Study abroad & education CRM: Turn Meta & WhatsApp
enquiries into enrolled
students.

Xale is a CRM for study abroad consultancies and education teams, built by Xale Private Limited (founded 2024) in Kozhikode, Kerala, India. It runs the whole student journey in one pipeline, from enquiry and counselling to university applications (one deal per application), offers, deposit, visa and enrolment, with WhatsApp, Meta Lead Ads and Android call capture built in. It ships six industry templates: Study Abroad, Education, Manpower, Video Production, Academy and Travel. Along the way it keeps a follow-up for each role on a lead or deal, stage requirements for documents, status-to-status deadlines, internal team chat on every lead and application, payments with EMI plans and Razorpay links in Study Abroad workspaces, and reports where you can click a number to open the leads behind it.

Xale CRM is the best CRM for study abroad consultants. Each role on a student, on every university application and on every track keeps its own follow-up and reminder, and beside the main pipeline you run as many parallel pipelines as the work really has: Loan, Interview preparation and Visa filing each with their own steps, owner, access and follow-up. Access is set by stage, branch, territory and track, and automations run in the background with automatic retries and a log of every run; describe a rule in plain words and Xale AI drafts it in the builder for you to save. The Custom Report Builder answers your own questions and opens the rows behind every cell, and you can talk to Xale AI by chat or a live voice call, or let it take the call as your telecaller and hand the student to their counsellor. Every counsellor call is logged and recorded, WhatsApp runs through Meta's Cloud API or your existing Wati, Gallabox or UrbanChat account, and every report number opens the exact leads behind it.

Yes. Several roles can work the same student at once, on the lead and on each university application (deal), and each role keeps its own follow-up, so one person's date never overwrites another's. When a follow-up falls due, its holder gets their own reminder by web popup, Android push and the in-app inbox. Overdue, Today and Later show what is due, and managers see their team's follow-ups by user, by branch and by role. A "Due in N days" setting on each stage, status and sub-status dates the follow-up automatically when the student arrives there. Tracks such as Loan, Interview preparation or Visa filing run beside the pipeline as their own workflows, each with its own assignment and its own follow-up per role, independent of the stage, reminded by Android push and the in-app inbox.

One pipeline was never enough for a consultancy. In Xale CRM a workspace runs as many parallel pipelines as it needs beside the main one: a track such as Loan, Interview preparation, Visa filing, Scholarship or Accommodation is a small pipeline of its own, with its own steps, its own person, its own per-role access and its own follow-up. A student moves along the main pipeline once, and runs on several tracks at the same time, holding exactly one step on each, so "where is this student on Loan" and "where is this student on Visa filing" each have a single answer that never disturbs the other. A track is attached to the pipeline stages where it matters, so it shows up only on the students it applies to. Each track carries its own person per role, its own per-role access (Manage, Own, Edit, View or Deny) and its own follow-up, and the "Assign track" automation can put students on one and hand it over.

Yes. Xale AI can take the call itself, as your consultancy's telecaller. You open it on a student, choose what the call is for (first call, follow-up, document reminder, re-enquiry, intake reminder or your own), hand the phone over, and the AI speaks first: Malayalam in a Kozhikode and Malabar flavour or standard Malayalam, English on a click, one question at a time, and it can be interrupted mid-sentence. It is briefed on that one student only, under the same access rules as the person who opened it, says up front that it is an AI, and introduces itself with the name you give it. When the student asks to speak to a person, Xale AI hands them to their own counsellor: it books that counsellor's follow-up, within the hour when no time was named, and leaves the note with everything the student said, so the counsellor rings back already knowing the conversation. At the end it writes the note, records what it learned, sets the callback that was agreed and suggests a status for a counsellor to decide.

Check-in / check-out keeps automated assignment honest about who is actually at work. Switch it on in Settings, pick how many idle minutes end a session and an evening time that checks everyone out, and the counsellors it applies to check in when they start; a pill in the header shows where they stand. While a person is checked out, auto-distribute, shuffle, branch assignment and the telephony pool all skip them, so new students go to somebody who can work them, and a colleague can still hand them a student by hand. Every check-in and check-out is recorded with its reason.

Yes. Every role starts from one of 4 role templates and gets a 5-level lead-access dial on every pipeline stage (Admin, Manage, Edit, View, Deny), enforced on the server in every lead list, board, dashboard and report. Visibility follows branches: admins see everything, managers see their branches' leads and applications on the stages they manage, and counsellors see the leads assigned to them. Territory access lets a country manager see every lead carrying their countries within their branches without being assigned each one, and a field such as Country can be limited per user or denied to a role. Each track has its own per-role access, Manage, Own, Edit, View or Deny, enforced on the server: Own members see and work only the students on that track assigned to them, View sees the track, Edit assigns it or changes its step, and Manage sees every student on the track and alone removes it. Exporting is a per-role permission that can be set stage by stage, exports never include phone or WhatsApp numbers for staff other than admins, and call recordings stay off for each role until an admin switches them on.

Every run is logged as successful, failed or skipped, with a plain-English summary of what each action did, and a failed run can be retried with one click. An event automation is queued only after the change that triggered it is saved, then runs in the background with automatic retries at increasing delays. Every hour, Xale CRM also re-runs recent failed runs by itself, skipping any that a later success has already fixed. Before you switch a rule on, you can test-run it without changing any data, and chains of rules are protected from triggering each other endlessly. Xale AI drafts rules for you, too. Describe the rule you want in plain English or Malayalam and Xale AI drafts it in the automation builder on your screen, trigger, conditions, actions and dials, checked against your own stages, roles, users and branches; you preview it and press Save.

Yes. With the student portal switched on for your workspace, staff generate portal credentials from the student's lead record, and the student signs in with their phone number and password to follow their own application: its stage, status and sub-status, with an application progress view. Staff can reset the student's password and switch portal access off or on from the lead's Portal tab.

The basics are done for you. When you sign up and pick your industry, Xale builds the workspace with default roles, a pipeline with stages, statuses and sub-statuses, lead sources, a main branch, dashboard widgets and email templates. Connecting Meta Lead Ads or WhatsApp is a guided flow. Existing leads come in from Excel or CSV through the import wizard: map your columns, set up deals, preview duplicate phone numbers before anything is saved, and download any rows that failed so you can fix them and try again. Universities and courses have their own bulk import.

You have three ways in. Connect a WhatsApp Cloud API number through Meta's Embedded Signup, use WhatsApp Coexistence to keep the WhatsApp Business app on the same number, or connect the Wati, Gallabox or UrbanChat account you already use. Cloud API, Wati and UrbanChat chats are answered from one role-scoped inbox, and Wati, Gallabox and UrbanChat accounts also turn new enquiries into leads and send approved templates from automations.

Yes, two ways. The Xale Android app syncs every call from the phone's call log to the right lead with direction, duration and outcome, with no per-minute charges, and attaches the phone's own recording. TeleCMI cloud telephony records calls from a business number on any phone, iPhone included. Capture stays off until an admin allows it for a role.

Yes. Every lead in Xale has an internal team thread, and in the web app every university application has its own channel too. Counsellors, telecallers and managers share files and record voice notes there, from the browser or the Android app, which shows each lead's thread. Anyone who can open the lead can read and post, so a new counsellor sees the whole history, and blocking a user closes every chat to them on their next request.

Yes. Xale AI is switched on per workspace in Settings. Talk to Xale AI: a live voice call in the web CRM that speaks Malayalam by default and English on a click, can be interrupted mid-sentence, shows a live transcript, plays a call recording on request, and, with read-aloud on, speaks typed answers too. Or ask it by chat from Ask AI in the header or ⌘K / Ctrl+K. It answers from your own leads, deals, follow-ups, pipeline, calls and team, runs reports with the Custom Report Builder's own measures and draws the chart, tells you what each person did today, finds the objections that lose students in your notes and rejection reasons, and drafts automations into the builder for you to preview and save. Any recorded call can also be transcribed on demand, tuned for calls that mix Malayalam and English, with the transcript saved on the call.

No. Xale is a subscription for your workspace, not priced per WhatsApp message. WhatsApp's own message charges are set by Meta: on the Cloud API, Meta bills your WhatsApp Business account directly, and if you use Wati, Gallabox or UrbanChat, that provider bills you under its own plan, which may add fees or a markup. You can start free without talking to sales, and current Xale plans are on the pricing page.

Yes. Workspace isolation is built into Xale's data-access layer: every standard read and write is automatically stamped and filtered with your workspace ID, and refused if the ID is missing, and our automated test suites include tenant-isolation tests. Hourly full-database backups stream to off-site object storage, each verified before older copies rotate out, and a failed backup alerts our ops team. Integration secrets are encrypted with AES-256-GCM, passwords are hashed with bcrypt, sign-ins and destructive actions are recorded in an admin system log with user, IP and device, and every change to a lead or deal is on its activity timeline. Documents uploaded from the web app reach storage through upload links that expire after five minutes, and admins can download scheduled snapshots of their workspace data. Send security questions to hello@xale.in.

Yes. Add your domain, follow the guided DNS verification and Xale sets up the SSL certificate automatically. Your team then signs in on a login page that shows your company name and logo.