See what CRM changes at your institution
Before vs. after adding CRM to iVake
Where you are today
Holding you back
Enquiries in six different places
Meta forms, the website, walk-ins, fairs, missed calls and referrals each land somewhere else, and nobody sees the whole list.
Pain point
The same family enquires three times
Each enquiry becomes a new row, so no counsellor sees the pattern and the family never hears from someone who remembers them.
Pain point
Spend that cannot be traced
The budget goes on ads and education fairs, but nobody can say which campaign produced the students who actually joined.
Pain point
Calls made in list order
Counsellors work down a spreadsheet, and the family who asked about hostel fees twice this week waits behind cold leads.
Pain point
- 6+Places an enquiry can land
- 2+Records for the same family
- DaysBefore a first call
Your institution, transformed
Everything connected
One inbox for every source
Every enquiry arrives with its campaign, medium and cost attached, in one queue the whole team can see.
Solved
Duplicates caught on arrival
A repeat enquiry joins the existing record, with its history, rather than starting a new one.
Solved
Cost per admission, not per form
The enrolled student and the original ad click share one record, so spend is measured all the way to the admission.
Solved
The right family called first
Leads are assigned by rule, and an unworked lead moves to the team lead instead of quietly ageing.
Solved
- 1Record from enquiry to enrolment
- 0Applicant details typed twice
- SecondsTo a first reply on WhatsApp or email
Ready to make the switch? See how it works for your institution.
Every enquiry in one pipeline
Enquiries come from ads, the website, fairs, walk-ins and missed calls. iVake puts them in one inbox with their source attached, and a family who enquires again joins the record they already have.
- Meta and Google lead forms, website forms, fair QR codes, walk-ins, IVR and referral links in one queue
- Duplicates caught on arrival, so one family has one record however often they enquire
- Stages from enquiry to counselling, application, offer and enrolment, visible to the team
Counsellors who call the right family first
A counsellor’s morning should start with a sorted list and the last conversation already on screen. Leads arrive assigned by rule, so a family ready to talk is not left behind a spreadsheet in list order.
- Assignment by programme, language, area or source, or in turn within a team
- A daily queue on the counsellor’s phone, with the last conversation on screen
- Follow-ups on WhatsApp, SMS or email in the family’s language, logged against the record
Admissions analytics that follow the spend to the student
Marketing and admissions share one record, so every enrolled student traces back to the campaign that found them. Leadership sees where families drop out, and which sources and counsellors convert.
- Cost per enquiry, per application and per enrolled student, by source and campaign
- Counsellor response time, contact rate and conversion, side by side
- Conversion at every stage by programme, territory and source
CRM features
Everything you need to manage enquiries and admissions effectively
Lead capture
Ads, website, fairs, walk-ins, IVR and referrals into one inbox.
De-duplication
Repeat enquiries caught on arrival and added to the existing record.
Assignment rules
By programme, language, area or source, with unworked leads escalated.
Stage tracking
Enquiry, counselling, application, offer and enrolment on one record.
Funnel analytics
Conversion and cost per stage by source, campaign and counsellor.
Calls inside the record
Click to call; outcome, duration and recording attached.
AI first response
Replies within seconds on WhatsApp or email, from your prospectus.
Access & audit trail
Counsellors see their own queue, and every change is logged.
Frequently asked questions
Get answers to common questions about CRM
How is this different from a separate admissions CRM?
A standalone admissions CRM stops the day the student pays, and connecting it to an ERP passes the student across without the counselling notes, the objections raised or the source that produced them. In iVake the enquiry, the applicant and the student are the same record, so there is no second vendor and no integration to maintain.
What happens to the enquiry when the family applies?
Nothing is moved, because the enquiry and the application are the same record. Calls, messages, visit notes, programme interest and the original source are all in front of whoever reviews the application, and the confirmed applicant becomes a student without an export.
Can counsellors work from their phones?
Yes. Counsellors see their queue on a phone, call from the record rather than a personal number, and type notes during the call. The outcome, duration and next action attach when the call ends, and each counsellor sees only the leads they are allowed to.
Can we decide how leads are assigned and prioritised?
Yes. Your administrators set assignment rules by programme, language, area or source quality, or take turns within a team. Response timers move an unworked lead to the team lead, and every rule is versioned and visible.
How long does setup take, and can we bring our old enquiries?
Historic enquiries import with their original source and stage, so counsellors continue where they were. You can start mid-cycle, although the cleanest cut-over is the start of a counselling round. Rollout is roughly four weeks for a school and six to eight for a university or group.
Does it connect to our ad accounts, website and dialer?
Yes. Meta and Google lead forms and website forms arrive directly, and cloud telephony and dialers connect over the REST API and webhooks. Creating a lead through the API returns the assigned counsellor and the deduplication result, and a webhook fires each time the lead changes stage.
Can we run follow-ups for families interested in one programme?
Yes. Families can be grouped by programme, stage or source and sent follow-ups on WhatsApp, DLT-registered SMS or email, in their own language. Every message is logged against the record it went to.
How is consent handled for messages and call recordings?
Consent is captured when a family submits their details, with the purpose recorded alongside it, and withdrawal is recorded the same way. Call recordings are personal data, with the same access, retention and consent rules as the rest of the record.
Do enquiries count towards what we pay?
No. Admission management is a flat monthly add-on that does not scale with numbers, and only students on roll count towards the campus operations bill. A busy admission season never increases your invoice.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily
Built for the DPDP Act- Full security details
Built for your institution type
See how this feature works for your specific institution
Degree collegesCounselling rounds, quotas and category seats in one flow
UniversitiesAdmissions across campuses with one set of definitions
ITIs, polytechnics & skill centresWalk-ins and rolling batches worked all year
Coaching institutesEvery batch filled from one enquiry queue
CBSE, ICSE & state-board schoolsFebruary enquiries followed through to April admissions
Professional collegesCost per admission by source and campaign
Integrations, comparisons & tools
Extend CRM with integrations, see how iVake compares, and run the numbers
Related features
Admission Management
Enquiries, applications, documents and fees on the record that becomes the student.
Student Management
One student record from enquiry to alumni, read by every module.
Application Management
A form and eligibility rules per programme, with DigiLocker documents checked.
Automated Marketing
Follow-ups by programme and stage, sent on the channel families read.
Email Marketing
Campaigns to enquiries, families and alumni, logged against each record.
Sales Management
Income beyond tuition, from short courses to facility hire, tracked to the invoice.
More in finance & administration
Explore other features in this category
Ready to transform your admissions CRM?
See how iVake puts every enquiry on one record, so your counsellors spend their day talking to families instead of searching spreadsheets.
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