Less admin. More admits.
The simple AI CRM for higher education.
- Every inquiry from web, chat and social gets an owner
- One applicant record, from first inquiry to enrollment
- Powerful automation, none of the complexity
- AI that shows every counselor who needs attention next
Free for the first 12 months. Start your pilot now.
- Lead manager: Leads: every inquiry, one list. Web inquiries: Sofia Reyes, owner Daniel Brooks.
- Communication: Conversations: every channel, one inbox. Messenger: open Noah's chat and reply. Send: reply delivered; welcome email sent.
- Calendar: Calendar: this month's follow-ups. Day view: today, hour by hour.
- Automation: Module settings: three active workflows. Runs: a new run, step by step.
- Campaigns: Campaigns: review the open house email. Schedule: Campaign scheduled for Sep 21.
- Dashboard: Home: Website 413, New Inquiry 1241.
Eight stages, one applicant record
Follow each applicant from the first campaign to enrollment, then read the whole funnel. Every stage below is in the product today.
Marketing
Email, SMS and WhatsApp campaigns to segments built from stage, source and engagement.
Campaigns (marketing stage)Lead generation
Web forms, website chat, WhatsApp, Messenger, imports and the REST API create leads with their source.
Lead capture (lead generation stage)Lead management
Assignment rules give each inquiry an owner by source, region, stage or priority, within the capacity you set.
Lead management (lead management stage)Counseling
A daily task panel, a shared WhatsApp and Messenger inbox, and click-to-call with recordings.
Counselor workspace (counseling stage)Application
Application stages tracked on each lead, with the applicant's files in its document locker.
Applications (application stage)Admission
Admission stages you define, with application fees and deposits recorded as they're paid.
Admissions and payments (admission stage)Enrollment
Workflows react when an application stage changes or a document arrives, so the next step goes out on time.
Enrollment (enrollment stage)Analytics
Organization, team and personal dashboards show the lead and application funnels, channels and targets.
Dashboards (analytics stage)
See it in action
Six deeper tasks the tour above doesn't cover, recreated from the product. Pause any of them, or open one full size.
A daily briefing, in your language
- Ask what to do today and get a briefing with lead cards.
- Ask in your language; it answers in the same one, and never saves or sends anything itself.
Chatbot flows your office writes
- Six step types, checked with Check flow and versioned before they go live.
- Preview runs the real flow and sends nothing; Hand to counselor passes the chat to your team.
Call from the lead's row, logged with the recording
- The phone icon on a lead's row opens Make a Call: dial from the browser tab or a phone.
- Each call lands on the lead's record with its duration and recording.
Web forms, quick adds and spreadsheet imports
- Form inquiries arrive with their source; walk-ins go in through the Add New Lead drawer.
- Import up to 50,000 leads from a spreadsheet; duplicates are skipped and reported.
Workload you can see, targets you can track
- Load Balanced routing skips a counselor who is at a hard capacity limit.
- Workload Distribution and My Targets show where each counselor stands.
Rights page by page, with masking and an audit trail
- Turn actions such as Export on or off for a role, and mask contact details.
- Masked users can still call and email, and every role change is logged.
Recreated product screens with fictional sample data.
AI where it helps. Rules where you need to see why.
The AI Assistant tells each person where to start. Decisions that move an applicant run on rules your team writes and can read.
Where AI helps
- A daily briefing: pending follow-ups, new leads and next steps, as lead cards
- Who needs attention next, and which leads have no follow-up
- Your conversion rate, on request
- Questions in your language, answered in the same one
Built on Anthropic's Claude. It never saves changes or sends messages; every action stays with your team.
Where rules are better
- Lead scoring: points you set for each activity, with a “Why?” on every score
- Routing: round robin, load-balanced, source or region rules, with a fallback
- Chatbots: flows your office writes, checked and versioned before they go live
- Workflows: triggers, conditions and actions anyone can read
Rules give the same answer every time, and you can show anyone why an applicant went where they did.
Change the rules yourself, without a consultant.
Stages, routing, roles and chatbots are settings your admissions office owns, not a services project. Every change is logged.
- Lead and application stages, custom fields and follow-up types you name
- Roles with view, create, edit, delete and export rights on every page
- Assignment strategies with capacity limits and a fallback rule
- Workflows checked for errors before they save
- 1
An inquiry arrives
From a web form, website chat, WhatsApp, Messenger, an import or the REST API.
- 2
Rules are checked
Rule conditions on source, zone (country, state or city), stage and priority.
A rule matches
Its strategy and counselor pool apply.
No rule matches
Your fallback strategy applies.
- 3
The strategy picks a counselor
Working hours and cooldown are respected.
- Round robin
- Weighted round robin
- Load balanced
- Source-based
- Zone or region
- Manual only
- 4
Capacity is checked
Each counselor can carry a capacity limit.
Soft limit
Warns, and still assigns.
Hard limit
Counselors at capacity are skipped; the strategy picks from the rest.
- 5
The outcome is recorded
Assignments appear in each lead's audit history.
Assigned
The counselor owns the lead from the first minute.
Everyone is full
Under hard limits the lead stays unassigned until a manager assigns it.
Ready for your IT and security review.
Short answers here. The detail is in the trust center, the procurement pack and the API docs.
- Sign-in
- OpenID Connect single sign-on and MFA with an authenticator app. SAML isn't supported.
- Access
- Custom roles page by page, contact masking for the roles you choose, and session controls for every user.
- Audit
- A staff activity trail with old and new values, plus a full history on every lead.
- Encryption
- AES-256-GCM for stored integration credentials and for custom fields you mark as sensitive.
- Certifications
- No SOC 2 or ISO 27001 today. We answer your security questionnaire in full.
- Integrations
- REST API, inbound webhooks verified by secret or signature, and CSV or Excel import up to 50,000 rows. No packaged SIS connector.
Built for higher education admissions.
For admissions and enrollment teams at colleges and universities, and for the leaders and IT teams who choose their tools. Start with the university and college CRM.
Colleges and universities
One campus or many, with clear rules and owners in every office.
Graduate, international and online programs
Long applicant journeys routed by country, program and stage.
Enrollment leadership
Funnels, targets and team dashboards from the records counselors work in.
IT and security teams
Single sign-on, MFA, audit logs, the API and a questionnaire answered in full.
Run your next admissions cycle as a pilot.
higheredcrm.ai is free for the first 12 months, with every feature and your whole team. You pay only for messages and calls.
Requests are confirmed within one business day. No payment details needed.
Request your pilot
Or book a 30-minute demo first, set up with your programs and channels. A demo is offered, not required.
Set up and invite your team
Import current inquiries with the template, set roles and routing, and invite counselors and managers.
Run the cycle
Connect your own messaging and calling providers, or start with built-in channels and free sign-up credits.
Decide before month 12
We share pricing for continuing before your free period ends. Nothing converts to paid automatically, and if you stop, your lead records stay exportable to Excel or CSV for 30 days.
Questions enrollment leaders and IT ask first.
Does it replace our student information system?
No. higheredcrm.ai runs recruitment and admissions up to enrollment; your SIS stays the system of record. There's no packaged SIS connector, so connect through the REST API, inbound webhooks or CSV and Excel files.
Can one account cover all our campuses?
Yes. One institution, including all its campuses, is one account. Staff switch between campuses, and teams, targets and dashboards follow your reporting lines.
Does it work with our single sign‑on?
If your identity provider supports OpenID Connect, yes. SAML isn't supported. Multi-factor authentication uses an authenticator app and can be made mandatory.
How does it help with FERPA and GDPR?
With controls that help you meet your obligations: opt-outs checked before every send, contact masking by role, page-level permissions, audit logs and field encryption. A data processing agreement is available.
What does the AI do with our data?
The AI Assistant, built on Anthropic's Claude, reads your records to answer staff questions. It never changes data or sends messages, and we don't use your data to train AI models without your written permission.
What will it cost after the free period?
We share pricing for continuing before your free period ends, so you decide with notice. Nothing converts to paid automatically, and you can export your lead records to Excel or CSV at any time.
See every applicant's journey in one place.
Book a 30-minute demo set up with your programs and stages. Bring your IT lead; we'll answer the security questions live.