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Self-Hosted Admissions Software for Higher Ed & Global Institutions

IntakeX is a secure, self-hosted admissions software designed for higher education and global institutions. Run it on your own infrastructure — a single VM, private VPC, or on-premises servers. Achieve full data sovereignty, automate your enrollment pipelines, and eliminate third-party lock-in. Our solution gives your IT team complete control over database security and applicant records while providing admissions staff with high-performance tools.

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Made for UniversitiesCollegesK-12 schoolsCoaching institutes
10 minAverage deploy time
10,000+Applicants per cycle
UnlimitedCounselor and staff seats
DPDPAct aligned data handling

Your stages, your way

Every intake runs its own pipeline. Rename stages, add new ones, reorder them or remove the ones you don't need. Click an applicant to move them forward.

Scroll to follow an applicant from the first enquiry to enrolment.

Use the arrows to reorder a stage and × to remove it. Applicants in a removed stage move to the next one.

Design your application form in minutes

No developer needed. Add fields, drag to reorder, and set rules. The right side shows what your applicant sees.

Add a field

Your form (drag to reorder)

Applicant view

See your whole intake at a glance

Track where applicants drop off, how full each programme is, and how work is shared across counselors. Sample data shown.

Enrollment funnel

School capacity

Counselor workload

Enrollment funnel trackingSchool capacity trackingAutomated charts

Where does your applicant data live?

Flip the switch to see the difference.

Applicants Vendor cloud Your servers Leaves your network Stays inside your network

Applicant records, documents and payments are copied to a vendor's servers. You depend on their security, their pricing and their uptime.

  • Data sits on a third party's servers
  • Vendor staff can reach your records
  • Lock-in when you want to leave

Records, documents and logs stay on your own servers or private cloud. Your IT team controls access, backups and audit trails.

  • You own the database &
  • Documents stay on your own storage
  • Built for DPDP Act and audit reviews

A portal applicants can finish on their own

Applicants see exactly what is left to do. Fewer calls to your office, faster completion. Try ticking the steps.

Document upload and verificationFee paymentInterview bookingEmail and WhatsApp updates

Everything your admissions office needs

Multi-tenant architecture and cockpit

Complete data separation for every school or campus branch. The super-admin cockpit manages all tenants, school settings, billing parameters, user roles and global parameters from one dashboard.

School and branch isolationAudit logsSafe impersonation for troubleshooting

Pipeline and counselor handoffs

Kanban boards with stages you define. Structured routing from marketing and counselors to registrars.

Applicant checklists

Analytics

Funnel drop-offs, application volume, counselor workload and live programme capacity, shown as automated charts.

Interactive form builder

Drag and drop bespoke applications with custom fields, file upload requirements and validation logic.

Applicant portal

Students track their checklist, upload documents, pay application fees and attend scheduled stages.

Integrations and infrastructure

Pay application fees through built-in gateways. Store files locally or on cloud drives. Send mail through your own SMTP, with a test inbox sandbox.

RazorpayPaytmSBIICICIPayULocal storageAWS S3Google Cloud StorageSMTP sandbox

Self-hosted, fully yours

Keep documents, logos and uploads on your own server, with no AWS or Google Cloud subscription needed. Pull updates, database migrations and patches from the super-admin dashboard, with automated rollback. You own the MySQL or PostgreSQL database and every media asset.

Local storage driverCustom mail relaysIn-app updatesData sovereignty

One plan. Pay for the applicants you actually have.

A flat monthly licence plus a small fee for each active applicant. Every feature is included, and staff seats are unlimited.

IntakeX Standard licence

Everything included. Full database and storage ownership on your own servers.

₹4,999 / month
+ ₹50 per active applicant / month
  • All features unlocked
  • Unlimited counselor, admin and staff seats
  • Multi-tenant school and branch isolation
  • Deploy on your own server or private cloud
  • No hidden hosting or setup costs
Get started

Estimate your monthly cost

Your own hosting and SMTP or SMS gateway usage are not included.

Common questions

Do I need developers to change forms?

No. Staff build and edit forms with drag and drop, including conditional fields, file uploads and signatures.

Where is applicant data stored?

On your own server or private cloud. The database and uploaded documents stay under your control.

Are there limits on staff accounts?

No. Counselor, admin and staff seats are unlimited. You pay only per active applicant.

Are there hidden hosting or setup costs?

No. Because IntakeX is self-hosted, you pay only for your own hosting and your chosen SMTP or SMS gateway usage. There are no subscription add-ons.

See IntakeX running on your infrastructure

Book a 30-minute walkthrough with our engineers. Bring your current admissions workflow.

  • Deploys on your own server in under an hour
  • Unlimited counselor and staff seats
  • Your data never leaves your network