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Education · Case study

Education & Admission CRM

An admission CRM that follows every student from the first enquiry to a confirmed seat — counselling, applications, documents, fee instalments and WhatsApp follow-ups, with seat-wise reports for every programme.

Education & Admission CRM
ClientEngineering & management institute
CountryIndia
IndustryEducation
PlatformWeb

The challenge

During admission season the institute received thousands of enquiries from its website, social media ads, education fairs and walk-ins. Counsellors tracked them in spreadsheets and their own phones, so many students were never called back. Document checks, fee instalments and seat counts were kept in separate registers, and management only knew how many seats were filled at the end of each week.

Our solution

We built an admission CRM around the institute's own process. Every enquiry — from the website form, ads, fairs or walk-ins — is captured automatically and assigned to a counsellor. The admission pipeline shows each student from enquiry to counselling, application, documents and admission. Each student profile keeps calls, WhatsApp messages, counselling notes, documents and the fee plan together, and the dashboard shows enquiries, conversion and seats filled for every programme in real time.

The results

Every enquiry assigned to a counsellor
Seats filled per programme, live
Documents and fee instalments tracked per student

What we delivered

Enquiry capture & counselling

  • Enquiry form on the admissions website, plus import from ads, education fairs and walk-ins
  • Automatic assignment to counsellors by programme or city, with duplicate checks
  • Admission pipeline: new enquiry, counselling, application, documents, admitted
  • Counselling sessions and campus visits scheduled with reminders
  • WhatsApp and SMS templates for brochures, fee structures and reminders

Applications, documents & fees

  • Student profile with academic scores, parent details, source and full activity history
  • Document checklist with upload, verification and pending alerts
  • Fee plans with instalments, scholarships and due-date reminders
  • One-click conversion from admitted applicant to student record

Reports for management

  • Admission funnel and conversion by programme, counsellor and source
  • Programme-wise seats: available, applied, admitted
  • Counsellor performance and daily follow-up lists
  • Roles for admission head, counsellors and accounts

How it is built

  • Laravel for the CRM, enquiry API, assignment rules, reminders and role-based access
  • Vue.js for the drag-and-drop admission pipeline and fast student screens
  • MySQL for enquiries, applications, fees and reports; WhatsApp and SMS through the institute's messaging provider

Screenshots

Admissions website: enquiry form that feeds the CRM
Admission pipeline from enquiry to admitted
Student profile: activity, documents and fee plan
More work

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