See what marketing automation changes at your institution
Before vs. after adding marketing automation to iVake
Where you are today
Holding you back
Enquiries in a spreadsheet
Leads from ads, the website and fairs sit in separate sheets with a name and a phone number, and no sign of who has been called.
Pain point
Every lead called in the same order
Counsellors work down the list, so the family that visited the campus waits behind a form filled in six weeks ago.
Pain point
One message sent to everyone
The same deadline reminder reaches a Class 12 student who is only browsing and a parent who has already uploaded half the documents.
Pain point
Spend that cannot be traced
Management asks which channel produced the students who joined, and the answer needs exports from several tools and a week of joining.
Pain point
- 3+Places enquiries are kept
- 2+Times one enquiry is entered
- DaysBefore a first follow-up
Your institution, transformed
Everything connected
One queue with the source attached
Every enquiry arrives with its campaign, medium and cost, and duplicates are caught on arrival.
Solved
The warmest families called first
The queue is sorted by what each family has done, and an unworked lead moves to the team lead instead of ageing.
Solved
Messages that follow the stage
Reminders change with what the applicant has done, on WhatsApp, SMS or email, and stop once the step is complete.
Solved
Cost per admission, not per form
The ad click and the enrolled student share one record, so spend is measured to the seat it filled.
Solved
- 1Queue for every source
- 0Duplicate enquiries kept
- 1Record from first click to enrolment
Ready to make the switch? See how it works for your institution.
Every enquiry in one queue, worked in the right order
When enquiries arrive from ads, the website, fairs and walk-ins, counsellors need to know who to call first. iVake puts them in one queue with the source attached and sorts it by what each family has done.
- Meta and Google lead forms, website forms, fair QR codes, walk-ins and missed calls in one inbox
- Leads routed by programme, language, area or source, with unworked ones escalated to the team lead
- A score you weight from calls, visits, applications and documents puts the warmest families on top
Follow-ups that respond to what applicants do
A family that started an application last night needs a different message from one that has not replied in a month. Sequences follow the stage each applicant has reached, on the channel they answer.
- Sequences by stage and programme across WhatsApp, DLT-registered SMS, email and app push
- Deadline reminders that name the documents still missing, and stop once they arrive
- Quiet hours, message limits and opt-out enforced by the platform itself
Attribution that shows which channels fill seats
Knowing that a campaign produced clicks does not settle a budget. Because the ad click and the enrolled student sit on one record, iVake measures cost per enquiry, per application and per admission.
- Source, campaign and medium captured on arrival and kept through to enrolment
- Conversion at every stage by source, campaign, programme, territory and counsellor
- Cost per enquiry, per application and per enrolled student, side by side
Marketing automation features
Everything you need to run admissions campaigns effectively
Lead capture
Ads, website, fairs, walk-ins, missed calls and referrals in one inbox.
Rule-based assignment
Leads routed by programme, language, area or source quality.
Lead scoring
Points for calls, visits, applications and documents, weighted your way.
Stage sequences
WhatsApp, SMS, email and push steps set off by the applicant’s stage.
Deadline reminders
Reminders that name what is missing and stop when it arrives.
Funnel & attribution
Conversion and cost by source, campaign, programme and counsellor.
AI first response
Replies within seconds from your prospectus, and books the call.
Consent & opt-out
Consent recorded with its purpose; quiet hours and opt-out enforced.
Frequently asked questions
Get answers to common questions about marketing automation
How does iVake decide which enquiries to call first?
Each enquiry earns points for what the family does on the record: replying, taking a call, booking or attending a campus visit, starting an application and uploading documents. You set the weights and the thresholds, and counsellors see their queue sorted by score and waiting time. Scores come from actions with your institution, not from tracking what a child browses.
Can we run campaigns on WhatsApp, SMS and email from one place?
Yes. A sequence can mix WhatsApp Business, DLT-registered SMS, email and app push, with the channel chosen at each step. Replies and outcomes from every channel are logged against the same applicant record, and quiet hours, message limits and opt-out are enforced by the platform.
How does attribution connect spend to enrolled students?
Every enquiry is tagged on arrival with its source, campaign and medium, and the cost where you record it. The tag stays on the record through application, offer and enrolment, so reports divide spend by students who actually joined, not by clicks or forms.
Do we still need a separate email or bulk messaging tool?
For admissions, usually not. Messages to enquiries and applicants go from the record they belong to, so lists never need syncing and every message is logged. If you keep another tool for other audiences, the REST API and webhooks can keep it in step.
How long does it take to set up?
Campaign rules are configured during onboarding, which takes roughly four weeks for a school and six to eight for a university or group. You can start mid-cycle: historic enquiries import with their source and stage, so counsellors carry on from where they were.
Can undergraduate, postgraduate and short-course admissions run differently?
Yes. Each programme can have its own form, scoring, sequences and counsellor team, and reports filter by programme, so each admissions head sees their own conversion and cost rather than an institution-wide average.
What about consent under the DPDP Act?
Consent is captured when an enquiry or application is submitted, with its purpose recorded, and withdrawal is recorded the same way. iVake does no advertising, behavioural profiling or ad-tech tracking of students. Your institution remains responsible for its own compliance.
Can enquiries be answered outside office hours?
Yes. The first-response agent replies within seconds on WhatsApp or email, from your prospectus, fee structure and seat matrix, and books a call on the counsellor’s calendar. It can run in draft-only mode, so a person approves each message until you trust it.
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
CBSE, ICSE & state-board schoolsFebruary enquiries followed up until the April admission
UniversitiesCampaigns per campus, with one combined funnel
Degree collegesProgramme-wise sequences and cost per admission
Coaching institutesBatch-by-batch campaigns with short deadlines
ITIs, polytechnics & skill centresWalk-ins and fair leads worked the same day
Playschools & pre-primaryCampus visits booked and followed up on WhatsApp
Integrations, comparisons & tools
Extend marketing automation 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.
Education CRM
Counsellor queues, calls and follow-ups logged against each enquiry.
E-mail Marketing
Email campaigns to enquiries and families, sent from the record.
WhatsApp
Replies, reminders and receipts on the channel families already read.
Social Media
Leads from Meta and Google forms arriving with their campaign attached.
AI Tools
Agents that answer enquiries and check documents inside your rules.
More in strategic capabilities
Explore other features in this category
Ready to transform your admissions marketing?
See how iVake follows up every enquiry from the record it belongs to, so counsellors spend their day with families who are ready to join.
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