During admission season, enquiries pile up faster than counsellors can reply.
FOR INSTITUTES, COLLEGES AND CONSULTANCIES
Progbiz CRM is education CRM software for institutes, colleges and consultancies in India. It brings enquiries from WhatsApp, ads, calls, and your website into one list. It assigns, follows up on, and tracks each enquiry until the student is admitted or the enquiry is closed. Progbiz Private Limited is based in Kannur, Kerala.
No credit card needed
WHAT IS EDUCATION CRM
Education CRM software tracks every student enquiry from the first message to admission. It shows who asked, which counsellor is handling them, when the next follow-up is due, and which campaign brought them in. Progbiz CRM is education CRM software for institutes, colleges, and consultancies in India.
An education CRM helps admissions teams reply faster, follow up on time, and see which campaigns bring in students. Using a CRM in the education industry also keeps enquiry records in one place, even when staff changes.
A CRM handles students before they join. A student information system (SIS) handles them after. Progbiz CRM does the first job and works alongside an SIS.
| Progbiz CRM | SIS | |
|---|---|---|
| Stage | Before joining | After joining |
| Handles | Enquiries, follow-ups, fee quotes | Records, attendance, marks |
| Main users | Counsellors and admission team | Office and academic staff |
PROBLEMS
Most institutes lose students to slow replies and missed follow-ups, not to fees. A student who waits a day for an answer may join somewhere else.
During admission season, enquiries pile up faster than counsellors can reply.
A parent calls at 10 pm asking about fees. By morning, they have joined another institute.
The enquiry went to one counsellor's WhatsApp, and she is on leave this week.
A demo class slot is booked, and nobody confirms it with the student.
The student said, "I'll discuss with my parents," and nobody called back.
The batch is almost full, but the last five enquiries were never followed up.
You spend on ads every month, but cannot say which one brought admissions.
Enquiries from the education fair are still in a notebook.
ENQUIRY CHANNELS
Progbiz CRM saves enquiries from several channels into one list, and records the source on each one.
A WhatsApp enquiry is saved in the list and waits for the first counsellor in the morning.
Caller details appear as the phone rings. A missed call becomes an enquiry, and the call recording is saved to it.
Facebook and Instagram lead ads arrive in the CRM, tagged with the campaign that brought them.
Spam is filtered out, and the student gets an email confirming the enquiry.
Staff add the student in a few taps. Progbiz CRM warns them if the student is already on the list.
FRONT DESK
Progbiz CRM shows each counsellor who needs a call, when, and why.
Every call, note, fee quote, and next follow-up sits in one history, with call recordings attached.
Mark each enquiry Hot, Warm, Cold, Not Connected or Not Reachable, and update it after each call.
Record why a student did not join, such as fees, distance or dates.
Today, overdue and upcoming follow-ups, with overdue items in red.
Send WhatsApp, email or SMS when a trigger happens, and see delivery and read reports.
Move one counsellor's enquiries to a colleague in one step.
Compare enquiries, admissions, and reply speed for each counsellor and branch.
Filter by branch, counsellor, date or source, and export to Excel.
REPLY SPEED
New enquiries are assigned by turn or by branch, and the counsellor and their manager both get an alert. You can set a reply time limit. If it passes with no reply, the enquiry can be reassigned.
Enquiries go out in turn across a team, or by branch.
A student who enquired before goes back to the counsellor they spoke with last time.
Set the limit in minutes. If it is missed, the enquiry is reassigned.
Set targets by counsellor, team or branch, and see who is behind.
Keep enquiries from a premium course campaign visible only to senior counsellors.
AI FOR EDUCATION CRM
An AI education CRM reviews recorded counsellor calls, so admission heads can coach their team without listening to every call. Progbiz CRM rates how ready each student or parent is to join, grades how the counsellor handled questions, and gives one coaching tip per call. It works from the recorded call, and it never changes the grade the counsellor records.
Readiness to join: Hot, Warm, or Cold, with a confidence score from 1 to 10
Handling of questions about fees and placements
A summary and one coaching tip for each call
AI call scoring is pay-per-use, and each call shows its cost.
Type a question in plain words and get the answer:
"How many MBA enquiries came from Instagram this week?"
"Which counsellor has the most overdue follow-ups?"
"Which course campaign brought the most admissions last month?"
Each person sees only the data their role allows.
MOBILE APP
Yes. The Progbiz CRM app runs on Android and iPhone. Counsellors get enquiry alerts, follow-ups and call logs on their phone, so no follow-up waits for a desk.
Fee Quotes
Progbiz CRM turns an enquiry into a fee quote, then into an invoice when the student pays. The fee details go out as a PDF on WhatsApp or email.
A student asks about a course.
One click creates the quote from the enquiry.
The PDF goes to the student on WhatsApp or email.
The student confirms.
The payment is matched to the invoice, and a receipt goes out on WhatsApp.
Accounts update on their own. If your accounts run on Progbiz ERP, see Progbiz ERP.
Tasks
Progbiz records when each task started, paused and finished, and who did it. Late tasks are marked Delayed. See task management software for the full module.
Journey
Progbiz CRM tracks each student through five stages: enquiry, counselling, demo class or campus visit, application and admission.
A student reaches you by WhatsApp, phone, ad, website or walk-in. The enquiry is saved with its source and given to a counsellor.
The counsellor calls back, grades the enquiry and sends fee details if the student asks about cost.
The visit is booked as a task, with a reminder on the day.
Documents are collected through tasks, and follow-ups are reminded on the day they are due.
The admission is confirmed, the payment is matched, and the record stays in the student's history.
Security
Each institute's data sits in its own separate account.
No other institute can access your records.
Counsellors see their own enquiries. Managers see their branch.
Keep sensitive sources visible to selected teams only.
Access can be ended when a staff member leaves.
Webhooks and public forms are checked before they are trusted.
Setup
Setup covers your account, your branches and your channels. Each channel, such as WhatsApp, 3CX or Meta ads, usually takes 5 to 15 minutes to connect.
Your owner login is set up.
Add your branches, users and reporting lines.
Connect WhatsApp, Meta ads, 3CX and your website forms.
Set your lead sources, enquiry stages and task templates.
Multi-Branch
Each campus keeps its own students and counsellors separate. Owners see every campus on one screen. Each branch can have its own fee quote template and tax settings.
For a group with several branches, see CRM for healthcare to learn how the same multi-branch setup works in another sector.
Institute Types
Coaching institutes, tuition centres, training institutes and skill development centres need fast replies, clear follow-ups and a clear view of which campaign brings students. Progbiz CRM gives each of them one enquiry list and one set of follow-up reminders.
Schools can use the same setup for admission enquiries.
Colleges get many enquiries in admission season, across many courses. Progbiz CRM assigns each enquiry by branch or in turn, sets a reply time limit and shows which campaigns bring admissions. Managers see every counsellor's follow-ups and results on one screen. For the best CRM software for higher education, start with the campaigns that bring the most applications.
Progbiz CRM keeps every enquiry, counselling call and follow-up in one place. It records which agent or partner referred each student, and it tracks the referral commission owed on each admission. Counsellors get reminders for every follow-up, so no application stalls. Each counsellor sees only their own students, and the owner sees the whole office.
A student query management system collects every question from new and existing students in one place. It tracks each question until it is answered.
Price
Progbiz CRM pricing depends on how many counsellors use it and which modules you choose. CRM and Task Management can be bought together or separately. AI call scoring is charged per call. Ask for a quote on WhatsApp.
How to Choose
The best CRM for education captures enquiries without manual entry, assigns them fast and proves that follow-ups happened. Ask these six questions before you choose.
Progbiz CRM covers all six. See the full feature list on the main CRM page.
Comparison
| Without a CRM | With Progbiz CRM |
|---|---|
| Enquiries spread across phones and notebooks | One list, with the source saved on each enquiry |
| Replies whenever someone notices | Assigned in seconds, with an alert |
| Follow-ups remembered, or forgotten | Today, overdue and upcoming, with overdue in red |
| Fee quotes typed by hand | Sent as PDF on WhatsApp or email |
| Ad money spent with no clear result | Cost per lead and per admission by source |
| Counsellor calls never reviewed | AI scores each recorded call |
| Counsellor leaves, enquiries go with them | Enquiries move to a colleague in one step |
Benefits
Here's what our customers experienced.
Testimonials
Here's what our customers experienced.
As an proffesional academy that also offers degree programmes, we get student enquiries every day from Instagram, our website, and WhatsApp. Before Progbiz ERP, many of these got lost between calls and spreadsheets. Now every enquiry lands in Progbiz CRM, our counsellors get reminders for each follow-up, and we can see exactly which courses and ads bring in real admissions. With the WhatsApp API, students get quick replies, course details, and batch updates without our team typing the same message again and again. Progbiz ERP keeps our admissions, fee collections, and receipts in one place, so our office and accounts team finally work from the same numbers. The Progbiz team understood how an education business runs and set everything up around our process, not the other way round. We’d happily recommend them to any institute that wants to stop losing students to slow follow-ups.
Progbiz CRM makes running our hardware business so much easier. It's the best CRM for hardware companies. Easy to use, keeps our inventory organized, and helps us manage customers better. Their team really gets what we need. We highly recommend it to any hardware business.
Progbiz did an outstanding job developing our Lesol Solar software! Their team was professional, responsive, and truly understood our needs for a user-friendly solar solution. The software’s clean design and powerful features have streamlined our operations and impressed our clients. They delivered on time, provided excellent support, and made the process seamless. Highly recommend Progbiz for any software development needs—top-notch quality and service!
Answers to common questions about
our process, services, and how we work.
Education CRM software tracks every student enquiry from the first message to admission. It shows who is handling each enquiry and when the next follow-up is due. It works alongside a student information system, not in place of one.
The best CRM for education in India captures WhatsApp and ad enquiries, assigns them fast and proves that follow-ups happened. Progbiz CRM does all three. It also adds AI call scoring and a mobile app for counsellors, and it is built by Progbiz Private Limited in Kannur, Kerala.
AI reviews each recorded counsellor call. It rates the student's readiness to join as Hot, Warm, or Cold, with a confidence score from 1 to 10, and gives one coaching tip. Scores are advice only. You can also ask plain questions about your admission numbers.
Yes. The Progbiz CRM app runs on Android and iPhone. Counsellors get enquiry alerts, today's follow-ups, and call logs on their phone. Managers can check team numbers from anywhere.
Yes. WhatsApp enquiries are saved in your CRM list with their source. Facebook and Instagram lead ads arrive in the CRM, tagged with their campaign.
Yes. Colleges with many courses and busy admission seasons can assign enquiries by branch or in turn, and track cost per admission by campaign. Multi-campus setups keep each campus's data separate.
Yes. Progbiz CRM tracks each student, the agent or partner who referred them, and the referral commission owed on each admission. Each counsellor sees only their own students.
Progbiz CRM handles new admission enquiries in the CRM. It tracks existing student queries as tasks with a reply deadline.
An education CRM manages students before admission, such as enquiries, follow-ups, and fee quotes. An SIS manages students after admission, such as attendance and marks. Progbiz CRM works alongside your SIS.
Progbiz does not rank itself against other products. For schools, Progbiz CRM handles admission enquiries with the same enquiry list, follow-up reminders, and reply timers that colleges and institutes use.
Pricing depends on how many counsellors use it and which modules you choose. AI call scoring is charged per call. Ask for a quote on WhatsApp.
Setup covers your account, branches, and channels. Each channel usually takes 5 to 15 minutes to connect.
Yes. You can start a 7-day free trial with no credit card needed.
See Progbiz CRM set up with your enquiry sources and your team in a demo.
Reply on WhatsApp during working hours.
For businesses in other sectors, see CRM for healthcare. For the main CRM page, see Progbiz CRM.
Progbiz Private Limited, First Floor, Town Gate Building, Opposite Bus Stand, Chakkarakkal, Kannur, Kerala 670613.
Phone and WhatsApp: +91 98469 82593 | Email: info@progbiz.io