Language course CRM: from placement to course skipping every student in one panel
Language course software, program and CRM on one platform: Language course appointment software, customer management software and sales automation with WhatsApp.
Students asking about IELTS, looking for German A1, or writing in Arabic to request a Turkish course all land in the same Message Center. Placement tests sit on the instructor's calendar, A1–C2 levels are defined in the program, and students finishing a level go on the renewal list; enrollment, installments, attendance and the parent portal all live in one panel.
Which CRM software should be used for Language course? ÖzgürKod is a CRM for Language course businesses: Level placement, A1–C2 level courses, course skip list, IELTS/TOEFL tracking, installments and parent portal in one panel. Setup takes minutes; try it free for 7 days.
The never-ending problems of language schools
When level, course and payment details live in separate places, even your easiest enrollment slips away.
Placement results stay on paper
The placement test score stays on paper and the recommended level lives in the advisor's head. When the candidate messages two days later, someone has to work out again which group fits.
Nobody calls when a level ends
The A2 group is ending, and who continues to B1 is only asked once the group is over. The easiest enrollment to win becomes the one you lose most often.
Enrolled in a group that does not match their level
A student who tests at B1 is placed in a lower level because no group fits that time slot; within a few weeks they get bored and drop out.
Clashes in evening groups
The same instructor is booked for two groups on the same evening, and the online room is assigned to two classes at once. The clash only shows up at class time.
Installments live in a spreadsheet
Level fees are paid in installments, and at month end someone pulls a spreadsheet to see which student missed which payment. Sibling and early enrollment discounts are recalculated by hand every time.
Nobody has the IELTS date on their calendar
For exam-prep students, the IELTS, TOEFL or YDS date is unknown, so exam-week support and result tracking get skipped.
What does ÖzgürKod do for language schools?
With the "Level and level skipping" section of the Education Institution module, from placement test to the end of a level.
Student journey: from first message to level skipping
- Schedule the placement test as a candidate record; when the result is entered, the level, score and recommended program are written to the candidate's card, and you enroll with "Enroll in a program that matches the level"
- Book the placement interview as an appointment on the instructor's calendar; generate group classes on the calendar from a weekly day and time, skip holidays, and warn about a clashing instructor or room before you save
- Define A1–C2 levels and the next level on each program; students whose group ends collect on the renewal list, "Skip to next level" opens the enrollment form for the next level pre-filled, and a WhatsApp message arrives as a ready draft
- Define the level fee as a total or a monthly fee; sibling, early enrollment, pay-in-full and renewal discounts apply automatically when conditions are met, and the installment plan is written to the deal
- Record the IELTS, TOEFL and YDS / YÖKDİL date and result on the record; 3 days before the exam, a task opens for any student whose result has not been entered
- Let foreign-national instructors use the instructor panel in their own language; the parent portal and online pre-enrollment page open in one of 9 languages based on the visitor's browser language
The person messaging you is greeted in the Message Center; a submission from the online pre-enrollment page is matched by phone number, so the same number does not create a second record.
The interview is booked as an appointment on the instructor's calendar; grammar, reading and listening are scored with a sectioned template.
The level is written to the student's card; an open program at the same level is recommended, and the candidate becomes an enrollment with one click.
Conditional discounts are applied and the payment plan opens as a deal; if a group is full, the student joins the waiting list in order.
The instructor enters attendance, the topic covered and homework from their phone; after consecutive absences, a task and a message draft open automatically.
The IELTS, TOEFL and YDS date and result stay on the record; if the exam is near and no result has been entered, a task opens.
The renewal list fills up before the group ends; the next-level recommendation and the WhatsApp draft are ready, and you decide when to send.
Not from a personal phone, but from the business line
Don't let Student messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects student information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the student group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new student came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Your other operations run in the same panel
The language school section is part of the Education Institution module; if you also offer exam preparation or one-to-one lessons, those sections open up too.
Class schedule, enrollment and installments, attendance, instructor panel, parent portal and QR-verified documents.
Education institution program → Do you also offer one-to-one conversation lessons?Lesson credit packages, each lesson as an appointment on the calendar, a late cancellation rule and remaining credits.
Private lessons and coaching → Do you have an exam preparation group?TYT, AYT and LGS practice test templates, paste-in results, net scores and rankings.
University preparation →Messages, appointment, payment collection and your team — in one account
When a student writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Student cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own students.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Student write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the student card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Language course?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- Level and course structure. Choose a system where you can define levels and the next level on a program and where placement results are written to the student's card; only then can level skipping be listed.
- Class schedule and clash warning. In evening and weekend groups, booking the same instructor or room for two classes must be visible before you save, and holidays must not throw off the class count.
- Enrollment, discounts and installments in one place. Sibling, early enrollment and pay-in-full discounts shouldn't be calculated by hand; the payment plan and payment collection should sit on the same screen as the enrollment.
- Instructor and parent access. Instructors should take attendance from their phone, and families should see attendance and payments from a single link; neither should need a separate user account.
- Leads who arrive by message. Most leads message you on WhatsApp and Instagram; choose a CRM where the message, the placement test and the enrollment come together on the same contact record.
Language course program, software or CRM?
Most business owners search for the solution they need as “Language course program,” “Language course software,” “Language course appointment software” or “Language course customer management software.” “CRM” is the international name for this solution, and the need is the same: keep student information in one place, never miss a request, and bring order to your work.
As a Language course automation, ÖzgürKod gathers student messages from WhatsApp, Instagram and the web in one panel and handles appointment and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Language course
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Placement test | Paper exam, results in a notebook | Needs custom fields and customization | Scored with a template; the level is written to the student's record |
| Course advancement | Remembered after the group ends | Usually missing | The next course is in the program; the renewal list and message draft are ready |
| Class schedule | The table is updated by hand | Has a calendar, no lesson logic | Generated from weekly hours; holidays are skipped and conflicts are flagged |
| Yoklama | A paper schedule | Usually missing | From the instructor's phone; saved even when offline |
| Enrollment and installments | Calculator and spreadsheet | With the quote module, no discount rules | Conditional discounts, VAT, installment plans and payment collection |
| Updates for families | By phone, one by one | Requires a separate portal or license | Parent portal with no login: attendance, homework, exams, installments |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
A no-show appointment isn’t an empty hour — it’s an hour you’ve already paid for.
If you charge ₺1,000 per service: the monthly cost of your subscription equals 3 appointments.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What does the language school program track?
Leads' messages, placement tests and trial lessons, online pre-enrollment applications, student and family records, A1–C2 level programs and groups, class schedules, enrollment fees, discounts and installments, attendance and homework, external exams such as IELTS, TOEFL and YDS, the parent portal and documents. All of it comes together on the same student record in the Education Institution module of ÖzgürKod CRM.
How is the placement test done, and where is the result recorded?
You schedule the placement test from the leads screen; if the instructor is linked to a team member, the interview appears as an appointment on that person's calendar. The ready-made "Language Placement Test" template covers grammar, reading and listening; you can also define your own template. The result records the level, score and recommended program; "Enroll in a program matching the level" suggests an open program at the same level, and the lead converts to an enrollment in one click. When an A1–C2 result is entered for a placement test, the level on the student's record updates too.
How do course advancement and renewal work?
You define a "next program" for each program (B1 after A2, for example). Students whose group ended in the last 60 days or will end within 30 days gather on the renewal list; the "Advance course" button opens the enrollment form for the next program with the student and family details filled in; you confirm the fee and installments there. A renewal task opens 14 days before the group ends. The "next course" message for the student comes ready as a WhatsApp draft; the renewal discount is selected automatically in the enrollment once the condition is met.
Can I track IELTS, TOEFL or YDS exams?
Yes. You enter the exam type, date and result on the student's record (pending, passed, failed, did not attend); if the program defines a number of exam attempts, the remaining attempts are calculated automatically. A task opens 3 days before the exam for any student whose result has not been entered. There is no connection to exam institutions' systems; you enter the results yourself.
Is there language support for foreign students and foreign instructors?
The parent portal, the online pre-enrollment page and the document verification page open in one of 9 languages based on the visitor's browser language: Turkish, English, German, French, Spanish, Italian, Portuguese, Arabic and Japanese (Arabic right to left). The instructor panel is also available in these 9 languages; instructors choose their own language. Only the screens' own text is translated; the program names, announcements and messages you write stay in the language you wrote them. The Message Center also has an optional AI translation feature: when an admin turns it on, a translation in your own language appears below an incoming message in a foreign language; you can preview your reply translated into the student's or parent's language and send it (39 languages; in WhatsApp, Instagram, Messenger, Telegram, web chat and TikTok messages). It is off by default, uses your business's AI provider and has a daily limit.
Are messages sent to students or parents automatically?
No. The Education Institution module does not send messages on its own. For repeated absences, overdue installments, finished groups or an opening in a waiting list, a task is created and the WhatsApp message to be sent is prepared as a draft in the Message Center; you review it and send it yourself. For a new term announcement, you can send a bulk message to the group you choose using a Meta-approved template.
Can I manage online and in-person groups together?
Yes. You define online lessons as rooms of the “online room” type, just like classrooms. If a second lesson is scheduled in the same room or with the same instructor at the same time, a warning appears before you save. The education module does not add a video call link to the lesson; you share your own Zoom or Meet link.
Language course software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Language course software", "Language course software", "Language course appointment software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: student communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Open the new term from a single panel
Try it free for 7 days. Enter your programs, levels and groups, and see the flow from placement test to level advancement with your own data.