Enquiry capture
Web forms, WhatsApp, Instagram, phone and open day sign-ups merging into one pool.
Solutions
From enquiry to enrolment, and beyond
Education sales are seasonal: intense during enrolment, quiet outside it. An enquiry missed in season waits a year.
At a glance
- Enquiry capture
- Parent–student relationship
- Appointment management
- Enrolment pipeline
- Payment plan tracking
Recurring problems
What we hear from schools and training providers:
- Enquiries in enrolment season sit with different people on different lists
- Two advisers call the same parent back
- Nobody follows up with families who attended the open day
- Students who came to a trial lesson but did not enrol are forgotten
- Instalment tracking is in accounting while parent communication is elsewhere
- When re-enrolment comes round the existing parent list is scattered
What the setup includes
The structure we build with schools and training centres:
Parent–student relationship
Parent as a contact, student as a separate record, with sibling links and communication preferences.
Appointment management
Open days, tours, trial lessons and meetings managed on a calendar.
Enrolment pipeline
A term-based pipeline with interest, meeting, trial, decision and enrolment stages.
Payment plan tracking
Fees and instalment plans attached to the enrolment with due-date reminders.
Seasonal campaigns
Early enrolment, sibling discount and re-enrolment campaigns run to segments.
Missing nothing in enrolment season
In season, enquiries arrive from every channel at once: forms, phone, WhatsApp, Instagram and walk-ins. At that volume, hand-kept lists lose things.
We merge every channel into one pool; each enquiry creates a record and is assigned to an adviser automatically. If the adviser does not respond within the agreed window, an alert is raised.
- One enquiry pool whatever the channel
- Automatic assignment and an SLA timer
- Duplicate enquiries deduplicated
- Workload balanced across advisers
Linking parent and student correctly
In education the parent decides and the student enrols. Holding both on one record causes problems with siblings and with families where more than one parent is involved.
We define the parent as a contact and the student as a separate record, with a relationship between them. That way one parent with several children, or one student with several parents, is handled properly.
- Parent and student records kept separate
- Sibling and multi-parent relationships
- Communication preference on the record
- Automatic detection for sibling discounts
Following up open days and trial lessons
A family that attended an open day or a trial lesson is the audience closest to deciding. Without follow-up they quietly disappear.
Attendance is recorded, and an automatic thank-you and follow-up flow starts afterwards. Families who do not enrol get planned reminders at set intervals.
- Attendance recorded on the enquiry
- An automatic follow-up flow after the event
- A reminder plan for those who do not enrol
- Conversion reporting by event
Re-enrolment: the cheapest student is an existing one
Winning a new student costs many times more than keeping an existing one. Even so, re-enrolment periods run unplanned in most institutions.
The existing parent list is segmented and the re-enrolment campaign runs automatically before the term starts, with early enrolment discounts, sibling discounts and staged reminders.
- Segments of existing parents
- An early enrolment campaign flow
- Staged reminders and a deadline warning
- Re-enrolment rate reporting
Stages in the enrolment pipeline
The pipeline we typically build in education.
| Stage | What happens | Automation |
|---|---|---|
| Enquiry | A record is created whatever the channel | Assignment to an adviser, SLA timer |
| First meeting | Phone or in-person conversation with the parent | Alert if the meeting does not happen |
| Open day / trial | School tour or trial lesson | Appointment reminder and follow-up afterwards |
| Fees shared | Fees and payment options are presented | Follow-up plan starts |
| Awaiting decision | The family is considering | Staged reminders |
| Enrolment | Contract and payment plan | Instalment tracking begins |
| End of term | Re-enrolment period | Re-enrolment campaign |
How would this work in your process?
In a free 30-minute call we listen to your workflow and map out how this would run in your company.
How the setup runs
The typical order in education setups:
- 01
Process analysis
The flow from enquiry to enrolment and the seasonal calendar are mapped.
- 02
Record structure
Parent–student relationships, fields and stages are defined.
- 03
Channel connections
Forms, WhatsApp, Instagram and phone are connected.
- 04
Appointments and campaigns
Event calendars and campaign flows are built.
- 05
Training and go-live
Adviser and management training, then the switch.
What you end up with
- One enquiry pool with every channel connected
- Parent and student records correctly linked
- Open day and trial lesson appointment management
- A term-based enrolment pipeline with reporting
- Payment plan and instalment reminders
- Re-enrolment campaign infrastructure
Features
Related features
The modules we most often roll out alongside this one; they reinforce each other in the same setup.
Lead Management
Collecting leads is the easy part. Responding quickly, assigning correctly and following up consistently is where deals are won. We build Bitrix24 around those three things.
Calendar & Booking
Scheduling shouldn't cost you a day of phone calls. We set up a booking flow where clients choose the service, the specialist and the time; and every booking lands in the CRM with its record.
WhatsApp Integration
Your customers are already on WhatsApp. When those chats stay on personal phones, the process cannot be measured. We connect your official WhatsApp Business number to Bitrix24 and attach every message to a customer record.
Campaign ROI
Clicks and open rates don't prove a campaign worked; closed revenue does. We connect your campaigns to CRM data so every lira spent can be matched against the deals it produced.
Other sectors
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Clinics and Healthcare
The most expensive loss in a clinic is a no-show. The second is a check-up nobody remembered. Systematic reminders solve most of both.
Construction and Real Estate
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Frequently Asked Questions
Does it work with our student information system?
Yes. We build setups where Bitrix24 handles enquiries and pre-enrolment while the SIS handles academic records. If the SIS has an API, student data can transfer automatically once enrolment completes.
How is parent data protected?
Access permissions restrict parent and student records to the relevant adviser and management. Consent text is added to enquiry forms and approvals are recorded with a timestamp. Because student data is involved we are particularly restrictive with export rights.
We have several campuses; can that be managed?
Yes. Each campus manages its own records and calendar while head office reports across all of them. Enquiries can be routed by campus, and history is preserved if a family moves between them.
Can instalment tracking integrate with accounting?
Yes. If your accounting program has an API or a ready Market app, collection data can be synchronised both ways so advisers see an up-to-date balance when they speak to a parent.
Does the system sit idle outside enrolment season?
No. Outside season it carries parent communication, event announcements, satisfaction surveys and re-enrolment preparation. Institutions usually switch on the internal communication and task modules in this period too.
Let's configure this around your business
Book a free intro call and we'll walk through your process and show which settings fit you.