CRM Terminologies Explained

Understand the key terms used across the EduCtrl CRM platform to help your team work efficiently and communicate clearly.

1. Lead

A Lead is a potential student who has expressed interest but hasn't yet enrolled.
Leads can be generated from web forms, Facebook ads, email inquiries, or manual entry.

Example: A student fills out your Study Abroad Inquiry Form — this creates a new lead in EduCtrl.

2. Student

A Student is someone who has registered on your website or has been converted from a lead.
Student records include academic details, course preferences, documents, and communication history.

Staff can view student details from the Students section in the left-side menu.

3. Application

An Application represents a formal submission to a university through EduCtrl CRM.
Each application includes course, university, intake, and current application status.

Staff can view and manage this in the Applications or University Applications sections.

4. Course Suggestion

Course Suggestion is a feature that lets staff recommend relevant programs to students.
Suggestions can be based on student profile, preferences, or country.

Use the Suggest Course button inside the student profile to send a recommendation.

5. Course Finder

The Course Finder is a tool for staff to search programs offered by partner universities.
Filter by country, intake, education level, and more.

Found under General > Course Finder in the left menu.

6. Follow-Up

A Follow-Up is a scheduled activity with a lead or student.
Staff can add notes, next follow-up date, and receive email reminders.Use the Add Follow-Up option inside a lead or student profile.

7. Status (Lead / Student / Application)

Status indicates progress at different stages:

• Lead Status: Hot, Working, Long Term, Rejected, etc.
• Student Status: Verified, In Counseling, Document Pending

• Application Status: Applied, Offer Received, Enrolled

  These are customizable under Settings > Lead Status, Student Status, and Application Status.

8. Broadcast

Broadcast allows bulk messaging to multiple users.
You can send Email, SMS, or WhatsApp based on filters like lead status or branch.

Go to General > Broadcast to create and schedule messages.

9. Agents / Partners

Agents are external referrers.
You can track the students they referred, configure commissions, and manage payouts.

Accessible under General > Agents

10. Staff Roles & Permissions

EduCtrl allows assigning custom Roles to staff with controlled access.
Permissions include view, create, edit, delete rights.

Manage under System > Roles

11. Automation

Automation triggers actions like messages based on rules (e.g. lead status, age, inactivity).

Create automation flows in General > Automation

12. Invoices (Student / University)

• Student Invoice: For service fees, counseling charges, etc.

• University Invoice: For university commissions due on placed students

  Create invoices via General > Invoices

13. Web to Lead

These are public forms that automatically create leads when filled.

Create or edit forms in Settings > Web to Lead

14. Form Builder

Create custom inquiry forms with selected fields.

Found under Settings > Form Builder

15. Notification Templates

Predefined or automated templates for Email, WhatsApp, or SMS.

Configure in Settings > Message Templates

16. Referral System

Allow students to refer others using a unique link.
Track referral performance and reward students.

Found under General > Referral

17. Analytics

Real-time reports on leads, staff performance, applications, conversions, and more.

Go to General > Analytics

18. Media & Document Resources

Upload and share documents with students, agents, or internal staff.

Use System > Media Library, Student Resources, Agent Resources

19. Webinar & Events

Create online/offline events students can register for.

Manage through General > Webinar and Events

Tips & Best Practices

• Bookmark this article for training new team members.
• Align status values with your internal counseling process.
• Use broadcast and automation to stay in touch consistently.