Scholaria software

Built for admissions where every applicant crosses a border

One connected file, inquiry to certificate.

The whole journey, one system

Scholaria runs inquiry, evaluation, offer, visa, payment, enrollment and certificate as a single connected record — no spreadsheet for agents, no separate visa tracker, no CRM that has to be taught what a blocked account is.

Hosted or self-deployed

Use it as a hosted service on our servers, or deploy the full system on your own infrastructure — your choice.

See packages
AI-assisted evaluation Agency network built in EU & visa-aware Payments + e-signature
THE PROBLEM

General-purpose CRMs stop at your border.

Most admissions software is built for a domestic pipeline: inquire, apply, enroll. The moment recruitment goes international, institutions bolt on a spreadsheet for agent commissions, a group chat for visa questions, and a second document set for EU versus non-EU applicants — and compliance risk lives in the gap between them.

Agents work outside the system

Recruitment partners chase status updates by email and WhatsApp because they were never given a portal of their own.

Visa logic lives in someone's head

Which letter needs the blocked-account paragraph, which doesn't — institutional memory, not institutional software.

Decisions and documents drift apart

An eligibility review happens in one tool; the offer letter is drafted by hand in another. Nothing connects the two.

Every part of the institution, in one system

Admission

Inquiry to enrollment, AI-assisted and tracked end to end.

Student

Records, progress and certification in one place.

Staff

Manage faculty and staff records and workloads.

Agency

A real portal for master and sub-agency networks.

Subject

Build and manage your program and course catalog.

Finance

Dynamic fees, scholarships, invoicing and e-signed refunds.

Communication

Email and WhatsApp in one inbox, AI first response.

One platform, four audiences

Everyone touching an application works from the same file.

Admissions staff, recruitment agents, finance, and applicants each get an interface built for their job — reading and writing the same underlying record, in real time.

Admissions

Review & decide with confidence

  • AI-assisted document and eligibility review, with a human approval step on every decision
  • Personalised offer, conditional, and rejection letters generated from the applicant's actual file
  • Interview and meeting scheduling built into the applicant record
Agency partners

A portal, not a spreadsheet

  • Live status on every referred applicant, without chasing staff for updates
  • Digitally signed partnership agreements and a dedicated support-ticket line
  • Automatic visibility for master and sub-agency networks alike
Finance & operations

Money and paperwork, connected

  • Dynamic fee calculation, scholarships, and intake-specific invoicing
  • Card and bank payment options with a formal e-signed refund process
  • Every agreement — enrollment, internship, refund — signed and stored against the file
Applicants & students

One thread, start to finish

  • A single communication trail from first inquiry to final certificate
  • Visa and blocked-account guidance that only appears when it's actually relevant
  • Support by email or WhatsApp, with or without an agent involved
Flagship capabilities

What sets Scholaria apart from a generic CRM

01

AI evaluation that a human still signs

Documents and transcripts are screened against your entry requirements and grading standards automatically, with gaps in an applicant's academic or work history flagged and assessed against any supporting evidence they've submitted. Nothing is decided without a staff member's approval — the AI narrows the review, it doesn't replace the reviewer.

Faster first passHours of manual document review reduced to a guided check.
Consistent standardThe same bar applied to every file, every intake.
Always reviewableEvery AI assessment is visible and editable before it goes anywhere.
02

A letter for the applicant in front of you

Conditional offers, final admissions, and rejections are composed for the specific applicant — their programme, their intake, their visa status, their scholarship — instead of a merge-tag template. An EU applicant and an international applicant receive genuinely different, genuinely correct letters, without anyone maintaining two separate documents.

No copy-paste errorsThe compliance-sensitive language updates itself.
Fully trackedDelivery and read status logged against every letter sent.
03

Your agent network, finally accountable

Recruitment partners get a real portal: application status, signed agreements, and a support line that doesn't run through a staff member's inbox. Referral hierarchies — including master agencies overseeing sub-agents — are notified automatically as their candidates move through the pipeline.

Self-service statusAgents stop asking "any update?"
Built-in escalationA categorised ticket desk, not a shared inbox.
04

Payments, invoices, and refunds without a second tool

Fees calculate dynamically with scholarships and intake pricing applied automatically. Applicants can pay by card or bank transfer, and refunds run through a formal generate-sign-countersign process with a receipt — not an email promise.

One source of truthFinance and admissions read the same number.
Signed, not assumedEvery agreement carries a digital signature and a timestamp.
05

Email and WhatsApp in one inbox

Applicants reach out however they reach out. An AI assistant handles first response and routine questions around the clock, and hands off to a staff member the moment a conversation needs one — across both email and WhatsApp, logged against the same applicant file.

No missed messagesEvery channel lands in the same place.
Human when it mattersStaff can take over any conversation instantly.
Built to be trusted with the file

Security and accountability, by default

Two-factor authentication

Staff and agency accounts are protected beyond a password by default.

Verified communication

Email addresses are confirmed before they enter the pipeline, and every send is delivery-tracked.

Full activity history

Every decision, letter, and signature is timestamped against the applicant's record.

Rate-limited by design

Public-facing forms and endpoints are protected against abuse out of the box.

Frequently asked questions

Can I license Scholaria for my institution?

Yes. Scholaria is available to other institutions — hosted on our servers or deployed on your own infrastructure. See our packages for more.

Hosted means we run Scholaria on our servers and you use it as a service. Self-deployed means the full system is installed on your own infrastructure.

Yes — it's built for exactly that. EU and non-EU applicants get correctly different offer letters, visa and blocked-account guidance appears when it's relevant, and your recruitment agents work from a real portal instead of a spreadsheet.

Is it tailor-made to our institution?

Yes — the platform covers admission, students, staff, agencies, subjects, finance and communication, and we tailor it to how your institution actually works.

Yes — agency partners get their own portal with live application status, signed agreements, and a support-ticket line, including automatic visibility for master and sub-agency networks.

Pricing depends on your institution's size and which package fits best — contact our sales team for a quote.

See our packages
Ready to see it in action? Get in touch
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