10 Best CRM for Universities with Top Features and Practices

According to a study, universities that utilize CRM systems have seen an impressive 10% increase in enrollment rates. Implementing a well-planned strategy can boost the numbers significantly. CRM for universities can help manage current students, alumni, and faculty.

Different types of universities, such as central and state universities, benefit from CRM systems by automating tasks and improving student engagement. CRMs play a crucial role in managing the complexities of competitive exams required for admission, allowing institutions to provide timely information and support to prospective students.

Sorting out the best CRMs for this particular sector depends on the features each one offers and how effective they can be. Rather than ‘going with the flow’ and doing what everyone else is, it’s better to identify your and your staff members’ challenges and match those with what the higher education CRM system has to offer.

TOP CRM for Universities are:

1. CrmOne

This CRM has a reputation for being the most affordable one with advanced features that are way ahead of trends, but that’s not it.   Its user-friendly interface, which makes it easy for beginners to use, creates a buzz in every sector, including the education sector. It is easily one of the best CRM for Universities.

These days, universities are now more cautious about everything, as it has a direct or indirect impact on their presence. That’s why social media management is a must in such cases. You need tools to connect with the right audience (Students).

With smooth integration of social media platforms, this lets you manage all your accounts from a single dashboard. You can create posts, check out what is trending, plan a campaign, customize it accordingly, and then check reports to see if they are performing well.

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What’s trending? AI! CrmOne has recently launched Aeri AI. Now, it’s not just your assistant but a companion that will bring positive results. It can smooth the process of preparing and managing competitive exams in universities, making it easier for students and administrative staff.

First, the data is collected via automation and Integration of CrmOne. Then, lead management starts working on it by organizing the data, as AI data enrichment has already created a profile of students. Now, if a query comes or there arises a need for conversation, then AI Chatbots will provide round-the-clock support to students, even exam schedules, application procedures, and preparation resources.

Note: The adoption of AI in CRM systems has led to a reported 12% increase in productivity.

Generative AI will help you create personalized content that improves the students’ experience. With the Sentiment Analysis feature, you can understand students’ tone and offer solutions that fit their problems.

An AI voice agent feature can make it feel interactive. It can conduct conversations in a humanized way to engage the students. With AI automation, you can simplify the whole process to promote transparency.

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Document management allows universities to efficiently manage important documents related to admissions. From application forms to supporting documents for competitive exams, a centralized document management system simplifies access for both staff and students.

CrmOne allows universities to set custom user permissions for staff members based on their roles. This ensures that sensitive student data is protected while enabling relevant teams to access the information they need to support students effectively.

CrmOne includes reporting tools that enable universities to analyze important data related to student inquiries, applications, and enrollment trends. This means that institutions can easily track the number of students interested in their programs, the number of applications submitted, and the overall student enrollment numbers.

For example, if a university notices a drop in applications for a particular program, it can investigate further to understand why this is happening. Perhaps it needs to enhance its marketing efforts or provide more information about the program to prospective students.

2. HubSpot

HubSpot is a CRM for higher education with unique, useful features. It is made to manage the entire student lifecycle, from recruitment and admissions to alum relations. It automates recruitment, tracks application data, and provides personalized communication.

I cannot talk about HubSpot without mentioning its integrating capability, which arguably makes it one of the best CRM features for Universities. It has advanced communication tools for email marketing, social media, and personalized messaging to better engage with students.

The data management capabilities let universities analyze student behavior, preferences, and performance for decision-making. However, AI is not practical in this sector because of its lack of adaptability.

3. Salesforce

Salesforce has customized solutions for managing student relationships, making it useful software for universities. The client has advanced document management features that enable you to maintain detailed profiles of students.

Track individual student interactions, preferences, and progress throughout the academic journey. View each prospective student engagement’s history and needs so more personalized support and interactive approaches can be implemented. The predictive analytics features help you understand the student’s needs and trends.

If data indicates that students struggle with specific courses or requirements, universities can reach out with targeted resources or support services.

Integration Capabilities allow effortless connectivity with other Salesforce products and third-party applications, creating a unified experience for managing all aspects of student information.

4. TargetX

For a state university, Target X has been proving to be a game changer. It can help manage students’ recruitment and retention processes. Student Lifecycle Management allows universities to oversee students’ entire journey from initial recruitment to graduation and beyond.

This holistic approach ensures that state universities can track student interactions, have student information systems monitor engagement levels, and provide tailored support at every stage of the student lifecycle.

Universities can implement targeted strategies that enhance student satisfaction, alumni engagement, and retention by having a clear view of each student’s journey.

This is a must-have CRM in higher education! The Integration gives state universities access to advanced analytics tools that help them make data-driven decisions. It also allows institutions to leverage powerful reporting capabilities, effectively analyzing trends in student applications and enrollment.

TargetX includes Engagement Tools such as automated emails and targeted outreach strategies, which enhance communication with prospective students. By utilizing these tools, state universities can improve their recruitment efforts and ensure that they reach out to potential students at the right time with relevant information.

5. Slate

As a CRM platform for universities, Slate has developed and designed its features to be more user-friendly. Its focus is on enrollment through competitive exams and the admission process.

Admission management provides tools for tracking applications and managing documents efficiently. During the competitive exam season, when universities receive a high volume of applications, this CRM can be useful in managing student data in many ways.

Slate helps institutions process applications faster. This ensures that applicants get timely updates on their status and next steps. Another useful feature is Personalized Communication. It lets universities send customized messages to applicants. They are based on the applicant’s engagement and interactions.

Reporting Tools let institutions analyze admissions data. They provide insights into application trends and student demographics.

Slate has features that can greatly help universities and students in competitive exams. The tracking capabilities ensure all exam materials are submitted and processed efficiently, reducing the risk of missing documents or deadlines. In a competitive environment, timing is important.

Slate can automate communications so students can receive reminders about important exams or application deadlines. This proactive approach keeps students informed and engaged and reduces their anxiety and uncertainty.

6. Freshsales

One powerful CRM for universities was developed by Freshworks and designed to help them enhance their sales and marketing processes and sales strategies. The AI-powered insights utilize artificial intelligence to understand customer behavior and preferences. It allows you to identify leads and adjust outreach efforts accordingly.

By understanding what prospective students are looking for, institutions can create more effective marketing campaigns that resonate with their target audience.

I have to include Multichannel Engagement capability. Is it a must-have for the University? Yes. Is it effective? More than it can be.

This feature supports communication through various channels, including email, phone calls, SMS, and live chat. By centralizing these interactions on one platform, universities can ensure they engage with students on their preferred communication channels. Consider it one step ahead of Omnichannel.

Freshsales offers Customizable Sales Pipelines, allowing universities to create tailored workflows that fit their needs. This customization helps align the admissions process, making it easier for institutions to manage student inquiries and track progress throughout the recruitment journey.

7. Creatio

Creatio, a versatile integrated CRM platform for universities, has many standout features. It starts with No-code customization. It lets universities tailor workflows and apps without needing much coding knowledge, making it accessible to all staff members to adapt the software as quickly as possible.

For example, admin staff can create custom forms or modify processes without IT support. This will better suit their needs and boost efficiency.

The full customer relationship management interaction view provides an overview of all interactions with students. It helps university staff manage relationships. It lets them track communication history, preferences, and engagement levels.

With this information, staff can personalize their outreach, ensuring students get relevant support throughout their academic journey. Creations Automated Processes handle routine administrative tasks, like follow-ups and communications.

8. EngageBay

Software for universities should have definite features, and EngageBay has compilations of all of them. Small—and medium-sized universities can use it. Affordable marketing automation tools combine CRM features at a low price.

This low cost lets universities use effective, cheap marketing. It helps them reach and recruit prospective students.

Lead Generation Features. They include tools for capturing leads via custom forms and landing pages. These tools let universities run targeted campaigns to engage potential students. They can also collect valuable information from interested applicants.

EngageBay’s Email Campaign Management tools let educational institutions to run targeted email campaigns. These campaigns nurture leads and inform prospective students of important updates, like deadlines and programs. This combination of features makes EngageBay a great CRM for Universities.

9. Ellucian

A specialized CRM for universities that meets the current demands of the higher education institutions. The solutions aim to improve relationships with students, alums, and others. At the same time, they will cut admin costs. This customization ensures that universities can address their specific challenges effectively.

The platform has user-friendly features for the entire collegiate lifecycle. It supports managing alum relations and overseeing financial aid processes. This intuitive design makes it easier for staff to navigate the system and utilize its tools effectively, ultimately leading to better student service delivery.

Ellucian provides top-notch reporting. Its analytics tools help institutions analyze data effectively. By finding areas for improvement, universities can boost recruitment and student success.

10. Embark Campus

It is an advanced online admissions software that simplifies college admissions manages applications and boosts recruitment.

Admissions Tracking Tools allow colleges to maximize their admissions metrics during the enrollment management process. This feature lets universities monitor applications and deadlines, helps them manage communications with applicants, and improves the admissions experience for both staff and students.

Its Smart Recruitment Features lets schools collect and filter student applications while managing their marketing. This allows institutions to tailor their outreach based on applicant data and meaningfully engage potential students.

Embark Campus’s Collaborative Software Design enables real-time collaboration among all stakeholders in the admissions process. This means everyone with approval powers can act on new information as it becomes available. It will improve communication and decision-making throughout the admissions process.

Effective Practices for Implementing CRM in Universities

1. Define Clear Objectives: Before using a CRM system, universities should set clear goals. Specific goals will guide the implementation process. For example, they can focus on increasing enrollment rates or improving student retention.

2. Train Staff Effectively: Training staff on using the CRM is crucial. This is key for successful adoption. Regular training sessions ensure everyone knows how to use the software’s features.

3. Integrate with Existing Systems: To be efficient, universities should link their CRM with existing departmental software, like learning management systems or financial aid platforms. This Integration aligns workflows and enhances data sharing among teams.

4. Use Data Analytics: Use the CRM’s analytics to get valuable data insights find student behavior and engagement trends over time. These insights can inform decision-making processes related to recruitment strategies or program offerings.

5. Collaboration: Encourage departments to collaborate using the CRM. It has shared access. All stakeholders can then share insights on student interactions and feedback from prospective applicants.

6. Regularly Review Performance Metrics: Use CRM reports to track enrollment and retention KPIs. This helps you quickly identify areas needing improvement.

7. Ask for user feedback: Gather feedback from daily staff and occasional student users. This will help identify needed improvements in workflows and user experiences.

8. Utilize the CRM data in a planned manner when contacting prospective students. Personalized outreach is far more engaging than generic messages.

9. Implement Iterative Improvements: As higher education needs evolve, universities must assess their CRMs. Changes in regulations and student demographics may affect admissions. They should improve their CRMs based on ongoing evaluations during each academic year.

10. Stay Updated on Trends: Keep up with new trends in CRM for Universities. Knowing about new technologies helps your school compete for top college applicants.

Final words

CRMs let institutions consolidate vast data into a single platform. This includes student inquiries and application management. This centralization improves efficiency by reducing data silos. It also gives faculty and staff access to real-time information, helping decision-making.

CRM in Higher Education and Universities provides tools to automate routine tasks. These include sending reminders and managing communications with prospective students. By consistently reaching out to students and alumni, universities can improve enrollment. This will build a loyal community that supports the institution after graduation.