Contact Manager

Manage every external relationship in one connected place

Supporting prospective students in your Student Database and applicants in Applications Active is at the heart of what you do. But great recruitment also depends on maintaining strong relationships with the wider network that supports them; teachers, parents, partners, graduates, alumni, and employers.

The Contact Manager module brings all those connections together in Student CRM. It helps outreach, alumni, partnerships, international, and business development teams keep every contact organised, accessible, and ready for meaningful engagement.

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What is Contact Manager?

Contact Manager is a Student CRM module for managing external relationships across schools, employers, partners, parents, graduates, alumni, and other non-student contacts. It helps HE and FE recruitment, outreach, partnerships, alumni, and international teams capture contacts, track activity, view communication history, and send targeted follow-up messages from one connected place.

Key benefits

Everything you need to manage relationships, track activity, and stay connected

Seamless contact capture

Create and manage new contacts quickly and accurately using connected forms and structured data.

  • Use Web Form Builder forms to capture teacher, parent, partner, alumni, and employer details.
  • Embed forms anywhere and customise them to collect the right data.
  • Create clean, structured contact records that are ready to use straight away.

Lead and opportunity management

Track every relationship from first interaction to long-term engagement.

  • Log communication history, roles, and linked organisations.
  • Assign ownership, set reminders, and monitor progress across teams.
  • Avoid duplication and make sure no relationship or opportunity is missed.

Activity tracking and outreach reporting

Replace disconnected spreadsheets with connected, live relationship data.

  • Record school visits, fairs, meetings, and outreach interactions in one place.
  • Connect outreach activity with prospective student data, applications, and enrolments.
  • Demonstrate ROI and refine your outreach strategy using real evidence.

Automated messaging

Save time on the messages your team sends most often.

  • Use autoresponder sequences for confirmations, follow-ups, newsletters, or event-related updates.
  • Trigger communications based on segments, contact type, or activity.
  • Keep messaging consistent and reliable without manual effort.
Contact Manager dashboard in Student CRM showing external contact and relationship management tools

Bulk email and SMS

Reach your external audiences quickly and effectively without exporting data into another system.

  • Send updates to careers advisers, teachers, alumni, employers, agents, or partners.
  • Manage communications in one central system alongside Campaign Manager.
  • Avoid exporting, mail merges, duplicated lists, and disconnected tools.

Centralised communication

Contact Manager keeps every team aligned. Outreach, alumni, partnerships, international, and business development teams can manage contacts, nurture relationships, and communicate confidently from one connected platform.

  • See the full context before following up.
  • Share relationship history across departments.
  • Use Student CRM as the single source of truth for external engagement.
FAQs

Contact Manager FAQs

Common questions about using Contact Manager to manage school relationships, employer links, alumni contacts, partner organisations, outreach activity, and group communications inside Student CRM.

Can we store contacts from schools, employers, and partners together?
Yes. You can manage all external contacts and organisations within the same system, with filters to segment by contact type, relationship, organisation, owner, or audience.
Can contact forms be added to our website?
Yes. You can embed custom Web Form Builder forms anywhere to collect accurate contact details automatically and create structured Contact Manager records.
Can we send group communications from Contact Manager?
Yes. Built-in bulk email and SMS tools let you contact groups directly, without exporting data to another system or relying on disconnected spreadsheets.
Does it track communication history?
Yes. Each contact record shows a complete history of activity, messages, reminders, linked organisations, and related opportunities.
Can we automate follow-up messages?
Yes. You can create autoresponder sequences that send confirmations, updates, reminders, or newsletters automatically based on triggers, contact segments, or activity.
Can multiple teams use Contact Manager?
Yes. Recruitment and outreach, alumni, partnerships, business development, and international teams can all share access, manage their own segments, and see a joined-up view of every relationship.
Who uses Contact Manager the most?
Contact Manager is most used by partnerships, international, recruitment and outreach teams. It is especially useful for teams that manage school relationships, employer engagement, alumni contacts, agents, and other external audiences.
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