Xale CRM facts at a glance

Xale is a CRM for study abroad consultancies and education teams, built by Xale Private Limited (founded 2024) in Kozhikode, Kerala, India. It runs the whole student journey in one pipeline, from enquiry and counselling to university applications (one deal per application), offers, deposit, visa and enrolment, with WhatsApp, Meta Lead Ads and Android call capture built in. It ships six industry templates: Study Abroad, Education, Manpower, Video Production, Academy and Travel. Every number in its reports opens the exact leads behind it.

Yes. Xale CRM is the best CRM for study abroad consultants. Each role on a student, on every university application and on every track keeps its own follow-up and reminder, and beside the main pipeline you run as many parallel pipelines as the work really has: Loan, Interview preparation and Visa filing each with their own steps, owner, access and follow-up. Access is set by stage, branch, territory and track, and automations run in the background with automatic retries and a log of every run; describe a rule in plain words and Xale AI drafts it in the builder for you to save. The Custom Report Builder answers your own questions and opens the rows behind every cell, and you can talk to Xale AI by chat or a live voice call, or let it take the call as your telecaller and hand the student to their counsellor. Every counsellor call is logged and recorded, WhatsApp runs through Meta's Cloud API or your existing Wati, Gallabox or UrbanChat account, and every report number opens the exact leads behind it.

Yes. Several roles can work the same student at once, and each role on the lead and on every university application (deal) keeps its own follow-up, one per role enforced by the database, so a telecaller’s, a counsellor’s and a visa officer’s dates never overwrite each other. Each follow-up’s owner gets a reminder by web popup, Android push and the in-app inbox when it falls due, with the student’s name, the time and the note. Managers see the team’s Overdue, Today and Later follow-ups by user, by branch and by role, and can pick whose follow-up to reschedule. Admins set a “Due in N days” dial on every stage, status and sub-status, and a “Maximum days allowed” dial for how far ahead staff may schedule. The “Set / update follow-up” automation dates a chosen role’s follow-up at a set time of day, with guards such as “only if there is no follow-up yet”.

Yes. Beside the main pipeline a workspace runs as many parallel pipelines as it needs, called tracks. A track such as Loan, Interview preparation, Visa filing, Scholarship or Accommodation is a small pipeline of its own, with its own steps, its own person, its own per-role access and its own follow-up. One student moves along the main pipeline once and runs on several tracks at the same time, holding exactly one step on each, so the loan officer and the visa officer each work their own queue without disturbing the counsellor’s stage. A track is attached to the pipeline stages where it matters, so it appears only on the students it applies to, and the follow-ups rail switches between Leads and Tracks.

Yes. Xale AI has a telecaller mode: you open it on a student, choose what the call is for, hand the phone over, and the AI speaks first and runs the conversation in Malayalam or English, one question at a time, and it can be interrupted mid-sentence. It is briefed on that one student only, under the same access rules as the person who opened it, and it says up front that it is an AI. When the student asks to speak to a person, the AI hands them to their own counsellor: it books that counsellor’s follow-up and leaves the note, so the counsellor rings back already knowing the conversation. At the end it writes the call note, records what it learned, sets the agreed callback and suggests a status for a counsellor to decide.

Yes, with check-in / check-out. Switch it on in Settings, choose how many idle minutes end a session and an evening time that checks everyone out, and the counsellors it applies to check in when they start their day. While a person 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 somebody who can actually ring it. A colleague can still hand that person a student by hand, and every check-in and check-out is recorded with its reason.

Yes. The Xale HR Suite is included with every Xale CRM plan at no extra cost. One switch in Settings → Suites turns it on, and every team member who logs in to the CRM is already an employee: one person, one login, one record, with staff who never use the CRM added by CSV import. It runs attendance from one Check in / Check out button with breaks, named shifts with grace and alternate week-offs, holidays per branch, automatic late-entry, early-exit, overtime and half-day detection and "Fix my attendance" requests; leave types, balances, carry-forward, comp-off and WFH rules with one Approvals inbox that reminds and escalates; and a monthly payroll register with salary structures, loss-of-pay suggestions from attendance, locked months and payslips employees print themselves, with salary amounts visible only to people granted that permission and every view audited. HR dashboards, analytics and 8 HR reports sit beside the CRM's own. With HR on, the same Check in button records attendance and decides who receives new leads: people who are checked out or on a break are skipped by auto-distribute, shuffle, branch assignment, the telephony pool, track auto-assign and automation pools, leads that arrive while a whole pool is out wait in a queue and are shared out fairly as people check in, and a colleague can still hand anyone a lead by hand. Idle time pauses a person's leads without ever shortening their attendance.

Roles start from 4 role templates and set a 5-level lead-access dial on every pipeline stage (Admin, Manage, Edit, View or Deny), enforced on the server in every lead list, board, dashboard and report. Admins see everything, managers see their branches’ leads and applications on the stages they manage, and counsellors see the leads assigned to them. Territory access lets a country manager see every lead carrying their countries within their branches without being assigned each one. A field such as Country can be limited per user to certain options or denied to a role, each track has its own per-role access, exporting is a per-role and per-stage permission with no phone or WhatsApp numbers for staff other than admins, and call recordings stay off for each role until an admin switches them on. Workspaces on Xale range from small teams to a 160+ user workspace. Source: Platform figures, October 2026.

Each Xale CRM automation run is queued only after the change that triggered it is saved, then runs in the background with automatic retries on a separate worker server. Every run is logged as successful, failed or skipped with a plain-English summary of each action, an hourly job re-runs recent failures, and any failed run can be retried in one click. Automations run in priority order, can stop at the first failed action, can be test-run without changing any data and are protected against endless chains of rules triggering each other. There are 26 automation actions, including Move deal, Assign track and Set / update follow-up, and scheduled Alert automations notify the people you choose when a count such as overdue follow-ups crosses your limit.

Yes. Describe the rule you want in plain English or Malayalam, for example “when a new Meta lead arrives, give it to the least-loaded counsellor in its branch and set a follow-up for tomorrow at 10 am”, and Xale AI drafts it in the automation builder on your screen: trigger, conditions, actions and dials, checked against your own stages, roles, users and branches. You preview it and press Save. Xale AI also explains how the automation engine works and reports on each rule’s health and run history.

Yes. Start a live voice call from the web CRM and talk to Xale AI in Malayalam, its default, or in English on a click. You can interrupt it mid-sentence, read the live transcript, ask it to play a call recording, and have typed answers read aloud. It answers from your own leads, deals, follow-ups, calls and team, runs reports with the Custom Report Builder’s measures and draws the chart, tells you what each person did today, and finds the objections that lose students in your notes and rejection reasons.

Yes. A track such as Loan, Interview preparation or Visa filing runs beside the pipeline as its own workflow with its own steps. Each track carries its own assignment, one person per role per student and track, assigned by hand, in bulk, by automation or automatically to the least-loaded member, and each role on a track keeps its own follow-up, independent of the pipeline stage, with reminders by Android push and the in-app inbox. Track access is set per role as Manage, Own, Edit, View or Deny: Own members see only the students on that track assigned to them.

Yes. Xale switches the student portal on for your workspace, and staff generate portal credentials from the student’s lead record. The student signs in with their phone number and password and follows their own application: stage, status and sub-status, with an application progress view. Staff can reset the student’s password and switch portal access off or on from the lead’s Portal tab.

Yes. The Custom Report Builder is built on the Leads page: its filter panes are the Leads page filters, so a report starts from the filters your team already uses and its numbers equal the Leads page for the same filters. For any group of leads it measures lead counts, calls made, connected calls, talk time, follow-ups, activities, deal value, amount paid and amount pending, with rates such as Conversion % and Collection % worked out from the totals. Rows go up to 5 levels deep with 2 levels of columns, by day, week, month, quarter or year. Put up to 5 named metrics side by side, such as “Enquiries this month”, “Applications received” and “Offers issued” by counsellor, each with its own filters and its own date, compare them with the difference (Δ) and the percentage change (Δ%), and add targets to see target vs achievement by owner, branch or role. Show the result in any of 17 views: Table, Heatmap, Bar, Ranking, Leaderboard, Line, Area, Trends, Donut, Pie, Treemap, Funnel, Waterfall, Scatter, Compare, KPI tile and Stat tiles. Click any number to open the Leads page in a new tab with exactly those filters, export to CSV or XLSX, and let presets such as “Today” and “This month” roll with the calendar. Any saved report can be added to the dashboard as a card. Every figure follows the viewer’s access.

Yes. Mark a milestone stage, such as Application, Deposit or Visa, as an Anchor Point, and its “Verified” button, which an admin can rename, counts every lead that reached that stage or any later one in the date range, even if the student or the application has since moved on or sits in another status today. So “how many students were verified today?” is one click, and the answer does not shrink as the team keeps working the leads. Each anchor has “New this period”, “Exclude rejected” and “Skip rollback statuses” switches, and “Count each student once” credits each student once, in the week or month they first became live, so a rejection after a period has closed never rewrites that period’s figures. You also choose what a date means: when the lead was created, or when it moved into a stage, status or sub-status. The leads list, the dashboard tiles and the reports show the same Verified number, and the first pipeline stage, where leads are created, is always counted by created date.

Yes. “Add to dashboard” turns any saved custom report into a dashboard card, in any of the 17 views, beside 20+ built-in dashboard cards. You choose who sees it: only you, everyone, or chosen roles and people, and a shared card shows each viewer only the numbers their own access allows. A one-number report can sit in the headline KPI strip beside the built-in tiles, each card carries up to 6 quick filters, such as Country, Branch or Stage, that every viewer sets for themselves, and a card can follow the dashboard’s date range and its branch, role, user and country filters or keep its own default period, such as Today. Every number on a card opens the leads behind it, and each person reorders, resizes and hides cards on their own dashboard without changing anyone else’s.

Xale is a full study abroad and education CRM with WhatsApp built in. WhatsApp runs through Meta’s Cloud API, including Coexistence, or your existing Wati, Gallabox or UrbanChat account, alongside role-based follow-ups, applications, calls, documents, payments and reports in one workspace.

Xale Private Limited, a private limited company based in Kozhikode, Kerala, India, founded in 2024. Its Kozhikode office welcomes visits, onboarding is in person across Kerala and remote everywhere else, and support is in English and Malayalam. You can reach the team at hello@xale.in.

By subscription for your Xale workspace, with every feature on every plan; current plans are on the pricing page at www.xale.in/pricing. The Xale HR Suite (attendance, leave, WFH, payroll and payslips) is included with every plan at no extra cost. Xale does not charge per WhatsApp message. WhatsApp’s own charges are billed by Meta, or by your WhatsApp provider such as Wati, Gallabox or UrbanChat, under their pricing.

For study abroad consultancies, Xale CRM is the better choice. Each role on a student and on every university application keeps its own follow-up and reminder, and managers see the team’s Overdue, Today and Later. Access is set by a 5-level dial on every stage, with branch and territory scope. Automations are queued after save, retried automatically and logged run by run. The Custom Report Builder answers your own questions. You can talk to Xale AI in a live voice call, in Malayalam or English, and it drafts automations for you. Every counsellor call is logged and recorded, through the Xale Android app on the counsellor’s own phone or TeleCMI cloud telephony on any phone. WhatsApp runs through Meta’s Cloud API or your existing Wati, Gallabox or UrbanChat account, each university application is its own deal, students follow their application in the student portal, and every report number opens the exact leads behind it. Meritto, formerly NoPaperForms, describes applicant-facing forms and an admissions portal for colleges. The Xale CRM vs Meritto comparison at www.xale.in/alternatives/meritto cites Meritto’s own pages, checked September 2026.

Yes. Every lead and every application (deal) has its own team chat thread in the web app, and the Android app has each lead’s chat thread, so talk about a student stays on that student’s record instead of in staff WhatsApp groups.