CRM for education consultants, from the first enquiry to a signed-up student
DigiPix Flow is a CRM for education consultants who guide Indian students towards degrees in the UK, Canada, Australia and Germany, and whose enquiries arrive from Meta ads, Google Ads lead forms, seminar sign-ups and the website, often late at night and often from a parent. It keeps each student on one record, sends them to the counsellor for that country, puts a clock on the first call, and carries the family from the first WhatsApp reply to a counselling package they accept online.
- Country desks fed by assignment rules
- A callback or follow-up set from every call result
- Service packages accepted online, with every version kept
Sneha Nair- target to give a new student enquiry a counsellor
- 2 min
- first-contact clock, with alerts if it slips
- 30 min
- until the follow-up when a family is still comparing countries
- 7 days
Where student enquiries come from
- Meta lead adsStudy-abroad campaigns on Facebook and Instagram
- Google Ads lead formsSearches for courses and countries
- Website formsFree counselling forms on your site
- Seminar sign-upsA hosted form link shared before the event
- Education fair listsVisitor sheets brought in from a CSV file
- Students and parentsWhatsApp and SMS kept on the student's record
The September intake enquiry nobody rang back
A student fills in your Instagram form on Sunday night asking about a master's in the UK for September. It sits in Ads Manager until Tuesday, and by then two other consultancies in the same city have called, offered a free profile check and booked the family in for counselling.
One student, three enquiries, three counsellors
The student answers an ad, then fills in the website form a few days later with the same phone number, and a cousin calls the office on their behalf. Three counsellors start three conversations, mention three different service fees, and the family starts to wonder whether anyone is keeping track.
Counselling notes that leave with the counsellor
Which countries the student shortlisted, what budget the parents mentioned and when they promised to decide are kept in one counsellor's phone and notebook. When that counsellor moves on a month before the intake, the family has to start again with a stranger.
Every study-abroad enquiry in one list, whichever campaign it came from
Connect the Facebook Pages that run your study-abroad campaigns and each lead form arrives with a lead source of its own, such as Canada PG or UK September. Google's own webhook delivers your Google Ads lead forms, a counselling form can sit on your website or be shared as a hosted link before a seminar, and the visitor sheet from an education fair comes in as a CSV file. Every student lands in the same list, labelled with where they came from.
- A lead source for each Meta form, one per country or course
- Google Ads lead forms delivered to your workspace
- Hosted form links for seminars and webinars
- Education fair sheets imported from a CSV file
Send each student to the counsellor who knows that country
Assignment rules run in the order you set and read a lead's source, tags, score and segment. Route the Canada forms to your Canada desk, share UK enquiries round robin between two senior counsellors, and send Australia and New Zealand to whoever has the fewest open students. Rules can wait for office hours, a fallback owner catches anything unmatched, and the counsellor finds a follow-up task waiting the moment a student is assigned.
- Rules that read lead source, tags, score and segment
- Sharing by round robin, by weighting, to one person or to the least busy
- Assignment held until office hours if you choose
- A follow-up task for the counsellor on every new student
Spot the student who enquired twice before two counsellors call
Each new enquiry's email address and phone number are compared with the students you already have. A match is flagged as a possible duplicate for a person to look at, so the student who answered your Canada ad and later filled in your website form is handled by one counsellor quoting one fee. Nothing is merged on its own, and a merge keeps the calls, notes and messages from both records.
- Exact email and phone checks on every new enquiry
- Possible duplicates flagged for a counsellor or manager
- Merged only when a person decides
- Calls, notes and messages from both records kept
Log the counselling call and the next step is already on the calendar
Every new student starts two clocks: two minutes to get a counsellor and thirty minutes to the first contact. After each call the counsellor picks one of nine results, and four of those schedule what happens next: no answer or a busy line brings a callback in three hours, a parent asking for a later call brings one the next day, and a family still comparing countries comes up again in seven days. Reminders arrive before each follow-up is due.
- Two minutes to assign, thirty minutes to first contact
- Nine call results, four that schedule the next step
- A seven-day follow-up for families still comparing options
- Late follow-ups flagged to team leads as well as the owner
Talk to students and parents on WhatsApp from their record
Connect your consultancy's WhatsApp Business number and each conversation with a student or parent sits on the lead that holds their number, where the next counsellor can read it. After Meta's 24-hour window closes, counsellors send a template Meta has approved, such as a reminder about Saturday's seminar. SMS to Indian numbers is matched against your DLT templates, sales and marketing messages need consent for that channel, and a STOP reply puts the number on do-not-contact.
- Threads on the student's lead, not a counsellor's phone
- Approved templates once the 24-hour window has closed
- Every SMS matched against your DLT templates
- STOP replies added to do-not-contact
Quote your counselling package and have it accepted online
When a family is ready, build the quote on the deal: line items such as a profile evaluation, a university shortlist and statement-of-purpose editing, each with a quantity and unit price, then one discount and one tax amount for the whole quote. Every revision becomes a numbered version, and a discount beyond your limit waits for a manager. Once approved, the quote is emailed with a PDF and a link the student or parent accepts by typing their name or drawing a signature.
- Line items for each service, with quantity and unit price
- Each revision kept as a numbered version
- Large discounts sent to a manager first
- The typed name or signature recorded with the version
From a study-abroad enquiry to a signed-up student, in five steps
- STEP 01
Collect every enquiry
Meta, Google Ads, website and seminar enquiries arrive in one list.
- STEP 02
Route to a country desk
Rules on lead source send each student to the counsellor for that country.
- STEP 03
Counsel and record the call
The first call happens inside the clock, and its result schedules the next one.
- STEP 04
Send the package
A numbered quote for your counselling services is emailed once approved.
- STEP 05
Sign up the student
The family accepts online and the counsellor marks the deal won.
DigiPix Flow vs spreadsheets and personal WhatsApp
| What it covers | Spreadsheets, personal WhatsApp and a shared inbox |  DigiPix Flow |
|---|---|---|
| Where enquiries land | Ads Manager, the office inbox and counsellors' phones | One list, each student labelled with the campaign they came from |
| Who counsels a new student | Whoever picks up the phone first | The country desk your assignment rules choose |
| Speed of the first call | Discovered when a family says they went elsewhere | A thirty-minute first-contact clock, with alerts |
| A student enquiring twice | Two counsellors and two different fees | Flagged so one counsellor keeps the student |
| Counselling history | In one counsellor's notebook | Calls, notes and chats on the student's record |
| The service fee quote | A WhatsApp message nobody can find three months later | Numbered quote versions on the deal, sent with a PDF |
| Which campaign fills the intake | A guess once the intake has closed | A leads by source report you can schedule |
The sources and channels a counselling desk connects
Student enquiries arrive from Meta ads, Google Ads lead forms, your website and seminar or fair sheets, and counsellors write to students and parents on WhatsApp and SMS from the same record.
Education consultant CRM questions, answered
What is a CRM for education consultants?
It is the one place every student enquiry lands, gets a counsellor and is followed up until the family signs up for your services or says no. In DigiPix Flow that means Meta, Google Ads, website and seminar enquiries in one list, rules that send each student to the right country desk, a clock on the first call, WhatsApp and SMS on the record, and service quotes accepted online.
Where does DigiPix Flow's job end?
When the student accepts your service package and the counsellor marks the deal won. Applications to universities, document checks, visa files and anything to do with funding stay in the tools and process your team uses today. DigiPix Flow does not connect to universities or their partner systems.
Can Canada and UK enquiries go to different counsellors?
Yes. Give each Meta lead form or website form its own lead source, then write an assignment rule on that source for each country desk. Google Ads lead forms share one set of workspace capture defaults, so route those by tags or score instead, and let a fallback owner pick up anything no rule matches.
Does a parent's WhatsApp message open a new enquiry?
No. WhatsApp never creates a lead in DigiPix Flow. A message from a number already on a lead or contact is matched to that record, so a parent writing from the number on the enquiry shows up on the right student's timeline. New enquiries come in through forms, ads, the lead API or a CSV import.
Can we bring in the visitor list from an education fair?
Yes. Save the sheet as a CSV file, match its columns to name, email, phone and lead source, check the rows and import. Rows whose email already exists are skipped, consent columns follow your workspace's consent settings, and you can choose to send the imported students through your assignment rules so each one gets a counsellor.
Can we record the country, course level and intake each student wants?
Yes. Create lead custom fields such as a Country select field, a Course level field and a Preferred intake field. Answers to those questions on a Meta lead form can be mapped straight into them, and counsellors fill in the rest during the first call. Website forms and CSV imports fill standard lead fields such as lead source and tags rather than custom fields.
Are SMS messages to students checked for DLT?
DigiPix Flow matches each SMS to an Indian number with one of your registered DLT templates and can block wording that fits none of them. Promotional and sales texts also need the student's consent for SMS, and anyone who replies STOP goes on the do-not-contact list.
Can we see which campaign brings the most students?
Yes. Every lead keeps the source it arrived from, so the leads by source report shows how the Canada form compares with the UK form or your Google search ads over 7 days, 30 days, a quarter or a year. Pipeline by stage shows how many families sit at each step and what their packages are worth. Save either one, schedule it and export it as CSV.
Can counsellors work from their phones?
Yes. The DigiPix Flow mobile app has the lead list, each student's details and deals grouped by stage. A counsellor can ring a student from the phone, log the call result on returning to the app, and add the next follow-up to the phone's own calendar.
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Get every student to the right counsellor before another consultancy calls
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