Centralized Lead Capture and Tracking
We integrated Zoho CRM for education with all the channels through which the consultancy receives inquiries, including its website, landing pages, social media ads, email campaigns, and other platforms. Every inquiry is now captured in one place, with essential details such as preferred course, intake year, and contact information automatically filled in. This setup transformed the system into a comprehensive student recruitment CRM, tailored to the needs of a CRM for education agents.
We have also added behavior tracking, which allows the CRM to record when a student opens emails, clicks links, or visits specific pages, making it easier to follow up at the right time.
Automatic Lead Scoring and Assignment
Instead of assigning leads manually (which used to cause delays), we built logic into the CRM to automatically score and assign leads to the most relevant counselors. Assignments are based on factors like the student’s interests, location, and urgency. High-potential leads trigger instant alerts, allowing counselors to follow up promptly.
A Full View of Each Student’s Journey
We created a single Student Timeline for each student, showing everything that has happened, from the initial inquiry all the way to visa approval. All emails, phone calls, WhatsApp messages, counseling notes, and uploaded documents are logged under one profile. This helped teams work together more efficiently and understand the full student journey at a glance, a core benefit of a proper CRM for education agents and a necessity for efficient CRM for overseas education consultants operations.
Streamlined Document Management System
We implemented a centralized, secure education CRM software within Zoho CRM for handling all student documents, including academic transcripts, SOP drafts, ID proofs, financial records, visa paperwork, and more. Each service module (like Visa or SOP Writing) came with its own checklist of required documents, so staff and students could track what had been submitted or pending.
Custom Modules for Each Service
The consultancy offers a range of services, including test preparation, SOP writing, admissions assistance, visa support, and financial aid. We created a dedicated CRM module for each service, with its own process, task list, and progress tracker. For example, once a student enters the visa stage, a checklist with all required documents and deadlines appears automatically.
Financial Automation and Payment Tracking
Using Zoho Books Integration, invoices were generated automatically when a student signs up for a paid service. The system tracks payment status, sends automated reminders, and updates records in real time. This improved billing accuracy and helped reduce overdue payments.
We set up automated email and SMS workflows to send students timely updates based on their stage in the process. For example, someone preparing for visa submission might get a reminder to upload documents.
All communication—whether by call, email, or WhatsApp—is logged in the Zoho CRM for education platform, so every team member knows exactly what’s been discussed.
Self-Service Student Portal
To reduce the need for manual follow-ups, we built a secure student portal using Zoho Creator. Students can log in to upload documents, track progress, view appointments, and see pending tasks. This made things more efficient for both students and staff.
Real-Time Dashboards and AI Suggestions
We created custom dashboards for managers to monitor key metrics like counselor performance, lead conversions, revenue by service, and visa approval rates. Zoho AI assistant, Zia, also provides smart suggestions—for example, when to follow up with a lead or if a deal might be at risk.
Managing University Partnerships
The CRM was extended to manage university relationships, including tracking partnership terms, application quotas, student placements, and commission agreements. This helped streamline B2B communication and improved reporting.
Multi-Country Support and Data Privacy
We customized Zoho CRM to work across India, UAE, and Germany, with multi-currency support, local user roles, and timezone handling. We also ensured compliance with data protection regulations like GDPR, using role-based access and consent tracking.
Live Chat and Chatbot on Website
We added live chat and a simple AI chatbot to the company website using Zoho SalesIQ. It helps answer basic questions, collect contact details, and book counseling appointments—even outside of working hours.
Collecting Feedback and Measuring Satisfaction
After key steps in the student journey (like test prep completion or visa approval), we automatically send feedback forms using Zoho Survey. Responses are linked to each student’s profile, helping management monitor service quality and student satisfaction.
