UniCRM.ai
UniCRM.ai gives education recruitment teams a WhatsApp-first inbox, three specialised AI agents, a desk-based application workflow and an AI document-vetting engine — so counsellors can own more students without dropping quality.
The operational problem.
Education recruitment consultancies run on WhatsApp, spreadsheets and desk-to-desk handovers. A single counsellor is expected to shepherd hundreds of students from enquiry through document collection, application, visa and enrolment — with fragmented tools, unverified paperwork and no single view of a student. The bottleneck is not lead volume; it is the operational load per lead. Documents arrive in dozens of formats, chase-ups happen inside personal chats and applications stall waiting for a passport photo or a missing English certificate.
What Cloud Lab built.
Cloud Lab designed and shipped UniCRM.ai as a purpose-built admissions CRM. Every enquiry — from Meta Lead Ads, web forms, an inbound API or the WhatsApp Business inbox — lands in a single funnel and is routed automatically. Three specialised AI agents (Counsellor, Admissions, Customer Care) sit inside each workspace and are trained on the consultancy's own programmes and processes. A desk-based workflow moves each application across Counsellor → Admissions → Finance → Visa with role-based access, and an AI document-vetting engine extracts passports, transcripts and English certificates to flag missing pages before submission. BPO partners get their own portal with KPIs, billing and audit trail, so consultancies can scale overflow without losing control.
What the system actually does.
Two-way WhatsApp Business threads with AI-suggested replies, broadcasts and automated lead routing — one inbox per workspace, unified per student.
Counsellor (course match & eligibility), Admissions (application build) and Customer Care (status) — each trained on the consultancy's programmes and SOPs.
Auto-extracts passports, transcripts and English certificates. Detects missing pages, expiry dates and mismatched names before an application is submitted.
Every student moves across Counsellor, Admissions, Finance and Visa desks with role-based access, SLAs per desk and full audit trail.
Facebook Lead Ads, Google Sheets, web forms and an inbound API — every enquiry lands in the same funnel with UTM attribution preserved.
White-label admissions support: assign overflow to BPO teams with their own portal, KPIs and billing — multi-tenant isolation guaranteed.
Live programmes, deadlines and eligibility rules — always current, referenced by the AI Counsellor when matching students.
Custom report builder, team KPIs, country/programme funnels, conversion analytics and forecasts.
The workflow.
- 01Lead capture
Enquiry lands from ads, forms or WhatsApp — attributed and routed automatically.
- 02AI-assisted qualification
The AI Counsellor matches programmes and checks basic eligibility.
- 03Counsellor desk
Human counsellor takes ownership and briefs the student.
- 04Document vetting
AI extracts and validates documents — missing pages flagged before submission.
- 05Application build
The Admissions agent drafts programmes, personal statements and financial forms.
- 06Finance & visa desks
Payments, offers and visa preparation move across desks with SLAs.
- 07Enrolment & reporting
Enrolment logged, commissions tracked, cohort reporting closed out.
Verified evidence.
Measured results from a specific implementation of this project. Numbers are contextualised — outcomes from a particular pilot/deployment, not generic guarantees for future customers.
Time for a counsellor to vet a single student's document pack (passport, transcripts, English certificates) — manual review vs. AI-assisted vetting inside UniCRM.ai.
Active students each counsellor could realistically own before automation vs. after routing, doc-vetting and AI copilots inside UniCRM.ai.
Total inbound leads processed by 2 operational staff during the UniCRM.ai pilot workspace using WhatsApp automation and AI-assisted routing.
What ships in the product.
Verified traits of the product itself. These describe what the platform does — they are not performance improvements or client outcomes.
Specialised agents shipped in each UniCRM.ai workspace: Counsellor, Admissions and Customer Care.
UniCRM.ai's WhatsApp inbox runs continuously with AI-suggested replies and automated lead routing.
The engineering stack.
A single stack — chosen for reliability, iteration speed and the specific integrations UniCRM.ai needed. Every technology below is one Cloud Lab shipped in production.
What we delivered.
End-to-end engineering ownership on the areas below. We collaborate closely with product owners on scope, priorities and roadmap.
- Product engineering
- Architecture
- Frontend development
- Backend development
- AI agent integration
- AI document-vetting pipeline
- Ongoing development
Explore the services behind UniCRM.ai.
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