Student Recruitment Technology: Essential Tools for Modern Education Agents

A high-performing education agent relies on a set of interconnected tools.

Ecosystem overview

Technology maturity level

Level 1 - Beginner:

• Email and phone
• Excel for tracking
• Word/PDF documents

Level 2 - Intermediate:

• Basic CRM
• WhatsApp Business
• Google Workspace
• Professional website

Level 3 - Advanced:

• Integrated CRM
• Test preparation platform
• Automations
• Analytics dashboard

Level 4 - Excellence:

• Complete AI platform
• API integrations
• Advanced reporting
• 100% digitalized processes

ROI of digitalization

A good CRM (Customer Relationship Management) is fundamental for efficiently managing your students.

Why a CRM is essential

• Centralize all student information
• Track application pipeline
• Automate communications
• Measure your performance
• Never lose a lead

Key features to look for

Contact management:

• Complete student profile
• Interaction history
• Associated documents
• Tags and segmentation
• Notes and reminders

Sales pipeline:

• Customizable stages
• Kanban view
• Conversion probabilities
• Revenue forecasts
• Stagnation alerts

Automation:

• Automatic emails
• Lead assignment
• Task reminders
• Custom workflows

Popular CRM comparison

Recommended setup for agents

Pipeline stages:

1. New lead
2. Consultation scheduled
3. Consultation completed
4. Contract signed
5. Preparation in progress
6. Application submitted
7. Admission received
8. Enrollment confirmed
9. Visa obtained
10. Departure completed

Standardized test preparation is a major opportunity for additional revenue.

Most requested tests

Language tests:

• IELTS (Academic & General)
• TOEFL iBT
• TOEIC
• Cambridge (FCE, CAE, CPE)
• Duolingo English Test
• TCF/TEF (French)

Admission tests:

• GRE (Graduate Record Examination)
• GMAT (Graduate Management Admission Test)
• SAT/ACT (undergraduate USA)
• TAGE MAGE (France)

Platform selection criteria

Liwaza: the AI solution for agents

What Liwaza offers:

• IELTS, TOEFL, GRE, GMAT preparation
• Adaptive AI to personalize paths
• Practice tests in real conditions
• CV and cover letter generator
• Interview simulator
• Centralized agent dashboard

Advantageous economic model:

• No fixed cost for agent
• Student pays directly
• Agent receives portion of revenues
• Unlimited scalability

Impact on revenues

Automation frees up time for high-value activities.

What to automate

1. Communications

• Welcome emails after registration
• Appointment reminders
• Approaching deadline notifications
• Post-consultation follow-up
• Feedback requests

2. Document management

• Automatic document collection
• Completeness verification
• Organization by folder
• Automatic backup

3. Reporting

• Automatic weekly reports
• KPI alerts
• Pipeline summary
• Revenue forecasts

Recommended automation tools

Useful workflow examples

Workflow 1: New lead

1. Form filled on website
2. → Contact created in CRM
3. → Welcome email sent
4. → Slack notification to agent
5. → Reminder created for call D+1

Workflow 2: Approaching deadline

1. Deadline in 7 days
2. → Reminder email to student
3. → Task created for agent
4. → SMS if D-3 without response

Automation ROI

AI represents the next revolution for education agents.

Concrete AI applications

1. Assessment and diagnosis

• Adaptive tests that adjust to level
• Precise weakness identification
• Exam score prediction
• Personalized program recommendation

2. Content creation

• Optimized CV generation
• Essay writing assistance
• Cover letter personalization
• Adaptation to each school's requirements

3. Interview preparation

• Interactive interview simulations
• Questions adapted to target program
• Response analysis and feedback
• Personalized improvement tips

4. Student support

• Chatbot for frequent questions
• Resource recommendations
• 24/7 personalized follow-up
• Intelligent escalation to agent

Advantages of AI over traditional methods

How to choose an AI solution

✅ Verify AI is trained on educational data

✅ Test quality of generated content

✅ Ensure real personalization

✅ Evaluate user interface

✅ Check technical support

✅ Analyze economic model

Liwaza and AI

Liwaza integrates AI at every step of the student journey:

• Intelligent initial diagnosis
• Adaptive learning path
• Assisted CV and essay generation
• Realistic interview simulations
• Personalized recommendations

The key is to build a coherent and scalable ecosystem.

Recommended stack by level

Starter level (0-50 students/year)

• CRM: HubSpot Free
• Communication: WhatsApp Business + Zoom
• Documents: Google Workspace
• Website: WordPress or Wix
• Payments: Stripe or PayPal
• Cost: ~€50/month

Growth level (50-200 students/year)

• CRM: Pipedrive or HubSpot Starter
• Communication: WhatsApp Business API
• Documents: Google Workspace Business
• Tests: Liwaza (AI platform)
• Automation: Zapier Starter
• Cost: ~€250/month

Scale level (200+ students/year)

• CRM: HubSpot Pro or Salesforce
• Communication: Integrated suite
• Tests: Liwaza Business
• Automation: Make Pro + custom
• Analytics: Custom dashboard
• Cost: ~€600/month

Integration criteria

Implementation roadmap

Month 1-2: Foundations

• CRM configured and operational
• Professional communication
• Website launched

Month 3-4: Optimization

• Test platform integrated
• First automated workflows
• Document templates created

Month 5-6: Scale

• Analytics in place
• Advanced automation
• Complete team training