From the first enquiry to the alumni referral, on one platform
Office24by7 runs the whole admission and student lifecycle on a single record — campaign spend, every conversation, the application, the fee, the complaint, the renewal and the referral. Nothing is lost between the marketing desk, the admissions desk and the campus.
Schools · junior colleges · degree and PG institutions · universities · coaching and test-prep · skilling academies
DPDP compliant with India-only data residency, including recorded parental consent for minors · works alongside your existing academic system
Your dashboard: enquiries this week, campus visits attended, and fees collected on time, all live from your own records.
One platform, tuned to your kind of institution
The lifecycle is the same; what changes is the calendar, the routes and the language. Here is what shifts for each.
Schools & junior colleges
Parent-first: guardian voice bot, recorded consent, sibling linking, and fee cycles built around the academic calendar.
Degree & PG colleges
Program-and-branch routing, quota routes (management, NRI, lateral), scholarship bands, and hostel & transport in the fee plan.
Universities & groups
Many campuses and programs at scale, role-based access per campus, and one funnel and one report across every school.
Coaching & test-prep
High-velocity enquiries, batch capacity and waitlists, renewal into the next level, and referral engines that compound.
Three places every institute loses money, every season
Spend you cannot trace to an admission
The hoarding, the newspaper insert, the Instagram campaign and the school visit all produced enquiries. Nobody can say which produced students, so the same budget gets repeated next season on faith.
Counsellor time spent on records nobody verified
Senior counsellors calling wrong numbers and ineligible students in the busiest four weeks of the year, while a serious parent waits two days for a callback.
Everything after admission run on memory
Second installments chased by phone recollection. Attendance sliding for two months before anyone connects it to a complaint. Year two assumed rather than sold. The happiest parent in the building never asked for a referral.
One connected flow: Marketing → Pre-sales → Sales → Post-sales
Four phases on one record, with two layers woven through every one of them — Communication and Support — and a loop that feeds the next Marketing cycle.
Marketing
Get enquiries in — tracked, and clean · Steps 1–3
The PRO (Public Relations Officer) is how institutions gather prospective-student data from outside — school & college visits, coaching-centre tie-ups, education fairs, seminars, and partner or purchased lists. Every record a PRO brings in is de-duplicated and validated, then assigned to a telecaller for outbound calling. The PRO, the school and the source are stamped on each record — so field productivity and cost per admission are measured per PRO, per school and per event, not guessed.
Pre-sales
Qualify and nurture into a real opportunity · Steps 4–6
Sales
Convert the opportunity into an admission · Steps 7–11
Post-sales
Keep them, renew them, and be referred · Steps 12–14
Tap any step to see how it works. The handover is the first fee receipt — the record changes role, not hands.
What each step actually does
Fourteen steps across the four phases. Click any step to expand it — or open one straight from the flow above.
Marketing
Get enquiries in — tracked, and clean · Steps 1–3
1Attract and track
Every campaign, every placement and every creative gets its own way in — a tracking number, a QR code, a coded link or a vanity keyword. A hoarding gets its own number so the junction can be judged. A newspaper insert gets its own QR so the edition can be judged. Digital spend arrives by API; print, outdoor and event spend is entered against the order. And Marketing runs two ways: inbound enquiries that come to you, and outbound sourcing where your PRO (field marketing) team gathers data from outside — school and college visits, coaching tie-ups, education fairs, seminars, and partner or purchased lists. Inbound or outbound, every source is tracked before a rupee is spent.
- ✓Campaign, placement and creative structure, so reporting goes deeper than ‘Facebook is working’
- ✓Tracking-number pools, dynamic QR codes you can repoint without reprinting, coded short links
- ✓PRO and field sourcing tracked per PRO, per school and per event — outbound effort is measured, not guessed
- ✓Spend against results per placement — cost per enquiry the same week the campaign runs
2Capture everything, in one place
Web forms, missed calls, IVR, WhatsApp, QR scans, walk-in register, field mobile capture at schools and events, bulk uploads, aggregator handoffs and consultant submissions all land in one inbox with the source stamped on arrival. This is where the two flows meet: inbound enquiries arrive on their own, and the outbound lists your PRO team collects in the field are uploaded in bulk, de-duplicated against existing records, validated, and assigned to a telecaller for outbound calling — through the same inbox and the same gate.
- ✓Missed calls become enquiries with a callback task and an acknowledgement message
- ✓Field capture works on mobile, including where the network does not
- ✓PRO-collected data uploaded, de-duped and assigned to the telecalling desk for outbound calls
- ✓Source is locked at creation, so a later click can never erase the campaign that started it
3Validate before anyone spends time
A gate at entry checks completeness, number format and duplicates. What fails goes to a correction queue owned by the person who supplied it, not to the desk that has to work it. Siblings and previous-season enquiries are linked rather than duplicated.
- ✓Junk and incomplete rows never enter the funnel
- ✓Duplicate merge and family linking, so one household is one account
- ✓Data quality by source becomes visible, which changes vendor and team conversations
Pre-sales
Qualify and nurture into a real opportunity · Steps 4–6
4Qualify at the telecaller desk
This is the step most institutes run informally, and it is the one that protects everything after it. A verification call captures five things before a counsellor is involved: eligibility confirmed, who actually decides, fee capacity and funding route, target session and timeline, and which other institutes are in the picture.
- ✓Five mandatory fields — qualified is a checklist, not an opinion
- ✓A fixed disposition list, a reachability ladder across calling windows, and recordings on every call
- ✓Every ‘no’ exits to a named resting state with a re-entry date — not eligible this session, next session, budget gap, chose elsewhere
5Assign the right counsellor
Routing on program, campus, language and current load, so the parent speaks to someone who can actually help them, in the language they prefer.
- ✓Counsellor 360 view opens with the five answers, the recording and the objection already on it
- ✓No parent is asked the same questions twice
- ✓Load balancing that holds up in peak season
6Counsel with the decision-maker present
The counselling session is scheduled around whoever decides — often the father, often both parents. Objections are logged against a fixed list so patterns become visible instead of anecdotal.
- ✓In-person, phone or video, with reminders to everyone attending
- ✓Objection intelligence: which four objections cost you the most admissions
- ✓A dated next step before the record can be left alone
Sales
Convert the opportunity into an admission · Steps 7–11
7Run the campus visit as an event
Booked, reminded, hosted, attended, followed up. The measure is visits that happened, not visits booked — because a booked visit that nobody chased is how the funnel flatters itself.
- ✓Slot booking with host allocation and arrival marking
- ✓Same-day call and rebook on a no-show
- ✓Post-visit feedback captured while it is still fresh
8Application and documents without the chasing
The application is a workflow that holds the offer until the file is complete. The chasing is done by cadence, not by a person remembering.
- ✓Pending-document reminders with an upload link, on the channel the parent uses
- ✓Verification status per document, with remarks and re-upload requests
- ✓Quota route captured as a field, because government, management, NRI and lateral routes behave differently
9Test and scholarship
Entrance and scholarship tests run as a process: slot allotment, hall ticket delivery, absentee follow-up, result publishing and scholarship band assignment against a scheme.
- ✓Absentee follow-up on the same day, not after the result date
- ✓Scholarship bands from the scheme, with the evidence attached
- ✓No automated rejection and no automated award — a person decides, and the trail shows who
10Offer, concession and fee
The offer carries a validity clock. Discounts route through an approval matrix with a full audit trail. Payment links go on every touch. When validity expires, the seat releases to the waitlist automatically instead of sitting blocked.
- ✓Concession approval with amount, reason, approver and decision recorded
- ✓Offer-chase cadence to both parent and student before expiry
- ✓Batch capacity and waitlist, so a full program redirects demand instead of wasting it
11Admitted — the same record, converted
The first fee receipt is the handover. The enquiry becomes a student in place: contacts, consents, documents and the entire conversation history carry forward, and the admitted student is published to your academic system so nobody types it twice.
- ✓Zero re-keying between admissions and campus
- ✓Source ROI closed out — cost per admission by campaign, school, event or agent
Post-sales
Keep them, renew them, and be referred · Steps 12–14
12Onboard, bill and serve
Onboarding checklists with owners and due dates. Hostel and transport allotted with charges pushed into the fee plan. Installment schedules with reminders and a human escalation ladder. A service desk with categories, an SLA clock and escalation to the campus head.
- ✓Pre-due reminder, due-day message, then telecaller, counsellor, campus head, management — each with an owner and a window
- ✓Receipts on every payment, part payments supported, refunds and withdrawals against a published rule
- ✓Parent complaints stop dying in WhatsApp groups and start carrying a clock
13See the dropout coming
Attendance trend from your academic system, fee delay, open complaints and missed parent meetings combine into one risk band that always shows its reasons. A retention cadence attaches to it: mentor call, parent meeting, academic support, batch or program change.
- ✓Risk with reasons, never a bare number
- ✓The intervention and its outcome recorded, so you learn what actually saves a student
- ✓Management sees how many students are at risk and what is being done about each one
14Renew, then be referred
Year two is sold, not assumed — a renewal pipeline with owners and stages opens before the cycle does. Siblings arrive through the family link with data pre-filled. Alumni stay reachable with consent. Every referral carries attribution back to the family that sent it.
- ✓Non-renewal reasons captured, so the pattern is fixable
- ✓Sibling and alumni pipelines worked deliberately rather than by luck
- ✓Referral cost per admission — almost always the lowest number on your marketing report
Even the hoarding can be measured
… provided the tracking asset is in the creative before it goes to the printer.
| Group | Sources | How each is tracked |
|---|---|---|
| Paid digital and social | Meta, Google, YouTube, LinkedIn, regional platforms, influencers | Lead payloads with campaign, ad set and creative IDs; coded links; click-to-WhatsApp reference codes |
| Organic and owned | Search, website, Google Business Profile, WhatsApp, email, SMS, RCS, push | Tracking numbers on the profile, coded links per send, form-to-campaign mapping |
| Portals and aggregators | Education listing and comparison portals | One lead endpoint and one tracking number per portal, contract cost recorded as spend |
| Print and broadcast | Newspaper display and insert, magazine, school annual, TV, radio, cinema | A tracking number and QR unique to the publication, edition, channel or slot; a spoken keyword for radio |
| Outdoor and local | Hoardings, unipoles, bus and auto branding, wall painting, banners, pamphlets | One number and one QR per site, route group or distribution zone — so the location itself is the campaign |
| Field and events | School visits, seminars, education fairs, roadshows, canvassing | School or venue as the placement; records collected, validated and converted measured per school |
| People | Parent and alumni referral, siblings, staff referral, consultants and agents | Referral codes and links with attribution to the referring family; agent portal with commission on paid admission only |
Three rules the page states plainly
- One tracking asset per creative per placement. A number reused across two hoardings measures nothing.
- Source is locked when the enquiry is created. Later touches are recorded as assisting, never as replacements — otherwise awareness media gets written off for work it did.
- What cannot be tracked directly is reported as modelled contribution, in a separate column, clearly labelled as an estimate.
The trap this catches: a source with the lowest cost per enquiry and the highest cost per admission is the most expensive source you have — and usually the one being scaled.
Built on Lead Tracker, Visitor Tracker and Digital Marketing.
One layer, every channel your parents use
The Communication layer runs across Marketing, Pre-sales, Sales and Post-sales — both ways. It sends (campaigns, reminders, the offer-and-fee chase, receipts and notifications) and it answers (the conversational bots below), all on the same channels, opt-in and DLT-compliant by default.
The conversational front line
Voice bot for the calls you miss
After-hours and missed calls are answered, and reminder and reachability sweeps run at scale — in the parent’s language. It always says it is automated, and it never pretends to decide.
- ✓Missed-call and after-hours enquiries answered and logged, source stamped on arrival
- ✓Fee-due, pending-document and campus-visit reminders dialled at scale
- ✓Speaks Hindi, Telugu, Tamil, Kannada, Marathi and more — the parent chooses
- ✓Every call recorded, transcribed and summarised onto the record
Hands to a counsellor the instant fees, eligibility or a complaint come up.
Explore the Voice bot →WhatsApp bot that follows the rulebook
The channel parents actually read. Opt-in enforced, approved templates and session windows honoured — with buttons, document uploads and payment links in the thread, and a counsellor able to take over mid-conversation.
- ✓Click-to-WhatsApp campaign references captured for attribution
- ✓Prospectus, fee structure and brochures delivered on request
- ✓Document upload and fee payment completed inside the chat
- ✓Campus-visit booking and reminders with confirm buttons
Your counsellor takes over the same thread without losing a word of history.
Explore the WhatsApp bot →Chat bot grounded in your own content
On your website, answering from your approved prospectus and live records — not invented. It captures the enquiry inside the conversation and passes a full transcript to a counsellor when it should.
- ✓Answers grounded in your approved prospectus, fees and FAQs, with the source shown
- ✓Captures name, course and contact without a separate form
- ✓Knows live seat and batch availability from the record
- ✓Books the campus visit and takes the document upload in the chat
Escalates to a counsellor with the whole transcript attached — the parent never repeats themselves.
Explore the Chat bot →Used at every phase — capture and campaigns in Marketing, reminders and calls in Pre-sales, the offer chase in Sales, and the service bot in Post-sales. Cloud telephony with tracking-number pools, click-to-call, missed-call capture and voice broadcasting sit behind it. See Omnichannel Communication.
A service desk that carries a clock
A question at enquiry, a document query during admission, a fee or hostel issue after — every request from any phase becomes a ticket with a category, an owner and an SLA, and a clear escalation ladder when it needs to move. Complaints stop dying in WhatsApp groups.
- ✓Categories, priorities and owners on every request — nothing stays a loose message
- ✓An SLA clock on each ticket, with breach alerts before it is too late
- ✓A parent-visible status portal, so ‘where is my refund / certificate?’ answers itself
- ✓The WhatsApp service bot deflects fees, documents and routine requests first
- ✓CSAT and feedback captured on resolution, so service quality is measured, not assumed
- ✓A knowledge base the bot and the desk answer from — one source of truth
Escalation runs desk → telecaller → counsellor → campus head → management — each with an owner and a window. Runs on Ticketing with a Customer Portal for parents.
AI that proposes. Your people who decide.
AI is one of the three layers woven through the flow — it assists at ten of the fourteen steps, flagged with the AI marker above. Communication and Support are the other two, each with its own section. Here is the AI layer behind those markers: it reads and writes the busywork, and it tells you what is coming.
Comprehension — the busywork, read and written for you
The reading, typing and matching that used to eat a counsellor’s day.
Document intelligence
Marksheets, IDs and certificates are read the moment they are uploaded — fields extracted, name and date of birth checked against the enquiry, expiry and blur flagged. The file completes faster and the counsellor verifies instead of typing. Nothing is auto-rejected; a person still decides.
Call summaries and disposition
Every counselling call is transcribed, summarised and its disposition drafted — objections tagged against your fixed list and the next step proposed. After-call typing drops, and call quality is scored against your own scorecard rather than sampled by hand.
A copilot for the counsellor
A counsellor asks in plain language — the fee for a program at a scholarship band, hostel availability, last season’s cut-off — and gets an answer grounded in your approved content and the live record, with the source shown. It drafts the reply; the counsellor sends it.
Duplicate and family resolution
Fuzzy matching links siblings, previous-season enquiries and re-submissions into one household instead of four rows — so spend is never double-counted and one family is never worked by three desks at once.
Foresight — analytics that say why
Never a bare number. Every score and forecast shows the factors behind it.
Campaign suggestions and ROI
Cost per admission is computed for every placement — campaign, school, hoarding, portal or agent — not estimated. From it the system proposes next season’s moves: scale the school visits that convert, cut the source with the lowest cost per enquiry but the highest cost per admission. It recommends the budget shift with the numbers behind it; your marketing head signs off.
Enquiry scoring, with reasons
Each enquiry carries a score and the factors behind it — source quality, engagement, fee capacity, timeline — so the desk works the right rows first and can see why. The score is a signal for a person, never an automatic accept or reject.
Conversion and collection forecasts
Where the season will land, and how much of what you have billed will actually arrive, each with a confidence band — so a shortfall is visible in week six, not discovered at the deadline.
Dropout risk, with its factors
Attendance trend, fee delay, open complaints and missed meetings combine into one risk band that always shows its reasons, and a retention cadence attaches before the student leaves.
Complaint and objection themes
Service tickets and lost-reason notes are clustered on their own, so a systemic problem — a broken fee portal, one hostel, a recurring objection that costs admissions — surfaces instead of hiding in a thousand threads.
What the AI layer never does
The AI layer never reject an applicant, decide a scholarship or a seat, present itself as a human, treat an internal score as anything more than a signal, or make a placement or ranking claim your institute cannot evidence. Every automated output records the model that produced it and the data it was grounded on. For an education buyer, stated limits build more confidence than stated capability. See the AI Intelligence Layer and AI Studio.
It works with what you already run
Your academic system
Attendance and assessment signals in; admitted-student data out. Your timetable, marks entry and examinations stay exactly where they are.
Advertising platforms
Meta and Google lead capture and spend in; qualified and admitted events pushed back so the platforms optimise for admissions instead of form fills.
Communication
Cloud telephony and tracking-number pools, WhatsApp Business, DLT-registered SMS, RCS, email and push.
Response capture
Website forms and landing pages, dynamic QR and short links, chat, event self-registration, field mobile app, agent portal.
Money
Payment gateway for fee links and receipts; accounting handover for media invoices and collections.
Anything else
Open API and webhooks, so a source or system with no native connector still lands in the same funnel.
See all integrations, browse the marketplace, or build your own on the open API.
More than a CRM that stops at admission
| What matters | Office24by7 for Education | A generic admissions CRM |
|---|---|---|
| Continues after admission | Fees, service, retention, renewal and referral on the same record | Stops at admission — a separate system runs the rest |
| Marketing spend | Attached to the record — cost per admission is computed | No attribution — ROI stays a guess |
| Built for minors | Parental consent, DPDP alignment and frequency caps by default | Generic consent, compliance bolted on |
| AI | Proposes; your people decide, and every output is evidenced | Black-box scores with no audit trail |
| Your data | Stays with the institute when a counsellor leaves | Often tied to the vendor or the individual |
Priced to start small and grow with you
Priced per campus and by the modules you switch on. Begin with a single-campus pilot, then expand campus by campus.
One campus, one season
- Core funnel & capture
- AI qualification at the desk
- Your five numbers baselined
Multi-campus, full lifecycle
- Everything in Pilot
- AI layer, campaign ROI & forecasts
- Integrations & service desk
University or large group
- Everything in Growth
- SSO & advanced security
- Custom apps & dedicated success
Indicative packaging — final pricing is shared after a short scoping call. See plans, estimate your ROI, or talk to sales.
Built for institutions, and for minors
Data residency
Your data stays in India, with retention and erasure handling aligned to the DPDP Act 2023.
Parental consent
Most enquiries in schools and junior colleges concern minors. Parental consent is recorded as evidence — purpose, channel, timestamp and withdrawal — before marketing contact.
Channel compliance
DLT-registered SMS templates, WhatsApp opt-in and template approval, unsubscribe honoured, and a single suppression list respected across every channel.
Frequency discipline
Caps applied across call, WhatsApp, SMS and email together, so one family is never hit by four systems in a day.
Access control
Scoped by campus, program and role. A campus head sees their campus. Agencies see their own placements and never your contact data.
Records stay yours
The institute’s data stays with the institute when a counsellor or field representative leaves.
Governed on the Security & Access layer — India residency, DPDP alignment and role-based control by default.
The difference, measured against your own baseline
We do not lead with someone else’s numbers. In week one we baseline your five key figures on a single campus, then show the change against that starting point — not against a case study.
Campus visits that actually happen
Visits are booked, reminded, hosted and chased on no-show — so the measure becomes visits attended, not visits booked.
Fees collected on time
An installment cadence with a human escalation ladder replaces phone-recollection chasing, so due dates stop slipping unnoticed.
Cost per admission you can trust
Every source carries its cost per admission, so dead sources are cut on evidence instead of repeated on faith.
Next year secured earlier
Renewals, siblings and referrals are worked as deliberate pipelines rather than assumed, so the next cycle starts ahead.
Ask us for a reference call with an institution like yours.
Four questions every admissions head should be able to answer in ten seconds
What did each admission cost us, by source, campaign, school and agent?
How much of what we billed have we actually collected?
How many students are we about to lose, and what is being done about each one?
How much of next year is already secured — renewals, siblings and referrals?
If answering any of these takes a week of reconciliation, the problem is not reporting. It is that the four answers live in four places.
The questions that decide an education deal
No. Your academic system keeps timetables, attendance marking, marks entry and examinations. Office24by7 owns the enquiries, conversations, applications, fees, service and lifecycle around it, and integrates both ways so nothing is entered twice.
Two things. The record continues after admission — fees, service, retention, renewal and referral run on the same record rather than a separate system. And marketing spend is attached to it, so cost per admission by placement is computed rather than estimated.
Yes, when the tracking asset is in the creative — a unique number and QR per publication, edition or site. What genuinely cannot be tracked is reported separately as modelled contribution, clearly labelled.
Yes. Capture works on mobile without a network, and every uploaded record passes the same validation gate, so incomplete or fabricated rows are returned for correction instead of reaching the calling desk.
Parental consent is recorded as evidence before marketing contact, scores and internal assessments are never shown to a student or parent, and the voice bot follows the parent or guardian path you define.
A focused pilot on one campus and one season, with your five key numbers baselined in the first week so the result is measured rather than asserted.
Download the 14-step Education playbook
The full admission & student lifecycle — the two Marketing flows, the PRO engine, campaign ROI, and the AI, Communication & Support layers. Tell us where to send it, or book a walkthrough.
Priced per campus and by the modules you switch on — see plans or talk to sales.
Start with one campus and one season
We baseline your five numbers in week one, run the flow end to end on a single campus, and show you the difference against your own starting point — not against a case study.