Client Overview
Our client is a global education agency working with universities in the USA, UK, Australia, and UAE, facilitating study abroad admissions.
They manage a large network of sub-agents and process over 500+ university applications.
The agency needed a comprehensive CRM and portal management system to streamline operations, enhance sub-agent collaboration, and improve student admission workflows.
Their existing processes were manual, fragmented, and lacked transparency, leading to inefficiencies and delays.
The Challenges
Managing a large-scale study abroad admission business with sub-agents and multiple university partners presented key challenges:
Lack of Centralized Data Management
Student applications, university partnerships, and agent interactions were scattered across multiple platforms.
Sub-Agent Coordination Issues
No structured way to monitor sub-agents’ performance, commissions, and application progress.
Inefficient Application Tracking
Manual tracking of university admissions led to delays and miscommunication.
Limited Reporting & Insights
No real-time analytics to measure conversion rates, application trends, or team performance.
Communication Gaps
Lack of structured communication tools resulted in missed follow-ups and untracked conversations.
Solution: Next-Gen Agency Portal Management & CRM
We developed a Next-Gen Agency Portal & CRM tailored for study abroad agencies, offering seamless sub-agent management and a structured admission workflow.
Centralized Client Database
A unified platform to manage student applications, documents, and admission statuses.
Task & Project Management
Assign tasks, track deadlines, and ensure smooth coordination between agents.
Communication Tracking
Integrated messaging, email logs, and follow-up reminders for efficient student and partner communication.
Customizable Dashboards
Role-based dashboards for agents, managers, and administrators.
Reporting & Analytics
Real-time insights into application success rates, sub-agent performance, and conversion trends.
Integration Capabilities
Connect with university portals, payment gateways, and document verification systems.
Technology Stack
To ensure scalability, security, and real-time collaboration, we used:
Frontend
React.js for an interactive and fast user interface.
Backend
Node.js + Express.js for efficient and secure API handling.
Database
PostgreSQL for structured data management.
Cloud & DevOps
AWS for hosting and scalability.
AI & Automation
Python-based automation for application tracking and reporting.
Integrations
Communication, email, social media and others 3rd party apis.
Team Behind the Project
Our dedicated team worked closely with the agency to build a robust and scalable solution:
Product Manager
Defined workflows and CRM requirements.
UX/UI Designer
Designed intuitive dashboards and user-friendly navigation.
Frontend Developer
Built the agent and admin portals.
Backend Developer
Ensured seamless application processing and CRM functionalities.
Data Engineer
Implemented advanced analytics and reporting.
QA Specialist
Conducted rigorous testing for performance and security.
Cloud & DevOps Expert
Ensured high availability and smooth deployments.
Development Timeline
We built a custom, cloud-based management solution tailored to modern business owners, featuring:
Discovery & Requirement Analysis
~1.5 months
System Design & Prototyping
~3 weeks
Core Development & Integrations
~4 months
Testing & Refinements
~4 weeks
Deployment & Ongoing Support
Continuous
Measurable Results
After implementing the Next-Gen Agency Portal & CRM, the agency reported significant improvements in efficiency and admission processing:
Streamlined workflows reduced processing time significantly.
Managers could easily track sub-agent activities and commissions.
Centralized logs prevented missed interactions and delays.
Real-time insights helped optimize student recruitment strategies.
Automated workflows reduced manual work and administrative overhead.
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