Any customer relationship can be categorized, regulated, and improved. The relationship between higher education institutions and their “customers” (students, parents, and staff members) is often more complicated than the client-provider relationship in the business world. The volume of information that needs to be processed is huge while the manner in which it should be handled is delicate. This is where CRM systems come in.

What Are CRM Systems?

Customer Relationship Management (CRM) system is a special software for organizations and institutions that allows automating the process. Usually, it helps boost the sales, optimize marketing efforts, improve customer servicing by keeping the client information and purchase/service history, improve business processes, and analyze the results.

In short, CRM system is a software that allows controlling and systemizing of the company’s actions in order to improve the relationship with a customer. There aren’t any special standards for CRM systems. Small shops can keep track of customer information in an Excel file and call it their own CRM system. Meanwhile, larger organization require a more complicated software. All depends on the goals and the scope of work. Many companies go beyond higher education CRM to offer more complicated a useful customer data-management software.

Why Use CRM System In Higher Education Intuitions

Higher education organizations have a huge amount of customer-related information to deal with. Starting from the college application data and ending with awards and achievements. In order to keep all this information systemized, the institution can offer faster services. Using online communication channels can speed up the response time.

Meanwhile, CRM systems in such institutions are vital for creating proper marketing programs and studying current trends. The real-time data provided by the system can help the universities make a decision about admission strategies. CRM system allows the higher education institutions to track a student’s life in order to make projections about the future admissions.

Benefits of Using a CRM System in Higher Education Institutions

CRM systems are powerful tools for colleges and universities regardless of their size. Knowing how to take advantage of the system allows the institutions to reap the benefits.


1.    Admissions Management

CRM systems allow the institution to track the admission process on one platform, including complete student details, academic documents, the program the student is admitted to and more. CRM systems improve the chances of recruiting better candidates.

2.    Marketing Budget Planning

Today, most students look for higher education options online. A CRM system offers special tracking tools allowing the institution to find out which resource led the student to their website. An ability to track such behavior leads to better marketing budget planning and enhanced marketing campaigns.

3.    Making Follow-Ups

Dealing with big amounts of student enquiries is complicated. It’s easy to miss a good prospective candidate. The CRM system allows you to track each student-institution interaction. This can simplify the follow-ups and improve the communications process.

4.    Improving Teacher Certification Process

Besides enhancing institution-student relationships, the CRM systems can improve the efficiency of the staff evaluation process and other teacher-related matters. They help rationalize the tasks to leave time for finding qualified employees.

5.    Monitoring Payment Matters

No matter how big or small the institution is, paying matters are usually complicated. The fee payment process can be automated with the help of a CRM-system. The reminders can also be sent automatically.

6.    Improving Alumni Relations

Keeping in touch with alumni is one of the most useful ways to help current students understand their goals and make the right decisions. In many cases, alumni help with raising funds. The CRM system can manage alumni-institution relationships.

7.    Monitoring Student Progress

Student life-cycle management is vital to keep improving the institution. This management begins with recruitment and ends with graduation. Taking part in the student’s life cycle allows the institution to analyze the progress and make decisions about further admissions.

8.    Generating Reports

CRM systems help with making analysis and generating reports related to the “customers”. They allow the organization to assess the performance and make appropriate changes.

Most modern companies are taking advantage of CRM systems. Higher Education Institutes shouldn’t fall far behind.