CRM Terminologies Explained

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

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.

If a student/client registers from the CRM front-end, it will become a lead.

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.

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.

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.

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.

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.

Status (Lead / Student / Application)

Status indicates progress at different stages:

• Lead Status: Hot, Working, Long Term, Rejected, etc.
• Student Status: Pending, Documents Uploaded, Application Processing etc. Student status gives overall status of student, whereas Application status gives each University application status. Some student status change are automatic based on the student application status change.

• Application Status: Applied, Offer Received, CAS Requested etc

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

   

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.

Agents / Partners

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

Accessible under General > Agents

Branch

Your physical office locations can be represented in the system as branches.
To add a new branch, go to:
Admin Panel → Settings → Branch

By default, the system includes one branch named “Main Branch”, which you can rename as needed.

When students register through the CRM frontend, they are automatically assigned to the Main Branch.

If required, you can move a lead or student to another branch by using:
Lead/Student Actions Menu → Transfer Branch

Staff Roles & Permissions

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

Manage under System > Roles

Automation

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

Create automation flows in General > Automation

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

   

Web to Lead

These are public forms that automatically create leads when filled.

Create or edit forms in Settings > Web to Lead

Form Builder

Create custom inquiry forms with selected fields.

Found under Settings > Form Builder

Notification Templates

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

Configure in Settings > Message Templates

Referral System

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

Found under General > Referral

Analytics

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

Go to General > Analytics

Media & Document Resources

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

Use System > Media Library, Student Resources, Agent Resources

Webinar & Events

Create online/offline events students can register for.

Manage through General > Webinar and Events

Admin, Student, Agent Panel

The Admin Panel is the central workspace where administrators and staff manage the entire CRM, including leads, students, applications, and operations.

The Student Panel allows students (clients) to register, manage their profiles, and track their university application progress in one place. The student panel is also called as Student Self Service Portal.

The Agent Panel is designed for your partners (agents) to refer students, monitor application statuses, and track their earned commissions.

Staff Assignments

Leads, students, and applications are assigned to specific staff members who are responsible for handling and progressing them.

When a lead or student is created from the Admin Panel, assigning it to a staff member is mandatory.

If a user registers through the CRM frontend, the lead is initially marked as Unassigned and must be manually allocated to a staff member for further action.

Lead Conversion

How to Convert a Lead into a Student

When a lead decides to proceed with your services, you should convert the lead into a student.

You can convert a lead from multiple locations within the CRM:

1. Lead Follow-up Modal – Click the “Convert to Student” button in the right panel.
2. Lead Details Page – Use the right sidebar actions menu and select “Convert to Student.”
3. Leads List Page – Update the lead status to a Converted status.

What Happens After Conversion?

Once a lead is converted into a student:

• If the student has not registered via the CRM frontend, an email is automatically sent with login credentials and a system-generated password.
• The email content can be customized from:
  Admin Panel → Message Templates → Email Templates → STUDENT_PASSWORD
•  

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.