CRM for an online school, courses and tutors
Ads brought people to Instagram and Telegram, and who has already got the course programme, who is waiting for a price and who has paid is known only to the manager who is now on holiday. ModalCRM puts every enquiry into one queue, walks each lead down a pipeline from the first message to payment, issues an invoice with a link for the client and sends course-start reminders to segments. It is a CRM for sales and communication, not a platform with lessons. The Commerce plan is 900 ₴ a month per company, not per student.
Leads from Telegram, Instagram and the site — in one queue
On the left is the conversation list with the tabs “All”, “Open”, “Closed” and “Mine”; it includes comments under Instagram and Facebook posts, marked “Comment”. On the right is the client card: channel, first contact, last chat, operator, tags and the “Contact reason” field (for example, “Sign up”). The “Order”, “Appointment” and “Ticket” buttons create the matching record straight from the conversation.
The reply bar has “Template” for ready answers (programme, price, intake dates), “File” for a PDF programme, “Document” for an offer agreement from a template and “Task” to ask a manager to call back. When an operator closes a dialog, the reason is recorded and lands in the “By contact reason” report.
A bot collects the name and phone while the manager sleeps
A bot scenario is built from blocks on a canvas: “Message”, “Input request” (the name goes into a variable, the phone is checked for format and re-asked if wrong) and “Transfer to agent”. Connections are drawn with the mouse; there is an “Auto-layout” and a text mode. In the example on the screen the bot greets the visitor, asks for a name and phone and hands the chat to a person — for a school you swap the text for “Which course are you interested in?”.
A bot starts on the first message, on a keyword or from a tracking link, which shows which ad a person came from. The “Create task” block gives a manager a task with the phone taken from the variable, and as soon as an operator writes in the chat, the bot goes quiet. You can run a scenario in a test chat before launch and then see at which step people drop off. On the free plan you get one scenario of three steps.
A course sales pipeline: from enquiry to payment
A kanban “Main pipeline” with the stages “New lead”, “Qualification”, “Proposal”, “Negotiation”, “Decision”, “Won” and “Lost”; each column shows a deal count and a total. There are filters by stage, manager and source and a “+ Deal” button. Stage names are editable, so you can rename the pipeline for a school: “Enquiry”, “Trial lesson”, “Payment”, “Course start”.
A deal card holds the source, owner, amount, close date and custom fields: “Course” or “Intake” as a pick list. For repeat sales you can add a second pipeline or duplicate a deal. A deal with no movement for 5 days turns yellow, after 14 days red, and when a proposal has been sent and nobody answers for 3 days or more, the manager gets a reminder. An invoice is created from a deal in one click — that needs the Finance module.
An invoice for a course with a payment link
The “Invoices” tab: number, client, date, due date, status (“Draft”, “Sent”, “Partially paid”, “Paid”, “Overdue”), the amount and how much has already been paid. The “+ Invoice” button opens a form with line items, and each row has actions: PDF, email, send to the chat.
“Link for the client” opens a public invoice page, and you can see whether the client opened it. If WayForPay or Monobank acquiring is connected, the page shows a “Pay online” button. Online payment covers only the whole remaining balance and only in hryvnia; instalments are recorded by the manager by hand and the invoice moves to “Partially paid”. There is no automatic monthly charging for subscriptions.
A segment mailing: a reminder that the course starts
The “Campaigns” tab: name, type (Email, Viber, SMS or Telegram), recipient segment (“VIP clients”, “New clients”), status (“Draft”, “Scheduled”, “Running”, “Completed”), how many were sent, opened and clicked, and the budget. “+ Campaign” creates a new one.
A segment is built from rules: tags, status, city, number and total of orders, birthday month. Put a tag such as “October intake” on students and the first-lesson reminder goes to them alone at the scheduled hour, with the name from the card. Emails carry an unsubscribe link. The limit is 500 recipients per campaign; Telegram works for people who have already written to your bot.
Which modules to turn on
What it costs
Site chat, messengers, documents and a three-step bot. One user, 600 replies a month. Forever, no card.
Chats, bot, pipeline, campaigns and documents plus finance with invoices and payment by link, as well as orders and warehouse. Team of up to 3, then +200 ₴ per user.
Every module: adds automations (for example, a message a few days after a won deal), appointments, HR and the client portal for tickets. Team of up to 10, then +200 ₴.
Quarterly billing is 8% off, yearly 17% off. Rozetka, Prom and Nova Poshta integrations are not charged separately.
Frequently asked questions
Does ModalCRM have lessons, access to materials and homework?
No, it is not an LMS. ModalCRM handles sales and communication: leads, chats, pipeline, invoices, campaigns. Lessons and materials stay in your learning platform. There is also no group schedule or group classes with a list of attendees — the appointments module works as “specialist — time — client”, so it suits a tutor's one-to-one consultations.
How much does a CRM for an online school cost?
The Commerce plan, with finance for invoices, is 900 ₴ a month per company for a team of up to 3, then +200 ₴ per extra user. If you do not need invoices, Communication is enough for the same 900 ₴. Quarterly billing is 8% off, yearly 17% off. The first 14 days are free, no card.
How do I take payment for a course?
Issue an invoice and send the client the link to it. If WayForPay or Monobank acquiring is connected, the page shows a “Pay online” button that settles the whole remaining balance in hryvnia. The manager enters instalments by hand, and there are no automatic monthly charges for subscriptions.
Can I collect leads from a form on a landing page?
There is no form builder in the account at the moment. Leads arrive through the site chat and messengers, and a bot collects the name and phone. If you need an actual form, write to info@modalcrm.com and we will set it up.
Where is student data stored?
On servers in Europe (Hetzner). The provider is sole proprietor Viktoriia Lazukina, Ukraine; the terms are the public offer on the website.
Try the demo account
A demo account with chats, clients, deals, orders and appointments — no signup; there is no separate demo for an online school. Or try the full plan free for 14 days, no card required.