Admissions CRM

One admissions workflow, from first inquiry to signed contract

Admissions CRM brings enquiries, applications, documents, contracts, communication, and reporting into a single place, so your team stops rebuilding the same picture across inboxes, spreadsheets, and forms.

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Chosen by admissions teams who want clarity, not more admin

2,000+

Schools and kindergartens
worldwide

40+

Countries
with active deployments

25K+

Teachers using the platform
every day

6–9h

Saved per teacher,
every week

350% ROI

from the 3rd month
of usage

The problemAdmissions shouldn't live across spreadsheets, inboxes, and disconnected tools copy-paste

Enquiries slip through the cracks

Leads arrive by email, phone, website, and walk-in, and there is no single view of who followed up, when, or whether anyone did. A family that showed real interest at the open day goes quiet, and nobody notices until it is too late to win them back.

Families repeat themselves

Parents fill in the same details across the enquiry form, the application form, and the registration form. The experience feels fragmented, and every re-typed field is a chance for the data to drift.

You can't see the funnel

How many applications are in progress right now, where the bottlenecks sit, which sources actually convert. Without a system, these questions get answered at the end of the term, not on the day you need them.

Admissions CRM closes these gaps. Every enquiry, document, and decision is tracked and visible to your whole team, so you always know where each family stands.

Explore the module

What you getEverything the admissions team needs, connected

Capture and qualify every enquiry

Log a lead the moment someone calls, walks in, or messages, even before any form exists, then convert it to an applicant in one click. Nothing is lost between an open day and a real application, and source tracking shows you which channels bring families who actually enrol.

Build application forms families finish

A drag-and-drop, multi-step builder lets you add fields, style the form to your brand, and embed it anywhere. Parents save progress and return on any device, and verify by email first, so you can follow up with reminders at 3, 7, and 15 days if they start but never submit. Fields map straight into the record and, on enrolment, into Kinderpedia, so nothing is re-entered, and each form routes to the pipeline stage you choose.

Move applicants through a pipeline you control

Set your own stages and run more than one pipeline in parallel, for example standard admissions, scholarships, and special programs. Work each as a Kanban board or a filterable table, whichever suits the moment. Assign an owner to every applicant, see time-in-stage, and know at a glance who needs attention today.

Track documents without chasing them

Define required and optional documents per stage, from application form and birth certificate to passport and parent IDs. When a linked form field is uploaded, the checklist ticks itself, so your team sees what is genuinely missing before moving a family forward.

Collect fees and reserve the seat

Attach application or enrolment fees to a form. With Stripe connected, the parent pays inside the flow and the seat is reserved on payment. Some schools run a lead-collector form first, then a paid enrolment form.

Automate the follow-up

Set a workflow once and it fires forever: when a specific form comes in, send the welcome email, set the engagement level, add a tag, and create a follow-up task a few days later. Templates cover follow-up, no-response, and re-engagement of a lead on hold. The repetitive work disappears.

Your working day, in one screenOnce applicants start arriving, the module becomes the admissions team's cockpit

One view per family

Student details, every parent or guardian, lead source, tags, engagement level, and full history sit together on the applicant. Your team stops searching emails and spreadsheets, and everyone sees the same picture.

Activities that keep the pipeline moving

Calls, Zoom meetings, live meetings, deadlines, and follow-ups are owned, prioritised, and scheduled, each with its own notes, attendees, and a private or shared flag. Admissions becomes a managed pipeline, not a passive inbox.

A timeline anyone can read

Interactions, emails, uploads, and contract events are recorded in order on each applicant, so any team member can pick up the story of a family without asking a colleague.

A calendar that syncs

Scheduled tasks and meetings are filterable by type, generate Zoom or Google Meet links inline, and push to Google Calendar, so admissions appointments are visible to the whole team.

Dashboards per role

Start from role presets or build your own with drag-and-drop widgets, saved as named layouts. Each person sees what they actually need, from a hot-leads-and-overdue-tasks feed to conversion and pipeline distribution.

Feature workflowHow it works

STEP 01
Set up your school

Define one campus or several, with capacity tracked per campus and program, and create your academic years with programs pre-loaded from country-specific templates, so the cohort names already match how your school works.

STEP 02
Model the applicant journey

Set your statuses and pipeline stages, such as interview required, offer sent, and offer accepted, keeping what fits and switching off what doesn't. Apply the whole model in one step, and add sample applicants to see how your data will look before going live.

STEP 03
Publish your application form

Build it in the drag-and-drop editor, style it to your brand, embed it or share the link, and route submissions to the right pipeline stage.

STEP 04
Work your pipeline

Convert enquiries, collect documents, schedule interviews with meeting links generated inline, and let workflows handle the reminders.

STEP 05
Offer and sign

Generate the contract, send it for signing, and track every event on the applicant's timeline until it is signed.

STEP 06
Enrol

Push the accepted student into Kinderpedia and into the right class group, with all parent data carried across, and welcome the family into the platform they will use for the rest of the year.

Contracts, in the same system

The step most admissions tools hand off to a separate product stays here, start to finish.

From template to signature

Upload a Word template, in one language or bilingual, and auto-detect maps the dynamic fields, flagging any it doesn't recognise. Generate a contract tied to the right legal entity, campus, program, and academic year, with the correct fees and signatories.

Built for schools with more than one entity

Many schools run several legal companies, for example an expat-only entity or a transport subsidiary, each with its own series prefix, signatory, and registration data. Templates bind to the right combination of company, campus, program, and year automatically.

Sign by email or DocuSign

Choose who signs, parents, the school, or both, in sequence or in parallel. With email signing, the parent opens an expiring link, downloads and signs, then re-uploads, or declines with a reason. With DocuSign connected, an envelope goes out for online signing. Every event lands on the timeline: opened, downloaded, signed, or declined.

A revenue view that adds up

A forecast report shows expected revenue by month, company, fee category, and currency, with live exchange rates so a school running contracts in several currencies still sees a single total. Export to CSV or PDF for finance.

Clean expiry

Link expiry is set on the template. If a contract lapses, you regenerate it rather than editing dates row by row, which keeps the audit trail clean.

Communication that stays with the family

One inbox for every channel

Connect WhatsApp Business, WeChat, Telegram, Facebook Messenger, and Instagram, so admissions conversations no longer live in private phones. Each school connects its own business number, never a shared line, and the interface respects the 24-hour reply window, switching to approved templates outside it.

Know what actually reached the parent

Per-message delivery status tells you when something was delivered, bounced, or marked as spam, so you can see why a family never received the contract without opening a support ticket.

Notifications on your terms

A daily digest at a set time sums up overdue and due-today follow-ups, new submissions, and new notes. Do-not-disturb windows and holiday mute periods keep it from spilling into evenings and weekends.

Built for the admissions teamFor the people who own the journey before a student becomes a student

Admissions Managers

get one view of every lead, applicant, and contract, with clear ownership and no more searching through email threads.

Registrars

keep applicant records, documents, and enrolment data structured and exportable, ready to move into the student system.

Directors and Heads of Admissions

see conversion, source performance, and capacity in real time, without asking anyone to compile a report.

Admissions officers

work a managed pipeline with tasks, reminders, and follow-ups, instead of a passive inbox.

Before and after Kinderpedia CRM

Before Kinderpedia

✕Leads scattered across email, phone notes, and the website, with no single owner

✕Families re-typing the same details on three separate forms

✕Documents chased over email, one message at a time

✕Contracts generated in Word and signed in a separate tool

✕The funnel visible only when someone builds a spreadsheet

With Kinderpedia

✓Every enquiry captured with a source and an owner

✓One application that flows straight into the CRM

✓Checklists that tick themselves when forms arrive

✓Contracts generated, sent, and signed in the same system, with a full audit trail

✓Conversion, source, and capacity visible on any day of the term

Security & reliabilityTrust, integrations, and getting started

Admissions CRM runs on Microsoft Azure and supports the secure, GDPR-aligned operation that schools require. It works with the tools your team already uses, Stripe for payments, Google Calendar and Google Meet, Zoom, Google Drive, and DocuSign, even Facebook and Instagram, and exposes an API and webhooks for schools that want to push data into other systems. The interface is available in 8 languages today, with more ready to activate.

Moving in is straightforward. Bulk-import your existing leads from a spreadsheet or your current tool, export any time with saved column presets, and lean on our team for configuration, training, and ongoing support.

GDPR-aligned

data residency and user rights respected, with AI features that keep your data yours.

Role-based access

separate access for the admissions team, leadership, and support staff.

Setup and training

personalised configuration, onboarding, and ongoing support included.

From our customersWhat admissions teams say

“

It was such a relief to have everything organised in one place, have bills go out with a click, and have the app calculate my costs automatically based on attendance, meals or transportation options.

Claudia ChiruFounder and Manager, Saga Kid

Read the full story →

“

Bank reconciliation used to take a full day every month. Now it’s done before our morning coffee.

Mihai RaduFinancial Manager, International School Group

Ready when you areReady to run admissions in one place?

From first enquiry to signed contract, without the spreadsheets in between.