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The plan applies itself at admissionProgramme, category, scholarship and sibling discount all resolve automatically. Nobody builds a fee sheet per student.
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A reminder goes out with a payment linkGentle first, firmer as the date passes. It stops the second the money arrives, so nobody who has paid is chased.
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It is paid from the phone, at nightNo queue at the counter, no cheque, no trip to the school during working hours.
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The gateway file reconciles overnightSettlement lines are matched against the fee ledger automatically. Finance opens to a list of exceptions, not two spreadsheets.
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The export is one your auditor recognisesDay book and ledgers move to Tally or Zoho Books in their own format, with the reconciliation already done.
Run the admission cycle as one flow, not four handovers
Enquiry, counselling, application, verification, offer and fee payment on one record. Nobody types an applicant’s details twice.
Ananya R. · B.Tech CSE
META ADS · CSE-JULY · COUNSELLOR: PRIYA
Application
Days in funnel1412 Jun → 26 Jun
Class 12 score93.4%CBSE, verified
Scholarship25%merit, 90% and above
Enquiry received · Meta ad, on WhatsApp · 12 Jun, 23:04
AI first response sent · fees, hostel and scholarship answered · 23:04
Assigned to Priya · CSE queue, Telugu-speaking · 23:06
Call — 9 min · 13 Jun · “comparing two colleges, wants scholarship detail”
Campus visit · attended with parents · 22 Jun
Application submitted · 26 Jun · 4 documents, DigiLocker verified
Next: round 1 merit list publishes 2 Jul · offer auto-drafts on rank
One applicant, one timeline. Whoever picks up has the whole history in front of them.
Six steps, one record
Each step reads what the one before it wrote. The counselling history stays attached for years.
Capture every enquiry with its source
Meta and Google lead forms, website forms, QR codes at fairs, walk-ins, missed calls, IVR, dialer and referral links, in one inbox with campaign, medium and cost attached. Duplicates are caught on arrival.
Assign by rule, not by WhatsApp message
Route by programme, language, area or source quality, or take turns within a team. An unworked lead goes to the team lead instead of quietly ageing.
Counsel from one screen
Call, WhatsApp and email from inside the record; every conversation, note and objection is logged against the applicant. Visits and test slots go on a shared calendar.
Take the application, then verify it
A form per programme, with conditional fields and eligibility rules. Documents arrive by upload or DigiLocker and are checked against your requirement list before a person opens the file.
Decide, offer, allot and collect
Merit rules and entrance scores produce ranked lists. Offers go out with an expiry, a fee plan and a payment link. Waitlists, allotment and quotas live in the same place.
Enrol without an export
The confirmed applicant becomes a student on the same record. Enrolment number, section, hostel, transport and ID card come from data you already hold.
The awkward parts are the product
Indian admission cycles are not a clean pipeline, and the exceptions are where the work is.
Seats, quotas and rounds
- Management, NRI, minority, state and central quotas, reservation categories and supernumerary seats in one seat matrix
- Round-wise counselling and rank-based movement
- Automatic waitlist promotion with a fresh offer expiry
Partners and the front desk
- Applicants stay linked to the partner who brought them
- Commission reporting and separate partner dashboards
- A reception tablet logs the walk-in and hands it to a counsellor
Language and fee reality
- Messages, forms and AI replies in the applicant’s language
- Part payments, instalments, admission fee versus tuition
- Committee-approved concessions and refunds on withdrawal
Your dialer, inside the record
- Click to call from the queue, never from a personal phone
- Disposition, duration, next action and the recording attach when the call ends
- A missed call or IVR selection becomes an enquiry, routed by programme or language
- Cloud telephony and dialers connect over the REST API and webhooks
Call recordings are personal data, with the same access, retention and consent rules as the rest of the record. How that works
A fee instalment, from plan to day book
Nobody queues at the office, and nothing is reconciled by hand.
Cost per admission. Not cost per form fill
The enrolled student and the original ad click share one record, so iVake can measure the whole distance.
- Funnel. Conversion at every stage, by source, campaign, programme, territory and counsellor.
- Cost. Per enquiry, per application and per enrolled student.
- Counsellors. Response time, contact rate, conversion, where they lose people.
Enquiries
18,420
Counselled
11,236
Applied
6,118
Offered
3,880
Admitted
2,246
Every bar is the same record set. Click any stage in the product to see the students behind it.
What admissions heads ask first
Short answers here. The demo covers the rest.
Can we start mid-cycle?
Yes, and many institutions do. Historic enquiries import with their source and stage, and counsellors continue from where they were. The cleanest cut-over is at the start of a counselling round, but it is not a requirement.
How does DigiLocker verification work?
The applicant gives consent and shares their documents straight from DigiLocker. That covers Class 10 and 12 marksheets, Aadhaar, and caste or income certificates where they apply. Each document arrives with the issuer's signature intact, so it is verified rather than scanned. iVake matches the name, board, roll number and year against the application and flags anything that differs. Certificates you issue can be pushed back into the student's DigiLocker.
Where people go from here
Campus operations
- What happens once the applicant becomes a student
Implementation
- Going live mid-cycle, and moving your data
Pricing
- What admission management costs a month
See iVake running on your own data
Share your fee structure and programmes before the call, or sample data with student names removed. We set them up, so you see your own institution on screen rather than a demo account.
- 45 minutes, your data. Not a generic tour of features.
- Migration mapped on the call. We show exactly where your current records land.
- A written rollout plan within two working days, with phases, owners and dates.
- No pressure to switch everything at once. Most schools and colleges start with one department or one intake.