Lead management · Views, anchors, call filters
Lead management software for education, without the filter mess
Xale is lead management software for education teams, such as study-abroad consultancies, institutes and academies, whose counsellors work a long lead list every day. Save any set of filters as a favourite view. Count milestones such as an offer or a deposit so they don’t vanish when a student moves on. Filter leads by the calls they have had, or haven’t. Filters stay on the page where you set them.
Updated · By the Xale team
Xale platform figures
- 60,000+counsellor calls synced to leads in a single month
- 25,000+WhatsApp messages handled in a single month
- 10,000+new leads captured every month
- 150+user seats in our largest single workspace
Platform figures, September 2026. Anonymised figures across Xale workspaces, excluding demo and test accounts.
Views and layouts
See the same leads as a list, cards or a board
Every lead list in Xale offers the same views: the main leads page, each stage and each favourite view. The layout you arrange is saved to your account.
List, grid and board
Switch the same filtered leads between a table, cards and a board with one column per status. Each board column loads more leads when you ask for them. An admin can turn the board off for the whole workspace.
A fullscreen list
Open the list fullscreen when a wide table of custom fields and role columns needs the whole screen.
Your column layout
Drag headers into a new order, resize columns and choose which fields show. Header menus sort A→Z or Z→A and filter by value. The layout is saved to your account.
A workspace layout
An admin can publish a list layout as the workspace default. Everyone starts from it and adjusts on top, and “Reset Layouts” goes back to it.
Favourite views
Saved views that stay clean and stay current
A favourite view is a named set of lead filters with its own place in the sidebar, such as “Overdue follow-ups, my branch” or “New Meta leads, not yet called”. It works like any other lead list, with the same filter drawer, views and bulk actions.
A filter set becomes a sidebar entry
Save filters, search, view mode and visible columns under a name and an icon. The view appears in the sidebar’s Favorite Views group, in the order you set under Settings → Favorite Views.
Private by default, shared by role
A new view is yours alone. Switch on “Share with the team” and choose the roles that should see it. Admins always see shared views, and only roles allowed to share can share.
Every filter stays editable
Nothing is locked. Change any filter. A dot on the view’s menu shows it has drifted from the saved version, and “Reset to saved” puts it back.
Relative dates stay relative
“Last 7 Days” and “This Month” are recalculated each time the view opens. An Overdue follow-up view is still overdue tomorrow, instead of staying on the day you saved it.
Counted on a schedule
A scheduled report automation can count a favourite view when it runs, recalculating relative dates at that moment.
Also live on reports and dashboards
Saved report views: save any report tab's filters, share the view with the team, and schedule it by email with CSV or XLSX attachments or as a WhatsApp summary. Per-role dashboard widgets: in the role editor, allow or deny each dashboard widget, or a whole section such as Calls or Payments, role by role. See what is live today in reports and dashboards.
No leftover filters
Filters stay on the page where you set them
The worst filter is the one you forgot you applied. Xale keeps each page’s filters to itself, so dashboards and reports never quietly shrink.
The dashboard ignores leads-page filters
Dashboard follow-up widgets use only the dashboard’s own filters, so yesterday’s leads-page filters can’t shrink today’s counts.
Report drills start clean
Clicking a report number to open its leads clears old lead filters first, then applies the report’s own, so the list matches the number you clicked.
Favourite views keep their own state
A view’s filters stay inside that view. Moving between the leads page, stage lists and views carries nothing along.
Anchor points
Anchor points: milestones that don’t disappear
Most CRMs count a stage by who is in it right now. That suits a work queue but misleads on progress: once a student moves from offer to deposit, they drop out of the offer count. Anchor points fix that.
How verified reach works
In pipeline settings, turn on Anchor Point for a milestone stage, such as an offer, deposit or visa stage, and name its button (the default is “Verified”). That stage then counts every lead with an application that reached it or any later stage. We call this verified reach.
The same calculation feeds the anchor’s button on the leads page, a tile for each anchor on the dashboard’s summary strip, and anchor stage counts in reports. Each milestone has one number, wherever you look.
A worked example
Say 40 students reach your Deposit stage in March. By mid-April, 25 have moved on to Visa, and 3 of those have since been rejected.
- Stage = Deposit now shows 15 students.
- The Deposit anchor for March still shows 37: all 40, minus the 3 rejected while “Exclude rejected” is on.
Illustrative numbers, not customer data.
| Stage filter | Anchor point (verified reach) | |
|---|---|---|
| What it counts | Leads in that stage right now. | Leads with an application that reached that stage or any later one. |
| A student moves on | They leave the count. | They stay in the count. |
| With a date range | Depends on the date type you pick. | With “New this period” on, students whose first application reached the stage within the range. |
| Best for | Working today’s queue. | Measuring progress, such as offers or deposits achieved this month. |
Conditions you set for each anchor
New this period
When a date range is set, count only students whose first application to reach the stage got there within it. With no range, count everyone who reached it.
Exclude rejected
Leave out applications whose current status is a rejection.
Skip rollback statuses
Leave out applications in a status you have marked as a rollback.
Which application speaks for a student
Each university application is its own deal under the lead. When several reached the milestone, pick rules choose which one represents the student: “Prefer furthest-along deal”, with “Tie-break: earliest created” for ties. With the tie-break off, every tied application counts, so a student with offers for two intakes appears under both intake filters.
The anchor wins over conflicting stage chips
“Reached Deposit” and “in Deposit now” are different questions. With an anchor on, a Stage or Status chip for that same stage stops narrowing the list, so the milestone can’t shrink back to current membership. Chips for other stages still narrow, so “of our verified offers, who is at Visa now?” still works.
Call filters
Filter leads by the calls they have had, or haven’t
The filter drawer’s Call Filters section works on the call history Xale syncs from counsellors’ phones and from TeleCMI. Every field describes the same call: “Outgoing + No answer + last week” means one call that was all three.
| Filter | Options | What it answers |
|---|---|---|
| Call activity | All · Has calls · Never called | “Never called” turns the rest of the section around. With Called between = Today, it means not called today. |
| Call direction | Outgoing · Incoming | Who dialled whom. |
| Call outcome | Connected · Missed · No answer · Rejected / Blocked | Connected = answered calls only. The call’s status is checked before its duration. |
| Called by | Any team member | Whose line the call was on. Calls only, not WhatsApp. |
| Called between | Today · Yesterday · This Week · Last 7 Days · This Month · Last Month · Last 30 Days · This Year · Custom | The call’s date window in IST days, with an optional time of day. One picked date means that day. |
| Number of calls | Min – max | How many calls matched the other fields, such as “3 or more unanswered outgoing calls”. |
| Talk time (seconds) | Min – max | Counts connected calls only, because an unanswered call’s duration is ring time. |
| Call source | Mobile App · TeleCMI | Calls synced from counsellors’ Android phones, or from TeleCMI cloud telephony. |
| Has call recording | On / off | Only leads with at least one call that has audio saved. |
On the lead card too: if the last call has a recording, the card shows a waveform player with its length. If not, it says so, for example “No recording · 14s”.
Phone-call sync and native recording come from the Xale Android app: every SIM call lands on the lead with direction, duration and outcome, and the phone's own recording is attached. TeleCMI calls arrive from the cloud, recorded on any phone, iPhone included. See CRM with call recording.
Duplicates and re-enquiries
Catch duplicates before they reach the list
One student can arrive through a Meta form, a website form and a walk-in. Xale checks for duplicate leads at every point of entry.
Checked as you type
Add and Edit Lead check the phone number while you type, and won’t save a number that already belongs to a lead.
Re-enquiries land on the original lead
A known student who enquires again is recorded as a re-enquiry on the existing lead, not as a new one. You can filter by it and trigger automations from it.
An instant alert for the owners
The lead’s assignees get an in-app alert with a “View lead” button. Re-enquiries that arrive together are grouped into one alert.
A duplicates list
It shows leads that share a phone number with another lead you can see, for cleaning up older data.
Workspace-wide lookup, if you allow it
An admin can switch on a workspace-wide lookup that shows only a match’s name, branch, stage and holder, never contact details. Every search is logged.
Bulk work
Bulk actions, import and export
Bulk actions in the background
Large stage and status updates, assignments, branch transfers, archiving and moves to Trash run as background jobs, so nobody waits on a spinning screen.
Import with a checked preview
Pick the fields you need, download a ready-made Excel template, fill it in and upload it. You review the rows before anything is saved. Duplicates are skipped and counted, and failed rows can be downloaded to fix and re-upload.
Export what you’re looking at
Export the current filtered list to a formatted Excel file with the columns you pick. Exports need the export permission and are logged.
What each person can see, edit, move or export is set by role, stage and branch. See role-based access for multi-branch teams. To keep every lead moving, read about follow-up management in Xale.
Frequently asked questions
Lead management software: common questions
What is lead management software for education?
It is the part of a CRM where an education team captures enquiries, assigns them to counsellors, tracks each student’s stage and follow-ups, and picks the next leads to work. In Xale that includes favourite views, call filters and anchor points.
Can we share a saved view with the whole team?
Yes. A favourite view is private until you switch on “Share with the team” and pick the roles that should see it. It then appears in their sidebar. Admins always see shared views.
Will a saved “Overdue” view still show overdue leads tomorrow?
Yes. Relative dates such as Overdue, Last 7 Days and This Month are saved as presets and recalculated every time the view opens.
What is an anchor point, and what does verified reach mean?
An anchor point is a milestone stage you mark in pipeline settings, such as an offer or deposit stage. Its count is verified reach: every lead with an application that reached that stage or any later one. A student who moves on still counts.
Why is the anchor number bigger than the Stage filter?
The Stage filter shows who is in the stage now. The anchor shows everyone who got there, including students who have moved further along. Use the anchor’s own button on the leads page to see its list.
How do I find leads nobody has called today?
In the filter drawer’s Call Filters, set Call activity to Never called and Called between to Today. Add Call outcome = Connected to widen it to every lead nobody actually spoke to today, including those that were called but not answered.
Does talk time include the time a phone was ringing?
No. The talk-time filter counts connected calls only, because the duration of an unanswered call is ring time.
How does Xale stop duplicate leads?
Add and Edit Lead check the phone number as you type, imports skip numbers that already exist, and a student who enquires again is recorded as a re-enquiry on the original lead, with an instant alert to its owners.
Related guides
- Student recruitment CRMThe recruitment funnel measured end to end, from capture to enrolment.
- Meta Lead Ads sync with campaign attributionHow Facebook and Instagram lead forms reach the lead list, about every 15 minutes.
- Follow-up management CRMRole-based follow-ups with calendar-day Overdue, Today and Later.
- CRM reports and analytics for education teamsClick any number in a report to open the exact leads behind it.
- CRM with call recordingAndroid call sync and recordings on each lead, plus TeleCMI.
- Multi-branch CRM with role-based accessRoles, branches and stage permissions that decide who sees which leads.
- Study abroad CRM softwareA ready study-abroad pipeline, with one deal per university application.
- WhatsApp CRM for educationCloud API with Coexistence, or your Wati, Gallabox or UrbanChat account.
- CRM with internal team chatA team thread on every lead and application, instead of staff WhatsApp groups.
- Student document management softwareStage requirements that hold a move until documents, fields or a follow-up are in.
- About XaleWho builds Xale, and why we started with education teams.
A lead list your team can trust.
Start with the views your counsellors rebuild every morning. Save them once, and mark your first milestone as an anchor.