SIPSAP EduCRM
Admissions CRM for schools, colleges and universities
SIPSAP EduCRM brings enquiries, screening, student records, calls and WhatsApp, applications and reporting into one admissions system, so your team always knows where every prospective student stands.
Capture enquiries from your website, social media, Lead Ads and spreadsheets in a single flow. Give each one an owner and a deadline. Call and message families from the student’s record, with every conversation kept on file. Then follow each application stage by stage to enrolment, on a live dashboard where every number opens the records behind it.
The Admissions Challenge
When admissions lives in inboxes, phones and spreadsheets
Most admissions offices are not short of effort. What they lack is one place where the work comes together. Enquiries arrive from every direction, conversations happen on whichever phone is closest, and each campus keeps its own records. The process ends up depending on individuals rather than on a system.
Enquiries that slip through
Follow-up that relies on memory
Conversations with no record
Growth-Focused ERP Management
Introducing SIPSAP EduCRM
One admissions system, from first enquiry to enrolment
SIPSAP EduCRM gives your admissions office a single, shared system for the whole student journey. Enquiries, students and their parents, applications, counselling activities and recruitment campaigns all live in one place, connected to each other and visible to the people who need them.
From the moment a family submits a form, the enquiry is captured, screened and passed to the right person. Counsellors call and message from the student’s record, applications move forward one stage at a time, and managers follow progress on a live dashboard, for a single campus or for all of them.
Capture → Screen → Assign → Engage → Apply → Enrol → Report
Key Features and Capabilities
Everything your admissions office needs, in one place
Each part of SIPSAP EduCRM is built around a stage of admissions work, from collecting enquiries to reporting on enrolments. Here is how it fits together.
Enquiry capture from every channel
Collect enquiries from your website, social media, Lead Ads and spreadsheets in one flow, with the source of each one recorded.
Create enquiry forms that show your institution’s name, programmes and intakes, and that work on any phone. Share a dedicated link on each platform, including your website, Facebook, Instagram, LinkedIn, X, TikTok, YouTube, WhatsApp, Telegram, e-mail or a QR code, and SIPSAP EduCRM records where every enquiry came from.
- Ask about the student, their academic background and their parents, add up to 12 questions of your own, and capture consent on the form.
- Ready to follow up. Each new submission creates a prospect record, a parent record and a follow-up task.
- Lead Ads without retyping. Leads from Facebook, Instagram, LinkedIn, TikTok and Google Ads lead forms arrive automatically. Facebook and Instagram connect directly; other services connect through Zapier, Make or n8n.
- No duplicate records. When an enquiry comes from an e-mail address or mobile number already in the system, the existing record receives a follow-up task instead.
- Spreadsheet import. Bring in up to 5,000 enquiries at a time, from the SIPSAP template or your own sheet. Common column names are recognised, and every row is checked before anything is saved.
- Nothing goes unseen. A full log of submissions includes rejected spam and incomplete forms. Enquiries from open days, fairs or phone calls can also be entered by hand.
Enquiry flow, screening and follow-up
A clear process with a named owner at every step, so no enquiry waits unnoticed.
Every enquiry, whatever its source, follows the same flow: New, Screening, Qualified, With Admissions Manager, With Counsellor, and finally Enrolled or Lost. Each step belongs to a defined role, from the enquiry manager and screening officer to the admissions manager and counsellor.
- Screening checklist. Qualify enquiries on funding, parent or sponsor involvement, entry requirements and intake, add a rating, and note how the details were checked. Disqualify with a reason, and reactivate later if circumstances change.
- Queues and routing. Everyone has their own queue. Assign enquiries one at a time, in bulk or in rotation, or set up routing teams for automatic distribution.
- Service levels and reminders. Set response times in hours. Reminders go to the person responsible and to their manager, and the enquiry board highlights anything past its service level.
- A smooth handover. Assigning a counsellor automatically opens an admission application, with a task to contact the student.
- Notifications and history. Alerts in SIPSAP EduCRM and by e-mail at every step, plus a complete history of who did what, and when.
Student and family records
One complete 360° record for every applicant and their family, with every conversation attached.
Each student or prospect has a single record covering their details, academic background, parents and guardians, addresses, applications, activities, calls and messages, campaigns and a timeline. Open applications, the last and next activity, and WhatsApp availability are visible at a glance.
- Academic profile. Programme of interest, level of study, intake, study mode, previous school and grades, English test and CEFR level, funding and visa details.
- Parents and guardians. Relationship, fee payer, emergency contact and consent, recorded for each parent or guardian.
- From prospect to student. Convert a prospect into a student record when they enrol.
- Find anything fast. Search finds any student, parent or application as you type, and new records can be created from any screen.
Calls, recordings and AI minutes
Call students and parents from the system, with recordings and minutes saved to the record.
Counsellors can make phone or WhatsApp calls to local and international numbers straight from a student’s record. They can call from the browser with a headset, have the system ring their own phone first and then connect the student, or use their own phone with the call logged in SIPSAP EduCRM.
- Screening checklist. Qualify enquiries on funding, parent or sponsor involvement, entry requirements and intake, add a rating, and note how the details were checked. Disqualify with a reason, and reactivate later if circumstances change.
- Queues and routing. Everyone has their own queue. Assign enquiries one at a time, in bulk or in rotation, or set up routing teams for automatic distribution.
- Service levels and reminders. Set response times in hours. Reminders go to the person responsible and to their manager, and the enquiry board highlights anything past its service level.
- A smooth handover. Assigning a counsellor automatically opens an admission application, with a task to contact the student.
- Notifications and history. Alerts in SIPSAP EduCRM and by e-mail at every step, plus a complete history of who did what, and when.
WhatsApp and SMS
Message families on WhatsApp and SMS, with every message and reply kept on record.
Send WhatsApp messages and SMS from the student’s record through the WhatsApp Cloud API, Twilio or an SMS gateway of your choice, or open the conversation in WhatsApp on the counsellor’s phone.
- Ready-made templates. Messages fill in the student’s name, programme, intake and campus, for everything from enquiry thank-yous and document reminders to interview reminders, offers, fee reminders, open-day invitations and parent updates.
- Delivery receipts. See whether each message was sent, delivered and read.
- Replies captured. Replies are logged as activities and the counsellor is notified. Messages from unknown numbers become new enquiries.
- WhatsApp rules handled. WhatsApp’s 24-hour messaging window is managed with approved templates.
- Any script. SMS length is counted correctly, including for Urdu, Arabic and emoji.
- Try it first. A demo mode lets your team explore calls and messaging before you connect a live service.
Admission applications and pipeline
Follow every application stage by stage to enrolment, with expected fees at each step.
Each application covers one programme and intake, with its study mode and campus. It moves through seven admission stages: Enquiry, Application Submitted, Documents Verified, Assessment/Interview, Offer Issued, Offer Accepted and Fee Paid/Enrolled. Each stage carries a probability, so every open application has a weighted fee.
- Expected and weighted fees. The expected fee is the programme fee less any scholarship; the weighted fee rises as the application progresses.
- A visual pipeline board. See every open application by stage, with fee totals for each column. Drag a card to the next stage, and the move is saved.
- Forward only. Completed stages are never reopened, so the record of progress stays reliable.
- Clear outcomes. Close each application as Enrolled or Lost, recording the reasons and, where relevant, the competing institution.
- Full context. Referral partners, competing institutions, other programmes of interest and linked activities on every application.
Activities and the team calendar
Keep every call, meeting, campus tour, interview and task organised and on time.
Counselling activities are linked to the student, parent and application they relate to, with reminders. A shared calendar shows the team’s work by day, and overdue items and today’s work appear on every screen, so counsellors always know what comes next.
Recruitment campaigns
Plan outreach to the right students and see what each campaign returns.
Run campaigns for open days, education fairs, social media, e-mail, SMS and calls, for one campus or every campus.
- Campaign Generation Wizard. Select students and prospects by programme, intake, level of study, nationality, region and other details.
- Activities in one step.Create a follow-up activity for every student in the campaign at once.
- Measured results.Track responses, applications, enrolments and the return on the campaign budget.
Multi-campus management
Run every campus in one system, with each team working in the campuses it serves.
Record each campus with its contact details and head of campus, then decide which programmes are offered where. Applications only offer the programmes available at their campus, and an enquiry for a programme taught at a single campus goes straight to that campus.
- Access by campus. Leadership can work across all campuses; other users work in one or several, with a home campus. Other campuses’ records stay out of sight, while a user’s own records remain visible.
- Delegated administration. A campus administrator can only give other users access to their own campuses.
- One, several or all. View a single campus, compare several side by side, or see the whole institution. New applications start in the campus you have selected.
- History preserved. A main campus receives records when nothing else decides, and a closed campus keeps its history but takes no new records.
Live dashboard and admissions reports
The whole admissions picture, live, with every figure opening the records behind it.
The admissions dashboard shows open applications at every stage alongside the period’s enrolments, key figures compared with the previous period, and charts by campus, programme, intake, nationality, source and counsellor. A “Needs attention” panel brings forward decisions due, overdue work and enquiries past their service level.
- Filters that match your questions. Campus, counsellor, region, programme, intake and period, for the whole team or just your own figures.
- Drill down to the record. Click any figure to see exactly the records behind it, then open a full record with its history. Every total matches its list.
- 12+ ready-made reports. Including Enrolment Forecast, Forecast over Time, Application Statistics, Admission Stage Analysis, Information Source Distribution, Enrolled and Lost Applications, Competing Institution Analysis, Counsellor Scorecard, Activities Overview, Campaign Analysis and Enquiry Flow Analysis.
- Your own analysis. Dynamic Application Analysis lets you choose the rows, columns and measure, for example counsellors by admission stage or programmes by intake.
- Share the results. Group by month, programme, intake, campus, nationality or counsellor; export to Excel or print.
Configuration, access control and security
Set the system up the way your admissions office works, with the right access for every person.
Set up programmes with their level of study, faculty, duration, annual tuition fee and availability; intakes with class start dates and application deadlines; and your admission stages. Drop-down lists such as sources, categories and reasons can be extended at any time.
- Authorisation groups. Groups such as Admissions Officers, Admissions Managers, Marketing & Outreach and Read Only, with start and end dates.
- Screen-level permissions. Full, Read Only or No Authorisation for every window, report and setup table.
- Data ownership. Decide whether users see their own records, their team’s, their department’s, their campus’s or everyone’s, for students, applications, activities and campaigns.
- Sign-in protection. Password policies with expiry and history, an automatic lock screen, account lockout after repeated failed sign-ins, session limits and “sign out everywhere”.
- Audit trail. An access log of sign-ins, failures, locks and password changes, and a change log showing every edit to a record, by whom and when.
- Consent and privacy. Record parents’ consent and who may receive student information. Internet access runs over HTTPS only, while setup stays on the office network.
Your server, your data
SIPSAP EduCRM runs on your own Windows server or PC, with your own Microsoft SQL Server database.
Staff use SIPSAP EduCRM in any web browser, while your data, including call recordings, stays in your own SQL Server database and is covered by your normal backups.
- Guided setup. Connect to SQL Server, name your institution, choose the manager password, and setup creates the database with ready-made education defaults. A demo institution with two years of sample data is available for training.
- Portable and easy to update. Nothing is installed in Windows. Updates are copied in, and the server restarts and upgrades the database while keeping all data.
- Office or internet access. Use it on the office network, or over the internet via HTTPS with a free certificate that renews itself.
- Several institutions. Each institution has its own database, users, setup and data.
- A proven data structure. Built on the SAP Business One data model and international standards, including ISO 3166 country codes, UNESCO ISCED 2011 levels of study and CEFR English levels. It is an independent application: no SAP Business One licence is needed.
- Personal touches. Each user can choose from seven colour themes, including a dark mode.
How It Works
How an admission moves through SIPSAP EduCRM
Capture the enquiry
Screen and qualify
Assign to the right people
Engage the student and family
Move the application forward
Close the outcome
Review and improve
Benefits for Admissions Teams and Institutions
What changes for your admissions office
SIPSAP EduCRM gives each person in the admissions process what they need to do their part well.
For counsellors and admissions officers
- A clear queue of their own enquiries and today’s activities, with nothing left to memory.
- The full story of every student before each call: past conversations, minutes, applications and family details.
- Less time spent writing up calls, with minutes drafted and the next follow-up ready to schedule.
For admissions managers
- Confidence that each enquiry has an owner and is being handled within the agreed service level.
- An immediate view of the pipeline, stage by stage, and of what needs attention today.
- A fair, consistent picture of each counsellor’s activity and results.
For campus administrators
- Campus teams work with their own students and programmes, within one shared institutional system.
- Control over which colleagues can access each campus.
For institutional leadership
- Up-to-date admissions figures across every campus, without waiting for spreadsheets to be compiled.
- Insight into which sources and campaigns bring in applications and enrolments, to guide future recruitment spending.
- Records of student and family conversations that stay with the institution when staff change roles.
Why SIPSAP EduCRM?
Built for the way admissions really works
SIPSAP EduCRM is not a general sales tool adapted for education. It is designed around the people, records and stages of a real admissions office.
Made for admissions
Programmes, intakes, campuses, admission stages, parents and guardians, levels of study and English test results are part of the system from day one, not custom fields added later.
One journey, one record
The enquiry, the student, the family, every conversation and every application are connected, from the first form submission to the final enrolment.
Conversations that stay with you
Designed for multi-campus institutions
Campuses, programmes and users sit in one system, with campus-level access control and side-by-side comparison.
Figures you can check
Your data under your control
See your admissions process in one system
Book a demonstration and we will walk you through SIPSAP EduCRM, from capturing an enquiry to drilling into your enrolment figures. See how it fits the way your admissions office and campuses work today.