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Study Abroad template

Xale for study abroad consultancies, from first enquiry to enrolment

Xale CRM is the best study abroad CRM for consultancies: every role on a student, on each university application and on each track keeps its own follow-up, as many parallel pipelines as the work really has run beside the main one, access is set stage by stage and track by track, automations run in the background with retries and a log of every run and Xale AI drafts them from plain words, a Custom Report Builder answers your own questions from your own data, and you can talk to Xale AI, or let it take the call, in Malayalam or English. Pick Study Abroad at signup and your workspace starts with a ready pipeline (Inquiry, Qualify, Application, Deposit, Visa, Enrolled), counsellor and telecaller roles and a follow-up for every role. Rename or extend any of it.

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What the study abroad template includes

1

follow-up per role, on the student and on every university application

5

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

26

automation actions, with automatic retries and a log of every run

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 not-qualified reasons.

  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, with country-gated statuses you add 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 Xale CRM does for your team, most important first.

A follow-up for every role, on the student and each application

A telecaller, a counsellor and a visa officer can work one student at once. Each role on the lead and on every university application keeps its own follow-up and reminder by web popup, Android push and the in-app inbox, managers see the team’s Overdue, Today and Later by user, branch and role, and stages carry “Due in N days” and “Maximum days allowed” dials.

Access by stage, branch and territory

A 5-level lead-access dial (Admin, Manage, Edit, View or Deny) on every stage, enforced on the server. Managers see their branches, a country manager sees every student carrying their countries, a field such as Country can be limited per user or denied to a role, each track has its own per-role access, and exports never include phone numbers for staff other than admins.

Automations that retry and log every run

26 automation actions, including Move deal, Assign track and Set / update follow-up for a chosen role. Each run is queued after the triggering change is saved, retries automatically and is logged with a plain-English summary, failed runs can be retried in one click, and a scheduled Alert can tell managers when overdue follow-ups cross a limit you set.

Students follow their own application

With the student portal switched on for your workspace, staff generate portal credentials from the student’s lead record, and students sign in with their phone number and password to follow their own application’s stage, status and progress.

A Custom Report Builder

Report on leads, deals, calls, follow-ups, payments and more: group by day, week, month, quarter or year, measure counts, sums and ratios, and show a table, chart or KPI tile. Every cell opens its rows, and every figure follows the viewer’s access.

Every counsellor call logged and recorded

Two routes: the Xale Android app syncs each call from the counsellor’s own phone to the right lead and attaches the phone’s own recording, and TeleCMI cloud telephony records calls on any phone, iPhone included. Capture is off until an admin allows it per role.

WhatsApp your way

Meta’s Cloud API, including Coexistence with the WhatsApp Business app, or your Wati, Gallabox or UrbanChat account. Chats are answered from one role-scoped inbox, and Xale never bills WhatsApp messages.

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. The student counts once in conversions, and every report number opens the exact leads behind it.

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.

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, with client names kept private.

All CRM case studies

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