Case Study: Empowering the Education Sector with Kit19 CRM
Industry: Education/School/collages
Challenges Faced:
- Lead Leakage & Poor Follow-ups
- Inquiries from multiple sources were scattered and difficult to track.
- Manual Admission Process
- Slow and error-prone data handling affected student onboarding.
- Missed Communication Opportunities
- No reliable system for call handling, WhatsApp engagement, or chatbot automation.
- Lack of Lead Tracking
- No visibility on lead status, making it difficult for counsellors and admins to prioritize actions.
- Limited Insights & Reporting
- Management lacked real-time, segmented reports for admissions, campaigns, or team performance.
Solutions Delivered by Kit19.com
1. Centralized Lead Capture
Kit19 unified all inquiry sources — website, webforms, calls, social media, chatbot, and WhatsApp — into a single CRM interface for easier tracking and conversion.
2. IVR Call Automation
- Integrated IVR system generates a new enquiry when a call is received.
- If the agent picks the call, the enquiry is logged as “Answered Call”; if missed, it’s marked “Missed Call” and still added to the CRM.
- This ensures 100% call-to-lead tracking.
3. WhatsApp Broadcast Campaigns
- The education department runs bulk WhatsApp campaigns to promote their college/school, course offerings, fee structure, or open-house schedules.
- High open-rate and instant engagement led to increased admission inquiries.
4. Chatbot for Lead Capture
- A smart chatbot on the website captures visitor data and inquiries 24×7.
- Leads generated via chatbot are directly pushed into the CRM pipeline for counsellor follow-up.
5. Advanced Pipeline Stages
- Kit19 allows the creation of custom pipeline stages to categorize and track leads such as: Fresh, Interested, Not Interested, Call-back, Admission Done, Converted
- Both agents and admins can instantly see how many leads exist at each stage and take action accordingly
6. Smart Follow-up Workflows
- Automated follow-up sequences via WhatsApp, SMS, and email for scheduled calls, reminders, fee payment, and demo sessions.
🧾 Detailed Reporting & Tracking Tools
📊 Enquiry Reports
- Agents can view how many new enquiries were added today, yesterday, this week, or this month.
- Helps management measure daily performance and lead generation sources.
📋 Leads & Follow-ups Report
- Shows how many leads were assigned or worked on by each agent in a day.
- Follow-up reports reveal status updates and progress made during follow-up actions.
Call Details Report
- Tracks how many calls were made and received by each agent.
- If the call is initiated via the IVR virtual number, the voice recordings are also available for audit and quality monitoring.
ETT (Employee Task Tracker)
- Tracks daily activities of agents including lead interactions, follow-up status, tasks completed, and pending actions.
- Helps in reviewing agent productivity and accountability.
Additional Smart Features
- Automated Follow-ups via SMS, WhatsApp, and email.
- Real-time Dashboards for lead stage movement and counselor performance.
- Auto-reminders for scheduled demo classes, interviews, and fee submissions.
Results Achieved:
Metric | Before Kit19 | After Kit19 |
Lead Capture Accuracy | 57% | 100% |
Follow-up Response Time | 12+ hours | Within 3 to 5 hours |
Admission Conversion Rate | 8% | 20%+ |
Missed Call Recovery | Untracked | 100% Auto-logged |
WhatsApp Campaign ROI | Not measurable | 3X Enquiries |
Counsellor Task Visibility | Manual | Fully Tracked via ETT |
Report Generation | Manual | Real-Time, One-Click Reports |
Conclusion:
Kit19.com is more than just a CRM — it’s a complete automation and analytics platform for the Education Sector. With tools like IVR call tracking, chatbot lead capture, WhatsApp marketing, pipeline visibility, and real-time reports, the Education Department now operates with efficiency, accuracy, and confidence.
👉 Want to transform your admissions process?
Visit www.kit19.com and book your customized free demo.