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Views Available

View	Features
Kanban	Pipeline board
List	All leads/opportunities
Form	Full lead details
Calendar	Scheduled activities
Graph	Conversion analytics

CRM Dashboard

Managers see:

• Total leads
• Conversion rate
• Pipeline value
• Team performance

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Lead Sources

Configure lead sources:

Source	Description
Website	Online inquiry
Phone	Telephone inquiry
Walk-in	Campus visit
Referral	Student/parent referral
Event	Open house/fair
Social Media	Facebook/Instagram
Agent	Education consultant

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Troubleshooting

Issue	Cause	Solution
Lead not created	Form issue	Check inquiry form
Cannot convert	Opportunity not won	Mark as won first
Duplicate leads	Same person	Merge leads
Activities missing	Not scheduled	Create activities
Wrong stage	Not updated	Move in pipeline

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Best Practices

1. Quick response: Follow up leads within 24 hours
2. Complete data: Capture all contact details
3. Regular updates: Keep pipeline current
4. Activity logging: Document all interactions
5. Stage discipline: Move leads appropriately
6. Lost analysis: Track why leads don’t convert

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Security Notes

Role	Capabilities
CRM Manager	Full access, all leads
CRM User	Manage assigned leads
Admission Officer	Convert to admission
Marketing	Campaign management

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Integration Features

Admission Integration

• One-click admission creation
• Data transfer from lead
• History linkage

Email Integration

• Email tracking
• Template usage
• Automated sequences

Website Integration

• Inquiry form capture
• Automatic lead creation
• Source tracking

Event Integration

• Event registration leads
• Campus visit tracking
• Open house follow-up

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Reports

Report	Description
Lead Analysis	Sources and conversion
Pipeline	Opportunities by stage
Team Performance	Salesperson metrics
Campaign Effectiveness	ROI by campaign
Lost Reasons	Why leads didn’t convert

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Email Templates

Initial Response

Subject: Thank you for your interest in [Institution]

Dear [Contact Name],

Thank you for your interest in [Program Name] at [Institution].

I would be happy to provide more information and answer your questions.
Would you be available for a brief call this week?

Best regards,
[Admission Officer]

Follow-up

Subject: Following up on your inquiry

Dear [Contact Name],

I wanted to follow up on your interest in [Program Name].

Do you have any questions I can help answer?
We would love to welcome you for a campus visit.

Best regards,
[Admission Officer]

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Related Tasks

• Process Admissions
• Manage Student Records
• Configure Email