Enquiries and campaigns
The web enquiry form, walk-ins, campaigns and admissions counsellors with their follow-ups.
Communication
Relationships and alumni
A CRM in the words of a student office, not a sales team: one page per person, from the first enquiry through the years of study to the alumni years. No pipelines and no opportunities — who the person is to the school, every contact with them, what is owed to them, and what they agreed to.
- The life cycle follows the record: applicant, student, alumnus
- No consent, no message — and every look at a person is logged
- Alumni keep their own details up to date
What it does
- One page per person — prospect, student, alumnus or a company’s contact — with every call, note, e-mail, meeting and event attended on one timeline, a box at the top to log the next one, and follow-ups that land in the work queue: whom do I owe a call.
- The life cycle follows the record. A prospect whose application is accepted becomes a student by itself; a graduation recorded in Completion of study makes an alumnus. Nobody has to remember to link them.
- Prospects in the school’s own words: its stages (enquiry, in contact, came to an open day, applied, no longer interested) and sources (an education fair, the web form, a phone call), renamed or extended as it likes. How they arrive — the web enquiry form, walk-ins, campaigns — and the admissions counsellors who look after them are on Enquiries and campaigns.
- Companies and partners — employers of graduates, practice places, partner institutions — with their contact people.
- Segments and exports: saved filters with their reach under consent, which Messages sends announcements to.
- People without a student record are reachable too — prospects, a company’s people, alumni from before Wise Ed — by e-mail, with their consent, the message on their timeline and a way to unsubscribe in every mail.
- News, events and mentoring offers for the alumni, with who signed up and who came.
- Leads from outside arrive through the public API and Zapier, as a new or updated contact — see Integrations.
The alumni portal
Part of the student portal, for graduates: they keep their details current, choose how the school may contact them, find classmates and stay in touch.
- Their own details: contact, a few lines about themselves, work, further study, and how they would help the school — as a mentor, a guest speaker or a practice place.
- The rule before the form. Each part says under its heading whether a change takes effect at once or waits for the student office — the school’s choice, part by part.
- Once a year, one button: “are your details still right?” — yes is one press.
- An opt-in directory. Being listed is a consent like the others, and what classmates see is the alumnus’s own choice. “Connect” sends a short message; neither sees the other’s address until it is accepted.
- Signing in after the school mailbox closes: a graduate’s sign-in code goes to the private address they keep up to date.
- A current student sees only how the school may contact them, and that the rest opens at graduation.
Consents and who sees what
- Consents are evidence: per person and purpose (e-mail, phone, newsletter, events, the directory), dated, with how they were given. A withdrawal is a new entry; nothing is rewritten, and no entry means no consent.
- Segments and exports leave out anybody without the consent. Including them takes a reason, and the reason is logged.
- Every look is on record: each opening of a person’s page and each person in an export.
- Asked, not refused: a new person whose e-mail another record already has, a follow-up dated in the past, linking a student who already has a CRM page (the two are merged) — each is asked and done once confirmed.
Questions about relationships and alumni
Is this a sales CRM?
No. There are no pipelines or opportunities. It is a record of people and contacts, with the follow-ups and consents a student office needs, and it fills itself from admission, enrolment and graduation.
Can we bring in the alumni we already have?
Yes. CRM contacts come in through the import wizard, with a dry run first; consents can be recorded as imported. See data in and out.
What does an alumnus see of other alumni?
Only those who chose to be in the directory, and of them only what each chose to show — never an e-mail address before a connection is accepted. A declined connection cannot be asked again for six months by default.
Works with
Each module works on its own. These are the ones it does more with.
Messages
Direct and department messages, announcements, alerts and text messages.
Admission and enrolment
Calls, applications, ranking, the online enrolment form and certificates.
Completion of study
The thesis from topic to defence, the diploma and the Diploma Supplement.
Integrations
Public API, Zapier, webhooks, Moodle and LTI, Microsoft sign-in, accounting.
See Wise Ed on your own school
Book an online presentation. We will walk through how your student office works today and show you the same job in Wise Ed — with your programmes, not a demonstration dataset.