18 Best CRM Software For Higher Education Reviewed In 2025
Best CRM Software for Higher Education Shortlist
Here's my pick of the 10 best software from the 18 tools reviewed.
Our one-on-one guidance will help you find the perfect fit.
CRM software is an essential tool for institutions like higher education. The right software can remove bottlenecks and streamline the admissions process while building strong student relationships. However, with so many options, finding the best CRM can be challenging.
Using my experience with revenue operations software, I tested and compared several leading CRM solutions for higher education. I compiled detailed reviews to help you find the best software for your unique needs. I’m confident you’ll find your next CRM software for higher education in the list below.
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Best CRM Software for Higher Education Summary
This comparison chart summarizes pricing details for my top CRM software for higher education selections to help you find the best software for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 |  CRM Creatio CRM Creatio's marketing campaign management feature helps organize campaigns in the higher education context. | Best for no-code workflows | 14-day free trial | From $25/user/month | Website |
| 2 |  Keap Keap automates marketing and sales, helping small businesses manage customer relationships. | Best for small institutions | 14-day free trial | From $249/user/month (billed annually) | Website |
| 3 |  Shape Shape automates outreach, admissions, and applications to boost student enrollment. | Best for AI-powered admissions and outreach automation | Free demo available | From $119/user/month (billed annually) | Website |
| 4 |  TargetX TargetX enhances student recruitment, admissions, and retention with CRM solutions. | Best CRM for ready-made data import solutions | Free demo available | Pricing upon request | Website |
| 5 |  Salesforce Education Cloud Salesforce Education Cloud enhances learner experiences with centralized data. | Best for scalability and customization | Free demo available | From $81.25/user/month (billed annually) | Website |
| 6 |  Embark Embark supports admissions for higher education with recruiting and enrollment tools. | Best for application management | Free demo available | Pricing upon request | Website |
| 7 |  Enrollsy Enrollsy manages enrollment and payment processing for child care, schools, and universities. | Best for enrollment automation | Free demo available | From $107/month (billed annually) | Website |
| 8 |  Ellucian Ellucian enhances student success and streamlines operations with integrated SaaS. | Best for personalized student support | Free demo available | Pricing upon request | Website |
| 9 |  Element451 Element451 enhances staff productivity and student engagement with AI-powered tools. | Best for AI-driven student engagement | Free demo available | Pricing upon request | Website |
| 10 |  Slate Slate supports admissions, communication, and data-informed decision-making for higher education. | Best for detailed admissions tracking | Free demo available | Pricing upon request | Website |
How to Choose CRM Software for Higher Education
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
| Scalability | Will the software grow with your institution? |
| Integrations | Does it integrate with your existing systems? |
| Customizability | Can you tailor it to your specific needs? |
| Ease of Use | Is it user-friendly for your team |
| Budget | Does it fit within your financial constraints? |
| Security Safeguards | Does it protect your data adequately? |
| Support | Is there reliable customer support available |
| Training | Are there sufficient training resources for users? |
Best CRM Software for Higher Education Reviews
Below are my detailed summaries of the best CRM software for higher education that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
CRM Creatio is a no-code platform designed to automate workflows and CRM processes across various industries, including the higher education sector.
Why I picked CRM Creatio: For higher education institutions, CRM Creatio provides features tailored to manage the student lifecycle effectively. Its lead and opportunity management tools help track prospective students from initial inquiry through enrollment, ensuring personalized communication and timely follow-ups. The platform's campaign management capabilities allow you to design and execute multichannel marketing campaigns, aiding in student recruitment and engagement. Additionally, CRM Creatio's no-code workflow automation simplifies administrative tasks, such as application processing and student onboarding.
Standout Features & Integrations:
Features include grant management, support tickets, service requests, pipeline management, dashboards and analytics, contact management, task management, performance metrics, forecasting, opportunity management, referral tracking, territory management, activity dashboard, customizable fields, and sales activity management.
Integrations include Accelo, Act!, ActiveCampaign, Acumatica, Adobe Analytics, Asana, Microsoft Exchange, Excel, Mailchimp, HubSpot Marketing Hub, Google Calendar, and Tableau.
Pros and cons
Pros:
- Automated reminders for lead follow-ups
- No-code platform
- Extensive customization options
Cons:
- Hefty feature set can be overwhelming
- Customization can be time-consuming
Keap is a CRM and automation platform designed for small businesses, helping them manage customer relationships and automate marketing and sales processes. It serves entrepreneurs and small teams looking to save time and increase efficiency in their daily operations.
Why I picked Keap: Keap brings CRM, marketing, and sales automation together in one platform, making it easier for smaller educational institutions to manage. It helps you capture leads, send email and text campaigns, and handle invoicing to keep your workflows efficient. Appointment scheduling makes sure you don’t miss any meetings. Plus, Keap offers onboarding support and access to a community if you need extra help.
Standout Features & Integrations:
Features include lead capture, email and text marketing, invoicing, and appointment scheduling. These tools help you manage customer interactions, streamline communication, and handle administrative tasks efficiently.
Integrations include QuickBooks, Gmail, Outlook, Zapier, Shopify, WooCommerce, WordPress, PayPal, Stripe, and Mailchimp.
Pros and cons
Pros:
- Simple invoicing features for payments
- Effective lead capture system
- Customizable workflows for campaigns
Cons:
- Time-consuming onboarding process
- Steep learning curve for beginners
Shape is an AI-powered CRM designed for educational institutions, focusing on automating outreach, admissions, and application processes to enhance student enrollment and retention. The platform supports higher education by providing tools for managing student prospects, improving communication, and integrating with Student Information Systems (SIS).
Why I picked Shape: Shape gives you a customizable student portal for securely collecting applications and handling large volumes with ease. With built-in communication tools like phone, text, email, and AI-driven lead scoring, you can optimize your outreach. Marketing tools like bulk messaging, drip campaigns, and customizable landing pages help boost conversion rates. The mobile app lets your team access everything on the go, so you can manage and engage with students from anywhere.
Standout Features & Integrations:
Features include a customizable student portal, an application management system, and integrated communication tools. AI-driven lead scoring helps prioritize outreach efforts. Marketing solutions such as bulk messaging and drip campaigns enhance conversion rates.
Integrations include Google Workspace, Zoom, Microsoft Outlook, QuickBooks, Mailchimp, Twilio, Docusign, HubSpot, Calendly, and Stripe.
Pros and cons
Pros:
- Flexible automation for complex tasks
- Customizable workflows for campaigns
- Scalable for growing institutions
Cons:
- Time-consuming onboarding process
- Limited flexibility in certain areas
TargetX is a CRM platform for higher education institutions, focused on improving student recruitment, admissions, and retention. It supports admissions teams and student success staff with tools for personalized communication, data-driven insights, and streamlined process management.
Why I picked TargetX: TargetX's Recruitment Suite helps your admissions team attract and engage prospective students with personalized communication tools and mobile-friendly applications. The Student Portal makes it easier for students to manage their enrollment tasks, while Telerecruiting lets your team run personalized call campaigns. Real-time reporting gives you the data you need to make informed decisions, and the platform works with systems like Salesforce and student information systems to keep everything connected.
Standout Features & Integrations:
Features include personalized communication tools, mobile-friendly application solutions, and real-time reporting. The Student Portal enables efficient enrollment task management, and Telerecruiting supports personalized call campaigns. The Recruitment Suite uses data-driven insights to enhance recruitment strategies.
Integrations include Salesforce, TargetX, Education Data Architecture (EDA), Enrollment Rx, CoPilot, Wiley Student Relationship Platform™, HandsOn Connect, PatronManager, Docusign Document Management, AC Events Enterprise, TrueDialog SMS, and more.
Pros and cons
Pros:
- Flexible reporting for varied needs
- Customizable dashboards for departments
- Scalable for large student databases
Cons:
- Limited flexibility in certain modules
- Complex setup for advanced features
Salesforce Education Cloud is a CRM tailored for the education sector, improving learner and institutional experiences. It centralizes student and prospect data, allowing for personalized interactions at scale.
Why I picked Salesforce Education Cloud: Recruitment and admissions features give your team the tools to create personalized application experiences and manage the review process in one place. You'll get a full view of student data, making it easy to set up data-driven alerts and schedule appointments with advisors. The alumni engagement portal helps you manage connections and events, while efficient gift processing makes fundraising easier. AI-driven analytics guide you through every stage of the student journey, ensuring you can offer personalized support when it's needed most.
Standout Features & Integrations:
Features include AI-driven automation for recruitment, holistic student data views for early intervention, and an alumni engagement portal for managing events and donations.
Integrations include PeopleSoft, Ellucian Banner, Workday, Ellucian Colleague, Slate, Google Analytics, Microsoft Dynamics 365, Campus Management (Anthology), Oracle Student Cloud, and Blackbaud.
Pros and cons
Pros:
- Flexible reporting for varied needs
- Customizable workflows for departments
- Scalable for large student populations
Cons:
- Requires technical knowledge for setup
- Steep learning curve for new users
Embark is an admissions CRM software tailored for higher education institutions, designed to help with recruiting, managing online applications, and enrolling students. Its main user base comprises colleges, universities, and fellowship programs focused on streamlining their admissions processes.
Why I picked Embark: The platform helps your team collaborate on reviewing applications efficiently. You can access real-time data and reporting through a personalized admin dashboard, making it easy to stay on top of things. It also integrates with your existing data systems, keeping your workflow organized and smooth.
Standout Features & Integrations:
Features include customizable online applications, a collaborative online review process, and real-time data reporting via a personalized dashboard. You can manage the entire admissions lifecycle, from recruitment to enrollment, all in one place. The system supports a smooth integration with existing data systems, enhancing your data management capabilities.
Integrations include PeopleSoft, Ellucian, Salesforce, Oracle, Workday, Blackbaud, Slate, Technolutions, Google Analytics, and HubSpot.
Pros and cons
Pros:
- Easy to integrate with systems
- Customizable workflows for unique needs
- Scalable for large applicant pools
Cons:
- Steep learning curve for administrators
- High complexity for advanced features
Enrollsy is an online enrollment software for industries like child care, music schools, and universities. It manages enrollment, payment processing, and customer relationship management.
Why I picked Enrollsy: The software automates data entry and digital forms, so your team can manage enrollments without dealing with paper. You can customize payment options, whether it’s recurring payments or one-time fees. The reporting tools give you everything you need to track your data in one place. Enrollsy also offers web portals and app integrations to keep everyone in the loop.
Standout Features & Integrations:
Features include automated data entry, digital forms, customizable payment options, and a thorough reporting tool which all save time on administrative tasks. The web portals and app integrations offer multiple access options.
Integrations include QuickBooks, Stripe, Google Calendar, Mailchimp, Twilio, PayPal, Zoom, Google Analytics, Microsoft Teams, and Slack.
Pros and cons
Pros:
- Supports recurring payment structures
- Flexible reporting tools for data tracking
- Customizable payment options are available
Cons:
- Limited flexibility in some features
- Requires technical setup for customization
Ellucian offers technology solutions for higher education, providing integrated SaaS platforms that enhance student success and streamline operations. Its primary users are colleges and universities seeking to improve performance and student engagement through data-driven insights.
Why I picked Ellucian: Ellucian specializes in student information systems like Banner and Colleague, which streamline student record management. Its CRM tools focus on improving student recruitment, retention, and engagement. The platform also provides services for implementation, optimization, and training, ensuring your team maximizes its potential. Designed for higher education, Ellucian's solutions address key challenges to enhance institutional performance.
Standout Features & Integrations:
Features include student information systems for managing student records, CRM tools for enhancing student engagement, and services for implementation and training to help your team get the most out of the platform.
Integrations include Banner, Colleague, PowerCampus, Elevate, Quercus, Ethos, Degree Works, Payment Center, and eTranscripts.
Pros and cons
Pros:
- Simple to implement with existing systems
- Customizable to specific school needs
- Scalable for growing institutions
Cons:
- Time-consuming to train staff
- Limited flexibility in certain modules
Element451 is an AI-powered CRM platform designed for higher education institutions, focusing on enhancing staff productivity and enriching student engagement. Its key business functions include providing AI assistants for both students and staff, knowledge discovery tools, and intelligent admissions automation.
Why I picked Element451: Element451 helps community colleges, public universities, trade schools, and online programs improve engagement and adapt to changing student expectations. With AI Assistants, both your students and staff get extra support, while Bolt Discovery uncovers important insights. The platform automates admissions processes, making things easier for your team. You’ll use data-driven insights and AI to transform student experiences and streamline operations, keeping everything running smoothly.
Standout Features & Integrations:
Features include AI assistants, knowledge discovery tools, and intelligent admissions automation. Your team can use these tools to understand student needs better and streamline administrative tasks. You’ll also find marketing automation, surveys, and student portals to enrich engagement.
Integrations include Slate, Google Analytics, Zapier, Mailchimp, Salesforce, HubSpot, Microsoft Dynamics 365, Qualtrics, LinkedIn, and Facebook.
Pros and cons
Pros:
- AI-driven engagement insights
- Customizable automation for admissions
- Scalable for diverse institutions
Cons:
- Time-consuming onboarding process
- Complex reporting options overwhelm users
Slate is a CRM platform tailored for higher education, supporting admissions, student success, and advancement departments. It unifies communication, application processing, and decision-making, offering a customizable and integrated solution for campus systems.
Why I picked Slate: Slate gives you a unified platform for managing admissions, donor relations, and events all in one place. It supports the entire student journey, from recruitment through alumni relations, using real-time data insights and automation to keep things running smoothly. You can customize it to fit your existing processes, making integration easier. By combining everything in one system, Slate helps your team cut down on the need for multiple tools and boosts overall efficiency.
Standout Features & Integrations:
Features include customizable dashboards, real-time data insights, and automated workflows. You can manage admissions, track student success, and handle alumni relations all in one place. It also offers event management and donor-tracking functionalities.
Integrations include Common App, ACT, College Board, Parchment, Ellucian, Banner, PeopleSoft, Oracle, Salesforce, and Microsoft Dynamics 365.
Pros and cons
Pros:
- Real-time data insights available
- Customizable workflows for specific needs
- Scalable for growing institutions
Cons:
- Limited flexibility in some features
- Time-consuming onboarding process
Other CRM Software for Higher Education
Here are some additional CRM software for higher education options that didn’t make it onto my shortlist, but are still worth checking out:
- Zoho CRM
For integrated marketing tools
- LeadSquared
For lead-improvement-focused features
- Meritto
For all-in-one enrollment management
- Maestro SIS
For cloud-hosted centralization
- Zendesk
For student support ticketing
- Creatix Campus
For AI-driven, low-code platform
- HubSpot
For AI-powered lead generation
- Full Fabric
For personalized student engagement
CRM Software for Higher Education Selection Criteria
When selecting the best CRM software for higher education to include in this list, I considered common pain points like keeping the admissions process from becoming a paperwork nightmare and finding better ways to keep students engaged and on track. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total weighting score): To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Manage student admissions and enrollment
- Track interactions and communications with students
- Automate marketing campaigns and outreach
- Provide detailed reporting and analytics
- Integrate with existing campus systems
Additional Standout Features (25% of total weighting score): To help further narrow down the competition, I also looked for unique features, such as:
- Predictive analytics for student success
- Personalized student portals
- Mobile app accessibility for students and staff
- Advanced event management tools
- Integration with learning management systems (LMS)
Usability (10% of total weighting score): To get a sense of the usability of each system, I considered the following:
- Intuitive navigation and interface
- Customizable dashboards and views
- Mobile responsiveness and accessibility
- Minimal clicks to complete core tasks
- Integration with other commonly used tools
Onboarding (10% of total weighting score): To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos and tutorials
- Interactive product tours and walkthroughs
- Access to pre-built templates and best practices
- Dedicated onboarding support and customer success manager
- Webinars and live training sessions
Customer Support (10% of total weighting score): To assess each software provider’s customer support services, I considered the following:
- Availability of 24/7 support
- Multiple support channels (chat, email, phone)
- Extensive knowledge base and FAQs
- Community forums and peer support
- Personalized support options (dedicated account manager)
Value For Money (10% of total weighting score): To evaluate the value for money of each platform, I considered the following:
- Transparent pricing structure
- Flexibility in pricing plans
- Comparison of feature sets against pricing
- Availability of free trial or demo
- Discounts for educational institutions
Customer Reviews (10% of total weighting score): To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Commonly reported pros and cons
- User feedback on customer support
- Ease of implementation and onboarding
- Long-term user experience and retention
Trends in CRM Software for Higher Education
In my research, I sourced countless product updates, press releases, and release logs from different CRM software for higher education vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-Powered Student Support: AI chatbots and virtual assistants are becoming more common, helping answer student queries, guide them through administrative processes, and provide personalized support.
- Predictive Analytics for Enrollment: Predictive analytics tools are being integrated to forecast student enrollment trends, identify at-risk students, and optimize recruitment strategies. These tools help institutions make data-driven decisions, improving student retention and targeting recruitment efforts more effectively.
- Holistic Student Profiles: CRMs are evolving to create detailed student profiles that include academic performance, extracurricular activities, and personal interests. This centralized data helps in tailoring communications and support services to individual students' needs, enhancing their overall educational experience.
- Enhanced Data Privacy and Security: With increasing concerns around data privacy, CRM vendors are incorporating advanced security measures to protect student information. Compliance with regulations like GDPR and FERPA is becoming a standard feature, ensuring that institutions can safeguard sensitive data.
- Gamification for Engagement: Some CRMs are introducing gamification elements to boost student engagement. This includes features like achievement badges, leaderboards, and interactive modules that make administrative tasks and learning more engaging and enjoyable for students.
What is CRM Software for Higher Education?
CRM software for higher education helps institutions manage relationships with students, alumni, faculty, staff, and partners. Commonly used by admissions officers, enrollment managers, and student services professionals, these tools improve communication and engagement across the student lifecycle. By centralizing data and streamlining processes like recruitment, admissions, and retention, they offer significant value.
Key features such as student data tracking, automated communication, and analytics enable efficient and effective relationship management. Ultimately, these tools enhance institutional operational efficiency and boost student satisfaction.
Features of CRM Software for Higher Education
When selecting CRM software for higher education, keep an eye out for the following key features:
- Application management: Streamlines the admissions process by automating application tracking and processing.
- Student profiles: Centralizes student data, providing a comprehensive view of each student's academic journey and interactions.
- Integration with Learning Management Systems (LMS): Ensures a harmonious data exchange between the CRM and educational platforms, enhancing learning management.
- Course management: Facilitates the creation, scheduling, and management of courses and class registrations.
- Attendance tracking: Monitors and records student attendance, aiding in compliance and performance analysis.
- Grade management: Allows for the input, storage, and analysis of student grades, supporting academic performance tracking.
- Communication tools: Provides channels for engaging with students, faculty, and staff through emails, SMS, and notifications.
- Alumni engagement: Manages relationships with graduates, supporting alumni networks and fundraising efforts.
- Analytics and reporting: Offers insights into student data and institutional performance through customizable reports and dashboards.
- Security features: Ensures data protection with measures like SSL encryption and two-factor authentication.
Benefits of CRM Software for Higher Education
Implementing CRM software for higher education provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved student recruitment: CRM systems help manage leads and track inquiries, making recruitment processes more efficient and increasing enrollment rates.
- Enhanced communication: Automated and personalized communication tools ensure timely and relevant interactions with students, faculty, and alumni.
- Centralized data management: All student data is stored in one place, making it easier to access and analyze information for better decision-making.
- Event management: CRM software can promote and manage events effectively, ensuring higher participation and engagement.
- Paperless processes: Transitioning to digital forms and documents reduces paperwork and administrative tasks, saving time and resources.
- Better alumni relations: Maintaining detailed records of alumni interactions helps in nurturing long-term relationships and increasing alumni contributions.
- Performance tracking: CRM systems offer analytics and reporting features to monitor the effectiveness of recruitment campaigns and other initiatives.
Costs and Pricing of CRM Software for Higher Education
Selecting CRM software for higher education requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in CRM software for higher education solutions:
Plan Comparison Table for CRM Software for Higher Education
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic contact management, email marketing, and limited reporting |
| Personal Plan | $5-$25/ user/ month | Contact management, email templates, task management, and basic analytics |
| Business Plan | $30-$100/ user/month | Advanced reporting, workflow automation, integrations with other software, and custom dashboards |
| Enterprise Plan | $100-$300/ user/month | Full customization, advanced security features, dedicated support and unlimited integrations |
CRM Software for Higher Education FAQs
Here are some answers to common questions about CRM software for higher education:
Can CRM systems integrate with existing university software?
Yes, most CRM systems can integrate with your existing software, such as student information systems (SIS), learning management systems (LMS), and email platforms. Integration ensures that data flows without interruption between systems, reducing the need for manual data entry and improving data accuracy. It also allows for a more holistic view of student interactions and performance.
How does CRM software support alumni engagement?
CRM software helps you maintain and strengthen relationships with alumni by tracking their interactions, donations, and event participation. Your team can use CRM to send personalized communications, plan and manage events, and track alumni contributions. This fosters a sense of community and encourages ongoing support and involvement from your alumni network.
What are the data security considerations when using CRM software?
Data security is critical when using CRM software, especially in higher education. Ensure that the CRM you choose complies with data protection regulations like GDPR or FERPA. Look for features like data encryption, access controls, and regular security audits. Your team should also be trained on best practices for data security to protect sensitive student and institutional information.
How does CRM software help with student retention?
CRM software can track student engagement and academic progress, allowing your team to identify at-risk students and intervene early. By monitoring interactions and providing timely support, you can address potential issues before they lead to dropouts. CRM tools can also facilitate targeted communication campaigns to keep students informed and engaged throughout their academic journey.
Is it possible to customize CRM software for specific institutional needs?
Yes, many CRM systems offer customization options to fit your institution’s unique needs. You can tailor workflows, data fields, and reporting tools to match your processes and objectives. Customization ensures that the CRM system aligns with your specific requirements, making it more effective in managing relationships and improving overall efficiency.
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