Bitrix24 Setup for Educational Institutions
Course applications arrive via email, messengers, and phone. An administrator records data in Excel, course schedules are in Google Sheets, instructors find out about new groups in chat. When a student calls to check the schedule, the administrator searches in three places. Bitrix24 consolidates everything in one space: applications, students, courses, schedules, documents, communications.
CRM for Student Management
A contact in CRM is a student. The contact card stores: full name, phone, email, birthdate, program, group number, status (applicant, student, graduate). For additional data, custom fields are created: preparation level, payment method, contract number, enrollment date.
The deal funnel reflects the student's journey:
- Application — incoming request from website, call, messenger
- Consultation — manager contacted, clarified program
- Assessment Test — entrance test or interview
- Contract — contract signing, invoice issuance
- Payment — awaiting payment
- Enrolled — student accepted into group
Courses and Groups via Smart Processes
Smart Processes let you create a separate entity "Course" or "Group" with own fields: course name, instructor, start/end date, class schedule, max students, classroom.
Entity relationship: a deal (student application) links to a smart process element (specific course/group). This shows: how many students in the group, who paid, who's still at application stage.
Schedule and Tasks
Class schedule is managed via B24 calendar. For each group, create a separate calendar with recurring events (classes Tuesdays and Thursdays 10:00–12:00). Instructors see their classes in personal calendar.
Instructor tasks: prepare materials, check assignments, compile semester report. Tasks created from template with project binding (group).
Documents and Communications
B24 Drive stores document templates: contracts, applications, course materials. Contract templates with auto-fill from CRM: student name, course, amount, dates — generated from deal card.
Open Lines collect inquiries from all channels (website, VK, Telegram, WhatsApp) into a single chat. Administrator replies from one window, history saves in contact card.
Automation
- New website application → auto lead creation, admin notification
- Student enrolled → task "Prepare contract", task to instructor "Add to group"
- 3 days before course start → SMS reminder to group students
- Course end → task "Issue certificate", contact status change to "Graduate"
What We Configure
- Application funnel: from inquiry to enrollment
- Custom contact fields for student data
- Smart processes for courses and study groups
- Schedule calendar with binding to groups and instructors
- Document templates: contracts, applications
- Open lines for messenger application intake
- Robots: notifications, tasks, SMS reminders