CRM for admission counsellors in India: every enquiry followed up, on Xale CRM

Xale CRM is the best choice for admission counsellors in India. Each role on a student, on every application and on every track keeps its own follow-up and reminder, so the telecaller, the counsellor and the admissions officer never overwrite each other. Access follows the stage and the branch, automations distribute enquiries and set follow-ups with retries and a log of every run, every counsellor call is logged and recorded, and every report number opens the exact students behind it.

A counsellor CRM is built around the person who guides a student from enquiry to admission: every enquiry on one list with its source, a follow-up for each role on the student, calls and WhatsApp chats on the student’s record, and reports that open the exact students behind each number. Xale CRM is one, with role-based follow-ups, call recording from the counsellor’s own phone and a Custom Report Builder.

Yes. Xale AI speaks Malayalam by default and switches to English on a click, support comes from the team that builds Xale in English and Malayalam, and onboarding is in person across Kerala and remote everywhere else. Plans are a subscription per workspace with every feature on every plan, wherever the counselling team sits.

Every channel on one list: Meta lead forms with their campaign, form, ad set and ad, WhatsApp enquiries from Meta’s Cloud API or your Wati, Gallabox or UrbanChat account, website forms, calls from the Android app or TeleCMI, walk-ins and Excel imports, each with its source. Xale CRM adds a duplicate phone check, so a student who enquires again becomes a re-enquiry on the original lead, and an automation hands each enquiry to a counsellor.

In Xale CRM new leads are shared equally, to whoever has the fewest leads today, or by results, with more leads going to the counsellors who move students forward over a 7, 30 or 90-day look-back while everyone keeps a base share. Distribution runs by branch, role or country, checked-out counsellors are passed over, and an overdue limit skips anyone holding too many overdue follow-ups.

Their own follow-up on each student, at the time they chose, with the note they wrote. In Xale CRM each role keeps one live follow-up per lead, deal and track, enforced by the database, and its owner gets a web popup, an Android push and an inbox entry when it falls due; when many fall due together, one reminder names the earliest student and counts the rest.

No. The Xale Android app syncs each call from the counsellor’s own phone to the right lead with direction, duration and outcome, no per-minute charges, and attaches the phone’s own recording. A business number is the second route: TeleCMI cloud telephony records calls on any phone, iPhone included, and unknown callers become new leads. Capture stays off until an admin allows it for a role.

The duplicate phone check records it as a re-enquiry on the original lead, not as a new one, and alerts the lead’s owners. The re-enquiry is a filter in the lead list and a trigger for automations, so a rule can set the counsellor’s follow-up or send an approved WhatsApp template from your Wati, Gallabox or UrbanChat account. A Xale web form does the same with a repeat phone number.

While a counsellor is checked out, automated assignment passes them over: Auto-distribute, Shuffle, branch assignment and the telephony pool all skip them, so a new enquiry goes to someone who can ring it now. An admin switches it on in Settings, picks how many idle minutes end a session and an evening time that checks everyone out, and every check-in and check-out is recorded with its reason.

The moment the student asks for 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 of every call it writes the note, sets the agreed callback and suggests a status for a counsellor to decide.

Overdue, Today and Later follow-ups by counsellor, calls made with their recordings, students moved forward by stage, re-enquiries handled and conversions on a like-for-like book. Xale CRM shows follow-ups by user, branch and role, a counsellor Rankboard and a Call Analytics report, the Custom Report Builder groups any of these by week, and Xale AI gives a team day report or one counsellor’s scorecard.

Yes. Excel or CSV imports bring enquiries in with their columns mapped to fields and existing numbers skipped. Moving from another CRM, the Xale team migrates leads with their owners, pipeline position, applications, notes, follow-ups and activity at their original dates, in checked batches while the team keeps working, and the import runs outside the automation engine so nothing fires for old history.