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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 all happen on one record. Nobody types an applicant's details twice. At the end of the season, the report needs no reconciliation.
How it works
Six steps, one record
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Capture every enquiry with its true source
Meta and Google lead forms, website forms, landing pages, QR codes at fairs, walk-in entry, missed calls and IVR, dialer integration and referral links. They all arrive in one inbox with the campaign, medium and cost attached. Duplicates are spotted on phone and email as they come in.
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Assign by rule, not by WhatsApp message
Route by programme, language, area, source quality, or take turns within a team. Response timers start straight away. A lead nobody has worked goes to the team lead instead of quietly ageing.
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Counsel from one screen
Call, WhatsApp and email from inside the record. Every conversation, note and objection is logged against the applicant. Campus visits, test slots and parent meetings go on a shared calendar.
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Take the application, then verify it
A different form per programme, with conditional fields and eligibility rules. Documents arrive by upload or through DigiLocker. They are checked against your requirement list, and anything that does not match is flagged before a person opens the file.
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Decide, offer, allot and collect
Entrance scores and merit rules produce ranked lists. Offers go out with an expiry date, a fee plan and a payment link. Waitlist movement, seat allotment and quota rules are handled in the same place.
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Enrol without an export
Once confirmed, the applicant becomes a student on the same record. Enrolment number, section, hostel, transport and ID card are generated from data you already collected. The counselling history stays attached for the years that follow.
Ananya R. · B.Tech CSE
META ADS · CSE-JULY · COUNSELLOR: PRIYA
Application
Enquiry received · Meta lead form · 12 Jun, 18:42
AI first response sent · fees, cut-off and hostel answered · 18:42
Assigned to Priya · CSE queue, Telugu-speaking · 18:43
Call — 9 min · “comparing with two colleges, wants scholarship detail”
Campus visit · attended with parents · 22 Jun
Application submitted · 4 documents · DigiLocker verified
Next: merit list publishes 2 Jul · offer auto-drafts on rank
One applicant, one timeline. When Priya is on leave, whoever picks up the call has the entire history in front of them.
Built for how Indian admissions actually run
The awkward parts are the product
Generic CRMs handle a clean pipeline. Indian admission cycles are not clean, and the exceptions are where the work is.
Quotas and categories
Management, NRI, minority, state and central quotas, reservation categories and supernumerary seats. All of it sits in the seat matrix, applies during allotment, and reports separately.
Multiple rounds and waitlists
Round-wise counselling, rank-based movement, seat vacancy after withdrawals, and automatic waitlist promotion with fresh offer expiry.
Agents and channel partners
Applicants who came through a partner stay linked to that partner, with commission reporting and separate dashboards. Useful for study-abroad and group intake teams.
Walk-ins and the front desk
A tablet at reception logs the visit, captures the enquiry and hands it to a counsellor before the family leaves the campus.
Regional languages
Messages, forms and AI replies in the applicant's language. A Telugu-speaking parent is not sent an English fee reminder.
Fee reality
Part payments, instalments, admission fee versus tuition, concessions approved by a committee, and refunds on withdrawal. All of it inside the admission flow.
On the counsellor's phone
A queue, not a database
It opens on what to do next, dials from inside the record, and drafts the follow-up. Useful at a fair, where nobody is carrying a laptop.
Why the queue shape matters
Software gets abandoned when it adds typing. A counsellor opening a list of every enquiry has to decide who to call before they can start; a queue has already decided, ordered by how long somebody has been waiting and how warm they are.
The call is placed from inside the record, so the outcome is logged as a by-product of making it rather than as a separate act of data entry at the end of the day — which is the step that never happens.
Watch it happen
A fee instalment, from plan to day book
Nobody queues at the office, and nothing is reconciled by hand.
Analytics
Cost per admission. Not cost per form fill
Because the enrolled student and the original ad click are on the same record, Ivake can measure the whole distance. That changes budget conversations from opinion to arithmetic.
- Funnel conversion at every stage, by source, campaign, programme, territory and counsellor
- Cost per enquiry, per application and per enrolled student
- Counsellor performance: response time, contact rate, conversion, and where they lose people
- Lost-reason analysis, so “fee too high” and “chose another college” are separated
- Intake forecast against seat matrix, updated daily through the cycle
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.
Enquiries18,420+12%
Enquiry → app33.2%+4.1 pts
App → admit36.7%+2.4 pts
Blended CPA₹4,610−18%
| Source | Spend | Admitted | Cost / admission |
|---|---|---|---|
| Alumni referral | ₹3.3 L | 341 | ₹980 |
| Google — brand | ₹21.9 L | 701 | ₹3,120 |
| Education fairs | ₹21.8 L | 388 | ₹5,610 |
| Meta — engineering | ₹48.6 L | 612 | ₹7,940 |
Referrals convert at 24.3% and cost a fraction of paid media. That is an argument for funding the alumni office rather than the ad account.
Questions
What admissions heads ask first
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.
Will our counsellors actually use it?
The counsellor screen is a queue, not a database. It opens on what to do next, dials from inside the record, and drafts the follow-up. Software gets abandoned when it adds typing. This removes it. During rollout we track logins and logging per counsellor, so gaps show up in week one rather than month three.
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.
Book a demo
See Ivake running on your own data
Send us a sample before the call: a term of enquiries, a fee structure, or a class list. We load it and set up your programmes, 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.