Admission CRM · Enquiry to enrolment
Admission management software: a pipeline, not a pile of forms
Every enquiry has an owner, a stage and a next date. Online forms, document upload, entrance tests, merit lists and offer letters — and the accepted applicant becomes a student without anybody re-typing the form.
No card required · Free migration · Live in a week
Works with
CBSE
ICSE
State boards
IB & Cambridge
Multi-campus groups
What ships in admissions
Counted from the software, not the brochure.6
Pipeline stages from enquiry to enrolled, each with an owner
0
Re-typing between the application form and the student record
24/7
Online applications, including the fee, without the office being open
1
Click from “accepted” to a live student with a roll number
The enquiry CRM
The admission season is a sales pipeline, whether you call it that or not
Most schools lose admissions not to a competitor but to silence. A parent walks in during March, somebody writes the name in a register, and nobody calls back because nobody owned it. The CRM here exists to make that impossible: every enquiry has one named owner, one current stage and one next action with a date, and the enquiries with no next date are the first thing on the screen.
- 01 Enquiries from every source in one list Walk-in, phone, the website form, a referral or a bulk import from a fair. Source is recorded, so at the end of the season you know which one actually produced admissions.
- 02 Owners and follow-up dates, not a shared inbox One person is accountable for each enquiry. Overdue follow-ups surface on the dashboard rather than waiting to be searched for.
- 03 Stages that mean something Enquiry, application submitted, documents verified, test scheduled, offer made, enrolled. A stage change is timestamped, so you can see where the season is stalling.
- 04 Conversion by source, class and counsellor Not a vanity metric: knowing that 40% of your Grade 1 enquiries come from one locality changes where next year’s effort goes.
Application forms
A form parents can finish on a phone at 10pm
The application form is designed in the product — you choose the fields, which are required, which documents are needed and what the form fee is. Parents fill it in from your website, upload the birth certificate and previous report card as photographs, and pay online. Nothing is printed and nothing is re-keyed.
- 01 A designer, not a support ticket Add a field, mark it required, reorder the sections. Different forms for different classes if Grade 1 needs a birth certificate and Grade 11 needs a Grade 10 marksheet.
- 02 Documents as uploads with a verification step Parents attach photographs of what they have. Your office marks each document verified or queried, so the missing transfer certificate is visible before offer day rather than on the first day of term.
- 03 The application fee, collected online Paid at submission through the same gateways as school fees, with a receipt, and posted to the ledger as income — before the applicant is a student.
- 04 Duplicate and sibling detection A second application for the same child is flagged. An existing family is matched, so siblings inherit the guardian record and the sibling concession.
Tests, merit and offers
Entrance tests, a merit list you can defend, and offer letters
Where a class is oversubscribed, the process has to be explainable to a parent who was not selected. Test scores, interaction notes and weightings are recorded against the application, the merit list is generated from them, and the cut-off is a stated number rather than a recollection.
- 01 Test scheduling with seat allocation Slots, rooms and call letters. Attendance at the test is marked, so no-shows are distinguishable from failures.
- 02 Merit list generated, not typed Weighted from test score, interaction and any category quota you apply. Regenerate it after a re-check and the ranking updates.
- 03 Offer letters with a deadline Generated per applicant, sent by e-mail or WhatsApp, with an acceptance deadline. Lapsed offers release the seat to the waiting list.
- 04 RTE and management quota tracked separately Category seats are counted against their own limits, which is what an inspection asks to see.
Capabilities
Everything in the admissions module
Enquiry capture
Walk-in, phone, website form, referral and bulk import — with the source recorded on every one.
Owners & follow-ups
One accountable owner and a next action date per enquiry. Overdue items surface, they do not hide.
Form designer
Choose fields, required flags, sections and document requirements. Different forms per class.
Online application fee
Collected at submission through your gateway, receipted, and posted to the ledger.
Document verification
Uploads marked verified or queried, so a missing certificate is known before term starts.
Entrance tests
Slots, rooms, call letters, test attendance and score entry.
Merit lists
Weighted and generated from scores, with quota seats counted against their own limits.
Offer letters
Generated per applicant with an acceptance deadline, sent by e-mail or WhatsApp.
Waiting list
A lapsed offer releases the seat and the next applicant moves up automatically.
One-click enrolment
Accepted applicant becomes a student with a roll number, a fee structure and a section.
Season analytics
Conversion by source, class and counsellor; stage ageing; enquiries with no next action.
Per-campus admissions
Each campus runs its own season with its own quotas, visible to the group as one funnel.
In practice
How an admission season runs
STEP 01
Publish the form
Design the form for each class, set the fee and the required documents, and link it from your website. Enquiries taken at the counter go into the same list, so there is one pipeline rather than an online one and a paper one.
STEP 02
Work the pipeline
Assign owners, verify documents, schedule tests. The screen leads with what is overdue, which is the only view that changes behaviour during a busy season.
STEP 03
Offer and enrol
Generate the merit list, send offers with a deadline, and convert acceptances to students in one action. The student arrives with their guardians, documents, fee structure and section already attached.
Honest limits
What this module does not do
Stated here so it comes up now rather than in month three. If one of these is a hard requirement, tell us on the call and we will say plainly whether it is on the roadmap or not for us.
| You might expect | What we actually do | Status |
|---|---|---|
| Marketing automation and ad campaign management | Enquiry capture with source attribution, and e-mail/WhatsApp/SMS follow-up sequences | Partly |
| A public school website builder | A CMS-driven site with your branding is included; a full page builder with drag-and-drop layout is not | Partly |
| Online proctored entrance exams | Test scheduling and score entry. Proctored online testing lives in the examinations module, not here | Elsewhere |
| Payment of the application fee in instalments | One-time form fee only. School fees support instalments; the application fee does not | By design |
| Automatic seat allocation by an algorithm | A weighted merit list you review and approve. The final allocation is a human decision, deliberately | Not for us |
| Integration with a state admission portal | CSV export in the format the portal wants. No live API integration with state portals today | Not yet |
Connected
What admissions is wired to
Nothing here is a separate product with an import step. These modules read and write the same student record, which is the entire point.
Student information
Where an accepted applicant lands — guardians, documents and all, with nothing re-typed.
Fees & finance
The application fee, and the fee structure the new student is assigned on enrolment.
Examinations
Entrance test scoring shares the mark-entry and grading machinery.
Communication
Offer letters, call letters and follow-up sequences on WhatsApp, SMS and e-mail.
Transport
A new student’s route and stop, chosen at enrolment and billed from then.
Reports
Conversion by source and class, and per-campus comparison across a group.
Questions
Admissions — questions we get asked
Something not answered here?
Can parents apply from our existing website?
Yes. The form has its own URL you can link or embed from any website, and it carries your school’s name and branding. If you would rather host the whole site with us, the CMS site is included — but you are not required to move your website to use online admissions.
What happens to an application we reject?
It stays in the record with its stage set to not selected, along with the test score and the reason. That matters twice: a parent who asks why gets a specific answer, and next year the same family reapplying is recognised rather than starting from nothing.
Do you support RTE and management quota seats?
Yes. Categories are defined with their own seat limits, applications are tagged, and the merit list counts each category against its own limit rather than one combined list. The seat-utilisation report is the one an inspection asks for.
Can we run different admission processes for different classes?
Yes — separate forms, separate document requirements, separate fees and separate test requirements per class. Grade 1 typically needs a birth certificate and an interaction; Grade 11 needs a Grade 10 marksheet and a stream choice. Both are the same pipeline with different rules.
How does the enquiry from a phone call get in?
The office adds it in a few fields — name, class, parent number, source, owner. That is deliberately fast, because an enquiry form that takes three minutes to fill is an enquiry that gets written on paper instead.
Does an accepted applicant really become a student without re-entry?
Yes, and this is the part that saves the most time. Enrolment carries the applicant’s details, guardians, uploaded documents, sibling links and category across, assigns a roll number and applies the class fee structure. What used to be an afternoon of re-typing per batch is one action.
Can we take the application fee offline?
Yes. Cash or cheque at the counter is recorded against the application with the instrument details and posts to the ledger the same way an online payment does. Online is offered because it converts better at 10pm, not because offline is unsupported.
Is there a limit on how many enquiries we can hold?
No. Enquiries and applications are not billed per record, and a season with several thousand enquiries is normal for a group.
Next step
See the admission pipeline with your own enquiries in it
Send last season’s enquiry list, in any format. We load it before the call so you can see your own conversion by source rather than a sample funnel.
- No card required
- Your data stays yours — export any time
- Setup help included