CRM Software Development Requirements for Students

1) Purpose of the CRM

The CRM (Customer Relationship Management) system will be used to:

1.​ Manage student enquiries.

2.​ Track calls and follow-ups.
3.​ Convert leads into admissions.
4.​ Generate reports for management.
5.​ Improve the overall admission process.

The main process flow is:

Enquiry → Calling → Follow-up → Admission → Reports

2) User Roles in the System

The system must support different types of users.

2.1 Admin (manager)

1.​ Can create and manage users.

2.​ Assign enquiries to counselors.
3.​ View all reports.
4.​ Manage courses and settings.

2.2 Counselor

1.​ Can view assigned enquiries.

2.​ Make call entries. : Name, Contact number, Country Code, Email, Lead Stage, Course,
Assigning to, Tag, College name, Graduation, Pursing, Marks, Percentage,
 3.​ Schedule follow-ups.
4.​ Convert enquiries into admissions.

2.3 Manager Boss (Optional)

1.​ Can view team performance.

2.​ Access reports and dashboards

3) Main Modules of the CRM

Students must develop the following modules:

3.1 Login & User Management Module

Features:

1.​ User login with username and password.

2.​ Role-based dashboard. : Manager(Boss), Admin, User Dashboard

Admin can:

1.​ Add new users.

2.​ Edit user details.
3.​ Activate/deactivate users

3.2 Enquiry Management Module Purpose:

To store and manage student leads.

Fields required:
 1.​ Enquiry ID (auto-generated)
2.​ Student name
3.​ Phone number
4.​ Email
5.​ City
6.​ Course interested
7.​ Enquiry source (Instagram, Website, Walk-in, etc.) tag
8.​ Enquiry date
9.​ Assigned counselor
10.​Status (New, Called, Follow-up, Closed, Converted, CNR)

Features:

1.​ Add new enquiry

2.​ Edit enquiry details.

Assign enquiry to counselor.

View enquiry list.

3.3 Calling Module

Purpose:

1.​ To track all calls made to the student.

2.​ Fields required:
3.​ Call ID
4.​ Enquiry ID
5.​ Call date

Call status:

1.​ Not reachable

2.​ Not interested
3.​ Interested
4.​ Call later
5.​ CNR

Remarks Features:
 1.​ Add call record.
2.​ View call history for each enquiry.

3.4 Follow-up Module

Purpose:

To manage follow-ups with interested students.

Fields required:

1.​ Follow-up ID
2.​ Enquiry ID
3.​ Follow-up date
4.​ Follow-up status

Remarks Features:

1.​ Schedule follow-up.

2.​ View today’s follow-ups.
3.​ Update follow-up result.

3.5 Admission Module

Purpose: To convert enquiry into admission.

Fields required:

1.​ Admission ID
2.​ Enquiry ID
3.​ Student name
4.​ Course selected
5.​ Fees
6.​ Fees Paid
7.​ Payment status
8.​ Payment Type
9.​ Installment
10.​Admission date
Features:

1.​ Convert enquiry to admission

2.​ Record payment details.
3.​ Generate admission record.

3.6 Course Management Module

Features:

1.​ Add course

2.​ Edit course
3.​ Set course fees
4.​ View course list

3.7 Reports Module

Purpose:

To analyze performance and data.

Required Reports:

1.​ Total enquiries

2.​ Counselor-wise enquiries
3.​ Follow-up report
4.​ Admission report

Conversion ratio

Features:

1.​ Filter by date.

2.​ Export report (optional).
4) System Workflow (Core Logic)

The system must follow this flow:

1.​ Student enquiry added.

2.​ Enquiry assigned to counselor.
3.​ Counselor makes call.
4.​ Call status updated.

Decision:

Not interested → Close enquiry.

Interested → Schedule follow-up.

Follow-up done.

If student agrees → Convert to admission.

Admission recorded in system.

5) Database Tables Required

Students must create these tables:

1.​ Users
2.​ Enquiries
3.​ Call_Records
4.​ Followups
5.​ Admissions
6.​ Courses

6) Diagrams Students Must Create

Students must submit:

1. Flowchart

Shows overall process:

Enquiry → Calling → Follow-up → Admission

2. ER Diagram

Shows:

1.​ Tables
2.​ Fields
3.​ Relationships

3. Activity Diagrams

Minimum 5 diagrams:

1.​ Login
2.​ Enquiry creation
3.​ Calling process
4.​ Follow-up process
5.​ Admission process

Complete List of Activity Diagrams for CRM Software

1) User Login & Role Management Activity Diagram

Purpose

Shows how different users access the system.

Actors

●​ Admin

●​ Counselor

●​ Manager​

Flow

1.​ User opens CRM login page​

2.​ Enters username and password​

3.​ System validates credentials​

4.​ System checks user role​

Decision:

●​ Invalid credentials → show error​

●​ Valid credentials → open role-based dashboard​

Outcome

User enters the system based on role.

2) Enquiry Creation Activity Diagram

Purpose

Shows how a new lead enters the system.

Flow

1.​ Student submits enquiry (form, call, walk-in, website)​

2.​ Staff enters enquiry into CRM​

3.​ System validates data​

4.​ Enquiry stored in database​

5.​ Enquiry ID generated​

Decision:

●​ Invalid data → show error​

●​ Valid data → save enquiry​

Outcome

New enquiry created in system.

3) Enquiry Assignment Activity Diagram

Purpose

Shows how enquiries are assigned to counselors.

Flow

1.​ New enquiry created​

2.​ System checks assignment rule​

Decision:

●​ Auto assignment → assign based on rules​

●​ Manual assignment → admin selects counselor​

3.​ Enquiry assigned​

4.​ Counselor receives notification​

5.​ Enquiry appears in counselor dashboard​

Outcome

Counselor responsible for the enquiry.

4) Calling Process Activity Diagram

Purpose

Shows what happens during the first call.

Flow

1.​ Counselor logs in​

2.​ Opens assigned enquiry​

3.​ Makes call to student​

4.​ Updates call status​

Decision:

●​ Not reachable → schedule next call​

●​ Not interested → close enquiry​

●​ Interested → schedule follow-up​

Outcome

Call result recorded.

5) Follow-up Scheduling Activity Diagram

Purpose

Shows how follow-ups are planned.

Flow

1.​ Counselor marks lead as interested​

2.​ Selects follow-up date​

3.​ Adds remarks​

4.​ System saves follow-up​

5.​ Reminder scheduled​

Outcome

Follow-up task created.

6) Follow-up Execution Activity Diagram

Purpose

Shows how follow-ups are handled.

Flow

1.​ System shows today’s follow-ups​

2.​ Counselor performs follow-up​

3.​ Updates follow-up status​

Decision:

●​ Not ready → schedule next follow-up​

●​ Not interested → close enquiry​

●​ Ready for admission → move to admission stage​

Outcome

Lead status updated.

7) Admission Conversion Activity Diagram

Purpose

Shows conversion from lead to admission.

Flow

1.​ Student confirms admission​

2.​ Counselor opens enquiry​

3.​ Selects course​

4.​ Enters fee details​

5.​ Records payment​

6.​ System creates admission record​

7.​ Enquiry status changed to “Converted”​

Outcome

Student becomes admitted.

8) Payment Handling Activity Diagram

Purpose
Shows how payments are recorded.

Flow

1.​ Admission created​

2.​ Counselor enters payment details​

3.​ Selects payment mode​

Decision:

●​ Full payment → mark as paid​

●​ Partial payment → mark as pending balance​

4.​ System generates receipt​

Outcome

Payment stored in system.

9) Enquiry Closure Activity Diagram

Purpose

Shows how leads are closed.

Flow

1.​ Counselor updates enquiry status​

2.​ Selects reason​

Options:

●​ Not interested​

●​ Not reachable​

●​ Invalid enquiry​

●​ Duplicate​

3.​ System marks enquiry as closed​

Outcome

Lead removed from active pipeline.

10) Report Generation Activity Diagram

Purpose

Shows how reports are created.

Flow

1.​ User opens reports section​

2.​ Selects report type​

Examples:

●​ Enquiry report​

●​ Follow-up report​

●​ Admission report​

●​ Counselor performance​

3.​ Selects date range​

4.​ System fetches data​

5.​ Report displayed​

6.​ Option to export (PDF/Excel)​

Outcome

Report generated.
11) Reminder & Notification Activity Diagram

Purpose

Shows automated reminders.

Flow

1.​ System checks follow-up dates​

2.​ If follow-up due today​

3.​ Send notification to counselor​

4.​ Counselor performs action​

5.​ Updates status​

Outcome

Timely follow-ups ensured.

12) User Management Activity Diagram (Admin Module)

Purpose
Shows how admin manages users.

Flow

1.​ Admin logs in​

2.​ Opens user management​

3.​ Adds or edits user​

4.​ Assigns role​

5.​ Saves user​