For a growing preschool franchise focused on early childhood education, scaling their admissions process while maintaining a personal touch was becoming a significant hurdle. Manual lead follow-ups and disorganized data were leading to missed opportunities and hindering their ability to effectively plan and grow.

Elite Tech Corp partnered with the franchise to implement a streamlined and automated lead management and admissions journey using Zoho CRM.

The Challenge: Growing Pains in the Admissions Pipeline

• ❌ Manual lead follow-up delays resulted in lost opportunities.
• ❌ Lead data was not well-organized for the admissions and finance teams.
• ❌ Tracking of lead generation expenses was missing, affecting budget planning.
• ❌ Inconsistent ownership and engagement workflows led to delayed student onboarding.

The objective was clear: Streamline lead capture, automate assignment and follow-ups, ensure data-driven engagement, and provide transparency into marketing performance using Zoho CRM.

The Solution: A Smart and Streamlined Admissions Journey with Zoho CRM

🔶 Step 1: Centralized Lead Capture

• Leads were collected from Facebook Ads, Google Ads, LinkedIn Ads, and website landing pages.
• All leads were automatically captured in Zoho CRM, ensuring no opportunity was missed.

🔶 Step 2: Smart Lead Assignment and Organized Follow-Up

• Leads were assigned based on inquiry location to the appropriate counselor.
• Follow-up tasks and reminders were auto-created to ensure timely contact.
• Every lead journey was tracked through to admission.

🔶 Step 3: Timely Alerts and Escalations

• Automatic alerts triggered if leads were not contacted within a set timeframe.
• Escalation notifications sent to managers to enforce accountability.

🔶 Step 4: Smooth Transition from Pre-Sales to Sales

• Interested leads were auto-handed off from inquiry handling to admissions counselors.
• Follow-up tasks were generated to guide counselors toward conversion.

🔶 Step 5: Tracking Marketing Expenses

• Monthly lead generation spending was tracked in Zoho CRM.
• Cost per admitted student was calculated for ROI measurement.

✅ Step 6: Real-Time Reporting and Dashboards

• Custom dashboards displayed:
  • Leads by Source, Status, Owner, and Industry
  • Conversion Metrics by category
  • Overdue Tasks, Funnel Views, and Weekly Activities
• Role-specific dashboards for:
  • Counselors
  • Regional Managers
  • Sales Heads & AVPs
• Included check-in analytics for on-ground staff tracking.

Results Delivered: Cultivating a More Efficient Admissions Process

The Journey from Inquiry to Enrollment – Simplified and Streamlined

Every Lead Captured → Instantly Assigned → Prompt Follow-up → Data-Driven Nurturing → Smooth Handoff → Clear ROI Tracking → Informed Decisions

Conclusion: Building a Strong Foundation for Preschool Growth

Elite Tech Corp leveraged Zoho CRM’s automation, blueprinting, and custom module capabilities to create a powerful admissions pipeline for the preschool franchise. By combining smart workflows, role-based escalations, real-time dashboards, and marketing spend analytics, the franchise achieved:

• Faster response and conversion cycles
• Crystal-clear ownership accountability
• Reliable visibility into performance and cost per acquisition
• Streamlined operations across Sales, Admissions, and Leadership

This solution set a strong digital foundation for scalable and sustainable admissions growth—allowing the preschool franchise to focus on what they do best: providing quality early childhood education.

Is your educational institution looking to streamline its admissions process and nurture growth? Let’s talk about how Zoho CRM can help you build a brighter future.