# Education consultancy CRM evaluation worksheet

Prepared by Consularly, 17 October 2026. Use the same scenario with every vendor.
All example records below are fictional. Replace workflows with your requirements;
do not put private student records in public demos or evaluation emails.

## Synthetic scenario

Applicant: Demo Student A. Destination: Australia. Intake: your next planned intake.
Assign a counsellor, record a next task, add two university applications, attach a
fictional checklist document, book a counselling appointment and record a sample
payment. Add a test-preparation class if your consultancy runs one. Transfer the
case to a second staff member. Try accessing it as a teacher and finance user.

## Compare vendors with evidence

Score 0 = not demonstrated; 1 = partially demonstrated; 2 = meets requirement.
Give each requirement a weight of 1–3 before seeing vendor demonstrations.
Weighted score = score × weight. Record limitations as well as the total.

| Requirement | Weight | Vendor | Score | Demonstration evidence / limitation |
|---|---|---|---|---|
| Enquiry ownership and next follow-up | | | | |
| Multiple applications for one student | | | | |
| Documents, missing items and handover | | | | |
| Role permissions: allow and deny | | | | |
| Branch responsibilities | | | | |
| Payment record and finance handover | | | | |
| Class enrollment and score review | | | | |
| Spreadsheet import and duplicate review | | | | |
| Export format and exit process | | | | |
| Connected messaging channel you need | | | | |
| Full annual cost including usage/providers | | | | |
| Onboarding, support and recovery arrangements | | | | |

## Migration field map

| Source column | Destination field | Rule | Owner | Check |
|---|---|---|---|---|
| source_id | agreed import reference | Preserve for reconciliation | Migration owner | Unique in synthetic sample |
| applicant_name | agreed student name field | Review spelling | Counsellor | Display matches sample |
| enquiry_stage | agreed CRM stage | Map values before import | Admissions owner | Stage and next task correct |
| assigned_staff | agreed owner assignment | Resolve staff account | Team manager | Correct role can access |
| target_country | agreed destination field | Normalize labels | Counsellor | Correct destination |

Do not assume a student import also migrates documents, payments or message history.
Confirm supported fields and import behavior with each vendor.

## Pilot decision

Pilot dates:
Named operational owner:
Three essential workflows:
Expected outcomes and how they will be measured:
Outstanding gaps:
Agreed onboarding and total cost:
Data export and exit checks:
Decision and evidence:

Buying guide: https://consularly.com/resources/choose-education-consultancy-crm
Migration guide: https://consularly.com/resources/spreadsheet-to-crm-migration