4.98 Google rating

For private schools, colleges, academies and training providers

Education CRM for Admissions and Enrollment

BaseCloud is an education CRM that takes a prospective student from first inquiry to enrolled and paid. Admissions staff see every call, email and WhatsApp with the family, applications move through clear stages, and tuition invoices can be paid online.

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Admissions team tracking prospective students, applications and enrollment in BaseCloud CRM

Every inquiry followed to enrollment

Example workflowFrom open day to first class

Clients who love our CRM system

Feel free to ask them about us.

  • Galetti
  • Quatro
  • Agriskills
  • Mastercare
  • Aluma
  • TutorsSA
  • Gawie le Roux Institute of Law
  • BNI
  • Vision Works
  • Intello Group

Families compare several schools at once. The one that keeps in touch gets the enrollment.

Inquiries arrive through the website, open days, ads and phone calls, often from a parent while the student is the one applying. Admissions staff track applications in spreadsheets, chase missing transcripts by email, and lose track of who was offered a place. When the intake deadline arrives, nobody can say how many applicants are still undecided or why the others went elsewhere.

What BaseCloud CRM solves

What an education CRM should fix

  • Every prospective student and parent on one record with their program of interest
  • Open day and campus tour sign-ups with reminders that bring people in
  • Applications tracked by stage, with missing documents chased automatically
  • Offers, enrollment agreements and payment plans handled online
  • WhatsApp and text with families, kept on the student's record
  • Inquiries, applications and enrollments by source and program on one dashboard

How it works

From first inquiry to first day of class

Four stages every admissions team runs each intake, and how BaseCloud handles each one.

Inquiries answered the same day

Website forms, lead ads and phone calls create the student record with the program of interest and source, then assign an admissions officer.

  • Student and parent kept as separate contacts on one record
  • Call Connect rings an advisor the moment a web inquiry arrives
  • A welcome email and WhatsApp message with the program brochure

What you get

Built for admissions offices and course teams

The parts of BaseCloud a school or training provider uses every intake, in education terms.

  • Programs, intakes and documents on file

    Fields for program, intake, grade level and funding, plus an Applications table per student with status, submitted date and missing items.

  • WhatsApp with students and parents

    Send application updates, reminders and documents on WhatsApp Business. Replies land in a shared inbox the admissions team works together.

  • Admissions follow-up that runs itself

    Workflows send the next message at each stage, chase missing documents and remind staff of intake deadlines from date fields.

  • Enrollment agreements signed online

    Send agreements to the student and parent in signing order, with OTP checks and a completion certificate on the student record.

  • Tuition invoices and online payment

    Issue registration and tuition invoices, set up recurring payment plans and let families pay online, with Xero or Sage sync.

  • Enrollment funnel by program and source

    See inquiries, applications and enrollments by program, intake and source, and which ads and open days produce students.

The BaseCloud difference

Built in, not bolted on

Calling, texting, WhatsApp, email, quoting, e-signature and automation are part of BaseCloud, not add-ons from other vendors. One login, one client record, and no connectors to keep alive between separate subscriptions.

  • Phone system
  • SMS
  • WhatsApp
  • Gmail / Microsoft 365
  • Workflow automation
  • Quotes & invoices
  • E-signature

Education & Training on BaseCloud

One prospective student, inquiry to enrolled

This is an example of how a private college can set up BaseCloud for admissions. Every step is a standard workflow you can change.

Example workflow

A parent asking about a diploma program for their daughter

A parent fills in the inquiry form on the college website in March, ahead of the September intake.

  1. 1. Inquiry in

    The form creates the student record with the parent as a second contact, the program of interest and the source.

  2. 2. First contact

    Call Connect rings an admissions officer, who calls the parent. A WhatsApp message follows with the program guide.

  3. 3. Open day

    The family books the April open day. Reminders go out before it, and the officer gets a follow-up task after it ends.

  4. 4. Application

    The student applies. A workflow chases the missing transcript until it is uploaded, then moves the record to Under review.

  5. 5. Offer accepted

    An offer letter PDF goes out. The enrollment agreement is signed online by student and parent.

  6. 6. Enrolled

    The registration invoice is paid online, a recurring tuition plan starts, and the student moves to Enrolled.

Admissions staff spend their time talking to families. Reminders, document chasing and invoices run on their own.

Read the Gawie le Roux Institute of Law case study

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FAQ

Education CRM questions

Does BaseCloud connect to our student information system or LMS?
There is no built-in connection to a specific student information system or LMS. Registrations, applications and payments can be passed between systems by webhook and the public API. The Gawie le Roux Institute of Law case study shows a CRM, LMS and website working together. CSV import works for bringing records in.
Can we keep the student and the parents on one record?
Yes. Each student is a client record with as many contacts as you need, such as the student, both parents and a sponsor. Each contact has their own phone, email and WhatsApp, and every message is kept on the same record.
Can we message families on WhatsApp?
Yes. WhatsApp Business is built in, with templates, messages and documents, and an AI agent can answer common questions and book a call. See how a tutoring company tracked results from WhatsApp.
Can families pay tuition and fees online?
Yes. Invoices for registration and tuition can be paid online by card through Stripe, and recurring invoices handle monthly or term installments. Invoices can sync to Xero or Sage.
Can we run open days and campus tours from BaseCloud?
You can book sessions and tours on Google or Outlook calendars synced with BaseCloud, send reminders, and start follow-ups when a session ends. Families sign up through your website form, as BaseCloud does not have a public self-scheduling page.
Who can see student records?
Roles, teams and field-level permissions decide who sees and edits each record and field. Two-factor sign-in and an activity log are included. Your institution stays responsible for its own privacy obligations to students and families.

Fewer inquiries lost. Fuller intakes.

Tell us how admissions works at your school today, and we'll show you inquiries, applications and enrollment set up in BaseCloud.

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