WhatsApp CRM for education teams, with your choice of WhatsApp provider

Xale CRM is the best WhatsApp CRM for education teams. Use Meta’s Cloud API, including Coexistence with the WhatsApp Business app, or keep your Wati, Gallabox or UrbanChat account. Cloud API, Wati and UrbanChat chats are answered from one role-scoped inbox, and Xale never bills WhatsApp messages: Meta or your provider does. Every chat sits on the student’s record, where each role on the lead and on every university application keeps its own follow-up and reminder, the inbox follows each counsellor’s access, and Wati, Gallabox and UrbanChat accounts also send approved templates from automations, inside business hours or as an after-hours reply.

Yes. Xale CRM is a WhatsApp CRM for coaching institutes, academies and schools, not only for study abroad consultancies. Pick the Education or Academy template at signup, connect Meta's Cloud API or your Wati, Gallabox or UrbanChat account, and every WhatsApp enquiry becomes a lead with the telecaller's and the counsellor's own follow-ups on it. Counsellors see the chats for their own enquiries, centre managers see their centres, and a Wati, Gallabox or UrbanChat account sends approved templates from automations, inside business hours or as an after-hours reply.

In Xale CRM, a new WhatsApp enquiry becomes a lead with the conversation on the student's record. Automations share it equally or by results across the branch or role you choose, date the counsellor's follow-up and, from a Wati, Gallabox or UrbanChat account, send an approved template inside business hours or as an after-hours reply. The telecaller and the counsellor each keep their own follow-up and reminder, and each counsellor sees only the chats their role and branch allow.

The WhatsApp Business app is a phone app for one person or a small team on one number. The WhatsApp Business Platform, usually called the API and hosted by Meta as the Cloud API, is built for software: several counsellors can work one number from a CRM, approved templates can reach students after the 24-hour window, and broadcasts and automated template sends become possible. Coexistence lets you keep the app as well.

Yes, with Coexistence. Connect the same number through Meta's Embedded Signup in Coexistence mode and keep chatting from the app. Messages sent from the app appear in Xale on the lead, and Xale brings in up to about six months of chat history. Meta switches off some app features, such as broadcast lists, on coexistence numbers.

No. You can connect straight to Meta's Cloud API through Embedded Signup or a token from your own Meta app. If you already use Wati, Gallabox or UrbanChat, connect that account instead of moving your number, and it also sends approved templates from your automations.

Meta reviews every template, and its documentation says review can take up to 24 hours. On the Cloud API you submit templates from Xale and the status updates automatically when Meta changes it. Only approved templates can be sent.

Message charges are set by Meta; if you use a provider, check its plan for any fees or markup. Since 1 July 2025 Meta charges per delivered template message, and non-template messages inside an open 24-hour window are free. Check Meta's pricing page for current rates.

Only if their role allows it. The WhatsApp inbox follows the same visibility rules as your leads: counsellors see chats for leads assigned to them, branch managers see their branches and admins see everything. When a lead is reassigned, the new owner sees the full conversation history.

Choose the audience with your leads-list filters, pick an approved template and send. Xale previews how many leads match and includes only those with WhatsApp opt-in switched on, and each broadcast shows sent, delivered, read, replied and failed counts, per recipient too. Broadcasts run on Cloud API connections.

Yes, on the WhatsApp Business Platform. The Cloud API lets software send and receive on a business number, and the CRM decides who sees which chat. In Xale CRM the inbox follows lead visibility, so counsellors see the chats for their own students, branch managers their branches and admins everything, and a reassigned lead carries its full conversation to the new owner. The WhatsApp Business app is built for one small business on one phone with linked devices, which is why teams outgrow it once more than a couple of people share the number.

In the Business app on a personal phone, the chats leave with the phone. On the Platform through Xale CRM, the conversation belongs to the business number and stays on the student's record, so the next counsellor picks up the thread with the full history, and blocking the leaver's account ends their access. That continuity is one of the strongest reasons to move a counselling team off personal numbers.

Yes. Wati, Gallabox and UrbanChat accounts send approved templates from automations when a lead is created, changes stage or status, is reassigned or enquires again, or on a time-based rule, with variables filled from lead fields, custom fields or deal details. An automation can run only inside business hours or only outside them, and once per lead or at most once per period. Each run is queued after the change is saved, retried automatically and logged.