Development of a Custom Cloud-Based CRM for Educational Institutions

Educational institutions often face inefficiencies in managing student recruitment, admission tracking, and ongoing engagement. Existing systems lack integration, leading to fragmented data, delayed reporting, and difficulty in tracking the full constituent lifecycle. The challenge is to develop a reliable, scalable CRM platform that enhances activity-based selling, improves data control, and facilitates better interactions with prospective and current students, as well as alumni surveys.

A mid-sized educational organization or network seeking to streamline student recruitment, admissions, and relationship management processes through a tailored CRM platform.

• Create a new, robust version of the CRM platform with migration of all relevant historical data from previous systems.
• Design an intuitive, modern UI/UX tailored for educational staff and administrators.
• Implement advanced search capabilities to enable rapid access to student and prospect data.
• Integrate office document editing, collaboration, and autosaving functionalities.
• Develop customizable dashboards, reports, and visualizations for better data insights.
• Enable targeted automation sequences based on activity triggers or time schedules.
• Support seamless integration with other campus management tools and systems.
• Facilitate easy access to data on prospective students, current students, and alumni, improving relationship quality.
• Ensure the solution promotes internal collaboration, reduces operational costs, and maximizes revenue opportunities.

• Integration with office productivity tools to enable document editing and real-time collaboration across devices.
• Fast, scalable search powered by Elasticsearch to support multiple use cases including prospect searches, log analytics, and performance monitoring.
• An intuitive report builder with data visualization tools such as charts, maps, and tables for actionable insights.
• Business Steering Wheels or rule-based task management for process control and automation.
• Custom input fields for capturing comprehensive student and prospect data, including mandatory fields.
• Project and activity management dashboards for detailed view of projects and personal tasks.
• Seamless data migration tools to transfer legacy data into the new system.
• User-friendly CRM dashboard designed for ease of navigation for sales and administrative teams.
• Role-based access control to support data security and privacy requirements.
• Web deployment on standard IIS servers for accessibility and scalability.

• Office 365 for document collaboration and editing
• Campus management systems and other relevant educational software
• Email and communication platforms for alerts and messaging

• System must support scalable search indexing for thousands of user records with sub-second response times.
• Ensuring high data security and compliance with data privacy policies, especially for sensitive student information.
• System availability of 99.9% uptime for continuous operation.
• Responsive UI designed for multiple devices and browsers for optimal user experience.
• Efficient data migration process to minimize downtime and data loss.

The implementation of this tailored educational CRM is expected to significantly increase recruitment process efficiency, improve tracking and management of student lifecycle data, and foster stronger relationships with prospects, students, and alumni. Anticipated outcomes include reduced operational costs, enhanced marketing automation, faster access to critical data, and better decision-making capabilities. Overall, the system aims to deliver an improved, integrated view of client relationships, leading to increased enrollment rates and revenue growth.