Best CRM for Higher Education: TOP 10 Choices To Choose

Finding the best CRM for higher education is a challenge when outdated systems create silos, slow processes, and frustrate both staff and students. This MOR Software’s guide explores how a modern education CRM can transform the student lifecycle and highlights the top solutions worth considering in 2025.

What Is A CRM For Higher Education?

A CRM for higher education is a software solution that enables universities and colleges to manage connections with students, parents, staff, alumni, and external stakeholders through centralized data and workflow automation. Instead of relying on scattered systems or manual processes, institutions can rely on a unified platform that strengthens both academic and administrative functions.

The best CRM for higher education covers every stage of the student journey, from admissions and enrollment CRM management to academic tracking and alumni engagement. With all information in one place, staff across departments gain quick access to critical data, making it easier to address student needs or handle partner requests promptly.

Internally, a student CRM system improves collaboration between faculty, administrators, and support teams. Externally, it helps institutions maintain close relationships with donors, corporate partners, and prospective applicants. 

Many higher education CRM systems also integrate smoothly with essential CRM software, including learning management systems, accounting platforms, and communication tools, giving institutions a full view of operations.

Here are some common use cases of a higher education CRM:

• Keep student information organized and accessible
• Automate communication with students, alumni, and partners
• Launch targeted campaigns for prospective students
• Manage admissions applications and enrollment
• Track academic results and progress
• Monitor tuition and financial records
• Plan and measure institutional events
• Assess performance across departments

Universities streamline processes, improve engagement, and gain insights to refine their long-term strategy by adopting a CRM in higher education.

Key Benefits Of The Best CRM For Higher Education

Adopting the best CRM for higher education delivers measurable value across campus operations and the student lifecycle. Institutions can expect:

• A connected, unified view of student and stakeholder data
• Significant cost savings compared to maintaining legacy system
• A more consistent and engaging student experience
• Greater support for faculty and staff productivity
• Flexibility to adapt quickly as needs change

Let’s explore each in detail.

Building A Unified View Of Student Data

Most colleges and universities still operate with outdated, disconnected applications. It’s common for a single institution to rely on dozens of systems to manage admissions, enrollment, alumni relations, and donor engagement.

In fact, research shows the average institution uses 35 separate tools, and nearly 20% rely on more than 70. This fragmented environment makes it difficult to make data-driven decisions, leaving the student experience feeling disjointed.

A modern higher education CRM replaces those silos with an integrated platform that consolidates recruitment, admissions, advancement, and marketing insights in one place. With shared access, departments collaborate more effectively and provide timely responses to student needs.

The result is stronger relationships built on accurate, connected data. By creating a 360-degree view of each student, a college CRM helps institutions guide individuals from the first point of interest through graduation and alumni engagement. Administrators can turn information into action, ensuring every interaction is more personalized and meaningful.

This unified approach transforms raw data into clear insights, supporting proactive communication, tailored services, and scalable engagement strategies. In the end, the best CRM for education keeps students at the heart of every decision while giving staff and faculty the tools they need to succeed.

Lowering The Total Cost Of Ownership

Relying on one integrated platform rather than several disconnected tools not only reduces data complexity for institutions, it also lowers costs.

According to a Forrester Total Economic Impact Study, schools using the best CRM for higher education report an average of $2.4 million in legacy system savings. These institutions also achieve a 195% ROI over three years, with most recovering their investment in just seven months. Along with savings, many experience new revenue growth tied to more efficient operations and stronger engagement strategies.

The financial impact comes from cutting unnecessary expenses such as repetitive training, outdated workflows, and constant maintenance of aging systems. By replacing dozens of point solutions, a CRM for universities provides a more sustainable and predictable cost model.

As campuses evolve, so does the CRM solutions. The platform adapts to shifting enrollment patterns, technology needs, and compliance requirements, making it a flexible foundation that grows alongside the institution.

Improving The Student Experience

A strong CRM for higher education gives institutions the ability to anticipate student needs with features like proactive alerts, self-service portals, and conversational chatbots. Forrester research shows that students are more likely to enroll and persist when a single platform is used to streamline communication, reduce barriers to information, and simplify support services.

Central New Mexico Community College wanted one consolidated system that could capture every interaction with students, alumni, parents, donors, and even employers. Implementing a student CRM system provided exactly that: a 360-degree view of engagement in one place.

“In our old setup, if I needed departmental data, I had to request it from institutional research, and it could take weeks,” shared Ann Lyn Hall, Executive Director of CNM Connect Services. “Now I can run reports myself, which saves a tremendous amount of time.”

With the new platform, the college also improved its advising process. “Our old appointment system let students book meetings, but they couldn’t choose a specific advisor they trusted,” explained Lidia Martinez, Associate Director of CNM Connect Services. “On top of that, advising notes were stored separately from scheduling, and syncing them was difficult. We needed a smoother process.” 

Through adopting Student Success Hub, the institution now benefits from unified advising records, mobile appointment booking software, and collaborative tools that make advisors more effective and students more successful.

The results are clear. Institutions using the best CRM for higher education have increased student retention rates by nearly 7%, according to Forrester. With integrated workflows and centralized data, advisors can act faster, support more students, and build stronger relationships. For colleges and universities, the right CRM creates a foundation for delivering the personalized experiences that today’s students expect.

Empowering Faculty And Staff

When institutions adopt the best CRM for higher education, both academic and administrative teams see measurable improvements in how they work. Forrester reports that colleges using these systems achieve a 12% rise in team productivity across areas like admissions, student services, alumni relations, and fundraising. For a large institution, this can add up to $6.7 million in value over three years.

The University of Massachusetts (UMass) offers a strong example. Previously, different departments managed their own administrative tasks, with staff depending heavily on paper files and email to interact with prospective students and alumni. After seeing positive results from CRM adoption in student engagement, UMass leaders decided to extend the platform across the entire system to support employees as well.

“We wanted to simplify how work gets done, and the concept of a platform that could drive collaboration across divisions really resonated,” explained Doug Anderson, Deputy Chief Enterprise Applications Officer for the UMass System. The goal was to build a flexible tool that could scale across multiple departments while enabling real-time communication no matter where employees were located.

Anderson added, “Our employees already enjoy seamless digital experiences in their personal lives. Even though we aren’t Amazon, we should still bring that same level of digital capability to our workplace. Encouraging administrators to see these possibilities was an important step in modernizing our operations.”

Through implementing a CRM for schools at scale, institutions like UMass empower faculty and staff with easier access to information, more collaborative workflows, and the ability to focus on high-value activities that directly support students.

Preparing Universities For The Future

The best CRM for higher education has become the digital backbone for institutions looking to adapt quickly and stay resilient. Rather than leaving information trapped in disconnected systems, a CRM platform connects insights across the entire campus. This shared view makes it easier for colleges and universities to pivot when needs shift and to support new models as they emerge.

Change across the education sector is constant. Whether it’s expanding hybrid learning, introducing new programs, or seeking alternative revenue streams, institutions need technology that can flex with them. A modern CRM in higher education provides that agility. It replaces siloed data with a platform designed to scale, giving institutions the tools to create more personalized interactions and long-term growth strategies.

Consider these examples of institutions shaping their future with CRM:

• The University of Kentucky redefined how it supported students during the pandemic. With CRM, staff created a new call center that reached 30,000 students and used an integrated dashboard to quickly identify those in need.
• Hennepin Technical College (HTC) reported a 10% rise in new student enrollment after improving recruitment and admissions with a CRM. By streamlining workflows and boosting collaboration, HTC’s Enrollment Services team used data more effectively to guide students through every step of the journey.
• Institut Químic de Sarrià (IQS) began by using CRM for undergraduate and graduate admissions, then expanded to other departments that had been working in isolation. Today, IQS is far more data-driven, with teams drawing on insights into student interactions and overall performance to make better decisions.

These cases highlight how the CRM for education industry strengthens institutions in both the short term and long term. By simplifying complexity, connecting data, and supporting personalized engagement, colleges and universities are better prepared for whatever comes next.

Best CRM For Higher Education Solutions In 2025

We’ve compiled a list of the 10 best higher education CRM platforms, chosen based on user reviews, functionality, and their ability to meet the criteria discussed earlier. Some of these systems were created specifically for managing the student journey, while others are broader platforms that adapt well to education with the right customizations and integrations.

1. Creatio

Creatio is one of the best CRM for higher education​ designed to automate both student experience and administrative tasks. Its composable architecture, built on a no-code approach, allows institutions to design custom workflows such as admission approvals, financial aid processes, or retention strategies. With its drag-and-drop builder, staff can create new tools without needing deep technical skills.

The platform consists of three main products, marketing, sales, and service, that together support every stage of the student lifecycle. Creatio also provides advanced analytics tools that highlight trends and performance metrics. Its AI-powered recommendations and machine learning models help institutions identify risks, improve recruitment, and strengthen student support.

Creatio stands out for its integrations. With access to more than 700 connectors, it links easily with learning management systems, accounting software, and collaboration tools. Education for Creatio, a specialized module built on the same no-code platform, extends capabilities further by managing classes, courses, events, and tuition payments in one place.

The platform has already proven successful in higher education, as demonstrated by Strathclyde Business School’s use of Creatio to streamline operations and improve engagement.

Pros

• All-in-one system combining marketing, sales, and service functions
• Intuitive interface with customizable dashboards and workflows
• No-code builder for easy customization by non-technical users
• Built-in AI assistant and advanced analytics tools
• Recommendations powered by AI to improve engagement
• Marketplace with over 700 add-ons and third-party integrations
• Scalable solution for institutions of any size

Cons

• The platform can feel complex for first-time users due to the broad range of features

Pricing

Creatio uses a flexible subscription model. Institutions can select the all-in-one suite or individual modules. The no-code core platform starts at $25 per user per month, and a free trial is available for evaluation.

2. Salesforce Education Cloud

Salesforce Education Cloud builds on the core salesforce CRM consulting framework and extends it with tools designed for the education sector. It provides colleges and universities with a cloud-based platform to manage both student and faculty operations, supporting long-term digital transformation goals.

With built-in engagement features, institutions gain a clear view of how students and prospects interact across multiple channels. These insights help shape targeted marketing campaigns, strengthen communication, and improve outcomes across the entire academic lifecycle. The platform makes it easier for staff to track touchpoints, identify student needs early, and respond quickly.

A standout element of Salesforce Education Cloud is the Education Data Architecture. This feature centralizes information to create a cohesive experience, ensuring that students remain connected with campus services, academic progress, and community life. By unifying data, the platform eliminates silos that traditionally exist between departments.

For institutions already invested in Salesforce products, Education Cloud is often the best CRM for higher education because it integrates seamlessly with the wider Salesforce ecosystem, reducing duplication and making adoption faster.

Pros

• Education Data Architecture for better student data management
• Large developer and support community
• Wide variety of third-party integrations
• Online registration and enrollment management tools
• Self-service portals for faculty and staff

Cons

• Customization can be complex and often requires professional development support

Pricing

Salesforce Education Cloud pricing starts at $48 per user per month for the Sales and Service suite. For institutions that need full coverage of the student lifecycle, the Enterprise Edition begins at $81.25 per user per month.

3. Monday CRM

Monday CRM is another best CRM for higher education​ designed to help institutions create a consistent experience for students while extending support to alumni and external partners. Its centralized dashboard gives faculty and administrators a single hub where they can assign tasks, monitor progress, and collaborate more effectively.

The platform offers multiple board views, including Kanban, Calendar, and Gantt charts, giving staff the flexibility to manage workloads in the format that best suits their needs. This transparency improves accountability across departments and ensures projects move forward smoothly.

For outreach, Monday CRM allows teams to set reminders for key deadlines and automate communications. Whether reaching prospective students, engaging with faculty, or staying connected with donors, the system helps streamline interactions and maintain strong relationships. This makes it a practical choice for institutions seeking a lightweight college CRM solution that doesn’t require extensive setup.

Pros

• 70+ integrations, including Slack, Gmail, and Microsoft Teams
• Intuitive design with minimal training required
• Mobile access for users on the go

Cons

• Limited customization options and basic analytics compared to larger platforms

Pricing

Monday CRM starts at $36 per month for three users, making it one of the more affordable solutions. A free trial is also available for institutions to test before committing.

4. HubSpot CRM

HubSpot provides one of the most accessible solutions on the market, offering a free CRM that works well for educational institutions with limited budgets. This makes it especially appealing for smaller colleges and universities that need reliable tools without heavy upfront costs.

This best CRM for higher education​ consolidates data points across departments, with features such as email tracking, real-time notifications, enterprise scheduling software, and live chat. These tools give staff a clear picture of engagement, making it easier to manage recruitment campaigns and ongoing student relationships. While advanced features are available in premium plans, HubSpot’s core system delivers strong value through its reporting visibility and streamlined workflows.

For institutions exploring flexible and scalable options, HubSpot can serve as both an entry-level higher education CRM and a foundation that can expand with add-ons as needs grow.

Pros

• Clean, intuitive interface with minimal learning curve
• Strong marketing automation features, including email, social media, and content management
• Access to 50+ workflows via the HubSpot App Marketplace
• Free version available with no upfront investment

Cons

• Limited customization for more complex institutional needs
• Predictive analytics and AI-driven insights are only available in higher-tier plans

Pricing

HubSpot offers a free CRM as its base option. Paid plans start at $45 per month for the Starter tier and go up to $3,800 per month for Enterprise.

5. Zendesk For Education

Zendesk for Education is a dedicated version of the broader Zendesk platform, built to meet the customer service needs of schools, colleges, and universities. As institutions face challenges such as remote learning, budget pressures, and increasing support demands, Zendesk provides a way to manage communication more effectively.

Operating as a CRM in higher education, the platform connects schools with students and families across multiple channels, including email, chat, phone, and social media. This ensures that students receive timely support while administrators can track and resolve issues from a centralized dashboard. The result is a smoother experience for both staff and students.

Pros

• Strong support tools across multiple communication channels
• Built-in knowledge base to help staff resolve issues faster
• Automated workflows for routine CRM processes

Cons

• Some users report that Zendesk’s own customer service can be inconsistent

Pricing

Zendesk for Education starts at $15 per user per month, making it one of the more affordable options for institutions looking for a simple yet effective solution.

6. Ellucian

Ellucian is a CRM platform built specifically for colleges and universities, focusing on the unique needs of higher education institutions. It helps improve constituent relationships, reduce administrative overhead, and streamline workflows while also supporting fundraising and advancement initiatives.

The platform spans multiple areas of campus life, including admissions, alumni engagement, financial aid, and student services. With tools designed to deliver consistency and enhance communication, Ellucian strengthens engagement across nearly every stage of the academic lifecycle. Its specialized focus makes it one of the best CRM for higher education institutions that want a system tailored to their environment.

Pros

• Native integrations with Ellucian’s ERP and Student Information Systems
• Full suite for student software development lifecycle
• Real-time eTranscript tools for authentication and transfer
• Student housing management features
• Built-in finance management capabilities

Cons

• The interface can feel dated and less intuitive than newer platforms

Pricing

Ellucian does not publish fixed rates. Pricing is available on request and varies based on institutional requirements and deployment size.

7. Slate

Slate is a purpose-built higher education CRM designed for admissions and enrollment teams. It supports the full student lifecycle, beginning with initial applications and continuing through alumni and donor engagement. This makes it a comprehensive solution for institutions looking to manage recruitment, enrollment, and long-term relationships in one platform.

The system integrates smoothly with widely used higher education applications such as Banner, Colleague, PeopleSoft, PowerCampus, and Jenzabar. Alongside these integrations, Slate provides advanced document management, powerful communication tools, payment processing features, and strong security standards. Its breadth of capabilities makes it one of the best CRM for higher education when it comes to enrollment-focused processes.

Pros

• Communication tools spanning text, email, voice, social media, and print outreach
• Built-in marketing automation to support recruitment campaigns
• AI chatbot and live agent chat for real-time engagement

Cons

• User interface can feel complex and confusing
• Primarily geared toward US-based institutions

Pricing

Slate does not list public pricing. Institutions must request a custom quote based on their size and requirements.

8. Keap

Keap is primarily known for automating sales and marketing workflows, but it also serves as a valuable tool for universities managing outreach, recruitment, and enrollment. Its automation features allow institutions to create consistent communication flows, making it easier to guide prospects from their first inquiry to final enrollment.

While the higher education journey is different from business sales, Keap’s functionality aligns well with recruitment processes. Automated follow-ups, reminders, and campaign management reduce the need for repetitive manual communication between staff and students. For institutions looking to streamline operations, Keap can complement other CRM systems for higher education by focusing on engagement and efficiency.

Pros

• Automated lead capture from landing pages, forms, and social media
• Powerful segmentation for targeted student outreach
• Simple, user-friendly interface

Cons

• Does not include higher-ed–specific features out of the box

Pricing

Keap’s pricing starts at $249 per month, positioning it as a mid-range option for institutions seeking strong automation capabilities.

9. Pipedrive

Pipedrive is widely recognized as one of the most intuitive big data platform. This makes it a strong choice for institutions that want to improve admissions processes or expand revenue channels without dealing with complexity. Its focus on activity management helps staff prioritize tasks tied to applications, enrollment, student retention, and financial operations.

The platform also delivers strong security and privacy measures, which are essential for protecting sensitive student data during campaigns and administrative tasks. With mobile access, faculty and staff can manage interactions on the go, ensuring flexibility and responsiveness at every stage of engagement.

Although not designed as a specialized CRM for higher ed, Pipedrive remains an appealing option for colleges and universities looking for a straightforward system. Its ease of use, combined with integrations and automation, positions it as a practical solution for schools seeking efficiency.

Pros

• Extremely user-friendly interface
• Integrations with G Suite and other tools
• Marketing automation to support outreach and recruitment

Cons

• Offers limited customization compared to more advanced platforms

Pricing

Pipedrive is budget-friendly, with plans starting at $15 per user per month.

10. TargetX

TargetX is a specialized CRM for higher education designed to manage the full student lifecycle from recruitment to alumni engagement. It delivers purpose-built tools that align with the needs of colleges and universities, ensuring that every stage of the journey is supported.

The platform is organized into key modules. TargetX Recruitment enhances admissions with features tailored for higher education processes. TargetX Retention strengthens the student experience by embedding initiatives that encourage persistence and success. A Community College module provides support for institutions managing high-volume recruitment and ongoing student services. TargetX Insights gives administrators access to detailed analytics, enabling data-driven strategies that improve ROI and long-term planning.

With these combined capabilities, TargetX stands out as one of the best CRM for education, offering institutions the ability to manage admissions, enrollment, and retention while gaining deeper visibility into student outcomes.

Pros

• Advanced email marketing with pre-built templates and drag-and-drop editor
• Strong analytics tools for measuring performance
• Built-in event management functionality
• Flexible customization for dashboards and data fields

Cons

• The interface design feels outdated compared to newer platforms

Pricing

TargetX offers competitive entry pricing, starting at $15 per user per month.

12 Must-Have Features In The Best CRM For Higher Education

The best CRM for higher education not only streamlines operations but also plays a key role in student success and retention. To deliver real value, the platform must include features that match the unique requirements of colleges and universities. Some tools focus on the student lifecycle but lack usability or efficiency. Others provide operational power yet fall short in personalization.

To help simplify the decision process, here are 12 essential features every institution should look for when choosing a CRM systems for higher education:

• 360-degree student profile: A single dashboard showing personal information, academic records, active courses, and documents, giving staff instant access to data for quick responses.
• Lead management: Track how prospective students interact with campaigns and move them forward with automated communication, scoring, and follow-up tools.
• Admissions management: Real-time application tracking, document handling, and applicant portals that simplify the admissions process and improve student experience.
• Academic progress tracking: Tools that allow faculty and staff to monitor performance, identify risks, and provide timely interventions.
• Omnichannel communication: Integrated tools for email, phone, chat, and social media that keep students, partners, and stakeholders engaged throughout the lifecycle.
• Event management: Features that support open days, fairs, and virtual events by automating registrations, attendee lists, analytics, and post-event reporting.
• Analytics and reporting: Custom dashboards and reports that reveal opportunities, measure performance, and share insights across departments.
• Data governance and security: Strong controls that protect sensitive student information and ensure compliance with institutional policies.
• Integrations: Ability to connect with accounting systems, Learning Management Systems, or other academic tools to create a unified ecosystem.
• Customization options: Flexible settings that allow institutions to adjust dashboards, reports, and workflows, with some platforms offering no-code builders.
• Scalability: Capacity to grow as operations expand, ensuring performance remains consistent while staying cost-effective.
• Fast implementation: Deployment that minimizes disruption. No-code or low-code systems often reduce setup time compared to heavily customized platforms.

Focusing on these features, institutions can select a higher education CRM that improves efficiency, strengthens engagement, and creates a future-ready foundation.

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How To Select The Best CRM For Higher Education?

Once the benefits of a CRM for higher education are clear, the next step is choosing the right platform for your institution’s needs. With many options available, it’s important to evaluate each system carefully and identify which one aligns best with your priorities.

When comparing platforms, keep these questions in mind:

• Does the salesforce integration with the tools your institution already uses?
• How customizable is the platform for your workflows?
• What does setup and ongoing maintenance involve?
• Does it provide proven ROI and a strong user experience?
• How reliable is the vendor’s customer support?
• Is it designed to support institutions of all sizes?
• Can it scale as your student population and operations expand?

By understanding how the best CRM for higher education supports students, faculty, and staff, you can make an informed choice that addresses current challenges and future growth.

Here are the steps to follow when selecting the right platform:

• Identify pain points: List the main challenges faced by your institution. Note recurring issues reported by students, faculty, or administrators, and define goals that a salesforce workflow should help you achieve.
• Audit current systems: Document all the platforms you already use for recruitment, admissions, alumni relations, and engagement. Evaluate which are effective, which are outdated, and where gaps exist.
• Set a budget: Decide how much you can realistically allocate to a CRM for education industry. Compare costs against the number of users, desired features, and expected long-term value.
• Assess features and support: Focus on platforms that provide the features you need now, along with onboarding and customer support to help your teams adapt quickly.
• Review customer feedback: Look at testimonials and case studies from institutions similar to yours. Community groups and review sites are excellent resources to validate vendor claims.
• Shortlist and test: Narrow your list to five or fewer solutions. Request demos, invite key staff to participate, and gather their feedback before making a final decision.

When following these steps, your institution can confidently choose a scalable higher education CRM system that delivers measurable improvements for both students and staff.

Spotlight On MOR Software's Custom CRM For Higher Education Solutions

Universities deal with admissions, student services, alumni relations, and compliance all at once. Standard CRMs rarely fit these complex needs. MOR Software builds custom systems designed specifically for higher education, connecting every stage of the student journey in one secure platform.

Our approach replaces disconnected tools with a single hub. Staff no longer waste time switching between admissions software, advising notes, and alumni databases. Everything is integrated, compliant with ISO 27001, and built to grow with your institution.

Key capabilities include:

• 360-degree student profiles from applicant to alumni
• Automated admissions and enrollment workflows
• Academic tracking for faculty and advisors
• Alumni and donor management modules
• Real-time analytics dashboards for retention and performance
• Secure integration with LMS, ERP, and finance systems

We’ve delivered projects across regions. In Japan, we connected salesforce with a legacy HR system integration for real-time attendance tracking. For a healthcare training provider, we built an AWS-powered CRM that unified student records, billing, and compliance. Each solution was tailored to meet specific academic requirements.

Our Agile process ensures visible progress every two weeks. Institutions get flexibility, quick results, and systems that evolve with enrollment growth, new programs, and compliance changes.

As a salesforce consulting company, MOR Software combines certified expertise with experience in education technology. We help universities modernize operations, strengthen student engagement, and improve collaboration.

Ready for a custom-built CRM that matches your institution’s needs? Contact us today.

Conclusion

Choosing the best CRM for higher education is about more than software, it’s about creating lasting improvements in admissions, student engagement, and alumni relations. The right platform connects data, streamlines workflows, and supports every stage of the student journey. With MOR Software’s expertise in building custom solutions, institutions can modernize operations and stay future-ready. Ready to transform your campus with a tailored CRM? Contact us today.