Xale

Study Abroad template

Study abroad CRM, from first enquiry to enrolment.

Pick Study Abroad at signup and your workspace starts with a ready pipeline (Inquiry, Qualify, Application, Deposit, Visa, Enrolled), counsellor and telecaller roles, and one deal per university application. Rename or extend any of it.

Updated September 2026 · By the Xale team

What the study abroad template includes

6

stages in the ready pipeline, from Inquiry to Enrolled

1

deal per university application, each with its own stage and owner

5

levels of lead access you can set on each stage, role by role

Go deeper

The study abroad pipeline

The pipeline a new Study Abroad workspace starts with. Every stage, status and sub-status can be renamed, reordered or extended.

  1. Inquiry

    Leads arrive from Meta Lead Ads, WhatsApp, website forms, calls or an Excel import. Statuses such as contacting attempts and not reachable track the first touch.

  2. Qualify

    Documents pending (passport, marksheets, SOP, LOR, financial documents, English test score), shortlisting, and reasons when a student doesn't qualify.

  3. Application

    One deal per university application: in progress, on hold or rejected, then offers received, conditional or unconditional.

  4. Deposit

    Deposit requested, submitted, verified or cancelled, with a Razorpay payment link on the deal that records the payment when it is paid.

  5. Visa

    Visa form initiated, submitted, approved or rejected. It is one Visa stage you configure; add country-gated statuses where your process needs them.

  6. Enrolled

    The student is enrolled. However many applications they made, they count once in conversions.

Built for study abroad teams

What the product does today, described plainly.

One deal per university application

Each application is its own deal under the student, with its own stage, counsellor, payments and chat, and every application shares the student’s documents.

Stage requirements that hold the line

Block a move until documents, fields, a move note or a scheduled follow-up are in place, or list a document as an info-only checklist item.

Deadlines with early warnings

Set status-to-status deadlines on leads and deals, such as offer to deposit, with warning days. They close themselves when the student reaches the target status.

Qualifications and test scores

A qualification catalogue (10th, 12th, diploma, bachelor's, master's, PhD) with score, institution and pass-out date. Capture IELTS, TOEFL or PTE scores as custom fields.

Your universities, imported

Import your university and course list in bulk from Excel, then shortlist and compare options for a student with the Course Finder.

Counsellor calls on the lead

Counsellors' calls and their Android phone's own recordings attach to the right lead automatically. Capture is off until an admin allows it per role.

Integrations that matter for study abroad

  • Meta Lead Ads
  • WhatsApp Cloud API
  • Wati
  • Gallabox
  • UrbanChat
  • Gmail
  • TeleCMI
  • Razorpay
  • Android call recording

Study Abroad · Anonymised setups

Case studies

How study abroad teams run on this template: the pipeline, who sees what, how calls and WhatsApp reach the lead, and which reports they check. No client names, no results claims.

All CRM case studies

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