The agentic CRM for education — capture every lead, call first, convert more.
Every admissions enquiry — from your website, Meta and Google ads, form vendors, walk-ins and CSV — lands in one pipeline, auto-scored and routed to the right counsellor the instant it arrives. Then an AI voice agent calls and qualifies it, before anyone on your team picks up.
- AI voice agent that calls & qualifies leads
- 8 lead sources → one pipeline
- Auto-score, tier & route on arrival
- Built for admissions, counsellors & batches
Why teams switch
The status quo is costing your team time and money
The lead you paid for goes cold
A parent fills a form at 11pm. By the time someone calls back two days later, three other institutes have already reached them. You paid for that lead — you just never got to it in time.
Enquiries scattered across five inboxes
Website forms, Meta and Google ads, a dozen WhatsApp numbers, walk-ins. They land in different places, get copied into a spreadsheet, and a counsellor maybe sees them. Nobody knows who called whom.
Generic CRMs don't speak admissions
HubSpot, Zoho and LeadSquared don't know about parents and children, demo classes, batches or counsellor pools. You end up bending your admissions process to fit a B2B sales tool.
The agentic flagship
An AI voice agent that calls and qualifies your leads
Aarushi dials the lead, holds a real conversation, extracts the facts that matter, then rates, dispositions and auto-assigns — per a policy you control.
“Namaste! I'm calling from your enquiry about the JEE programme. May I ask a couple of quick questions about your child?”
“Yes — he's in Class 10, around 72%, struggles with Physics and Maths.”
Routed to Priya S. via the AI-calling pool (round-robin) — already qualified, rated and dispositioned by the AI.
The outcome → action policy (qualify, assign, or stamp a status) is editable per institute — no manual triage.
How an enquiry becomes an enrolment
From form-submit to enrolled — one pipeline that works itself
Vacademy CRM connects capture → scoring → routing → AI qualification → the counsellor's close — so nothing falls between tools or inboxes.
Capture everything
Website forms, Meta and Google lead ads, Zoho/Google/Microsoft Forms, walk-ins and bulk CSV all flow into one pipeline automatically — deduped the moment they arrive.
Score & tier
Source quality, profile completeness, recency and engagement add up to a 0–100 score and a HOT / WARM / COLD tier — so your team knows who to call first without guessing.
Auto-route to a counsellor
Counsellor pools — round-robin, time-based shift, or the same counsellor a lead always talks to — give every lead an owner the instant it lands, with backup cover and an instant notification.
AI agent calls & qualifies
An AI voice agent dials the lead, holds a real conversation, and extracts the child's class, current marks, weak subjects and program interest — then rates and dispositions the lead.
Counsellor closes
Hot, qualified leads land with the counsellor — already scored, tiered and dispositioned by the AI — for click-to-call, a one-screen post-call disposition, and a follow-up that's already on the calendar.
Managers coach & report
Listen to any call, rebalance workloads in a click, and read source, funnel and counsellor performance — every number scoped to your institute's org chart.
What's inside
A real CRM — built for admissions, not B2B sales
AI voice agent
An autonomous AI voice agent dials a lead or a whole audience and qualifies them in conversation, returning a disposition, an AI rating and extracted Q&A. It then auto-assigns a counsellor or stamps a status per your policy.
Auto routing & counsellor pools
Round-robin, time-based shift, or sticky pools give every lead an owner the instant it arrives, with backup redirection for inactive counsellors and an instant in-app notification.
Auto scoring & HOT/WARM/COLD tiers
Every lead is scored 0–100 from four configurable weighted factors and tiered automatically, so counsellors always work the hottest leads first.
TAT & follow-up SLA clocks
Two configurable clocks — first-touch TAT and follow-up SLA for counsellor silence — fire before-deadline and overdue reminders so no enquiry quietly goes cold.
Multi-channel capture + forms & API
Website, Meta/Google lead ads, Zoho/Google/Microsoft Forms, walk-ins and CSV into one pipeline. Embed a form as a button or iframe, or push leads via API (Zapier/Make compatible).
Click-to-call with recording
Call straight from any lead row under a masked caller-ID with live ringing→connected status; the recording lands on the lead's timeline for coaching.
Post-call disposition & follow-ups
At call end, one sheet logs the outcome, status change and next follow-up in a single submit. A follow-ups queue buckets work into Overdue / Today / Upcoming.
Counsellor Workbench & ratings
Managers see the team roster, drill into any counsellor, listen to calls, reassign a whole book in one click, and rank performers on a conversion-and-velocity leaderboard.
Reports Center, RBAC-scoped
Sources, funnel velocity, calling, dispositions and counsellor performance — with per-tab CSV export and drill-through into the exact leads, scoped so each person sees only their own.
What's working from day one
The parts that decide an admissions season
Website, Meta & Google ads, Zoho/Google/Microsoft Forms, walk-ins and CSV — captured and deduped automatically.
Every lead scored on source, completeness, recency and engagement, then tiered HOT/WARM/COLD before anyone touches it.
Pools assign every lead the moment it lands — and an AI agent can call and qualify it before a human is free.
One cross-campaign view with click-to-call, post-call disposition, follow-ups and role-scoped reporting.
Agentic by default
Software that works your pipeline — not just stores it
Most CRMs wait for a human to do everything. Vacademy CRM acts: it captures, scores, routes, calls and chases — automatically, around your team.
Every new lead is deduped, scored, tiered and assigned to a counsellor the instant it's submitted — no manual triage.
An AI voice agent calls and qualifies leads on its own, extracting the child's class, marks, weak subjects and program. It rates and dispositions each one, then auto-assigns the hot leads to a counsellor with the AI's findings on record.
Two SLA clocks watch every lead — a TAT clock for first response and a follow-up clock for counsellor silence — and fire reminders before they breach.
The workflow engine sends confirmation emails and day-offset follow-ups, and drives one-click AI-calling campaigns across a fresh batch of leads.
Backup redirection reroutes leads away from an inactive counsellor so nothing sits unworked over a shift or a holiday.
Built for every seat in admissions
Who runs their day on it
Admissions counsellor
- Work one cross-campaign inbox, hottest leads first
- Click-to-call from any row; log the outcome in one screen
- Clear a follow-ups queue bucketed Overdue / Today / Upcoming
Performance marketer
- Pipe Meta & Google lead ads straight into the pipeline
- See conversion-by-source — which campaigns convert, not just click
- Embed a form or push leads via API (Zapier/Make)
Admissions manager
- See who carries how many leads and who's gone quiet
- Listen to any call recording to coach the team
- Reassign a counsellor's whole book in one round-robin click
Front-desk / center staff
- Log a walk-in that auto-assigns you as the counsellor
- Create parent + child records in a single submission
- Hand the enquiry to the right batch counsellor instantly
Inside-sales / tele-calling lead
- Fire a one-click AI-call campaign across a fresh batch
- Let the AI agent qualify and rate every parent
- Route only the hot, qualified leads to human counsellors
Institute admin / owner
- Configure pools, scoring weights, stages and SLAs once
- Set the AI-calling outcome → action policy
- Rename leads, counsellors and courses to your own words
Why we built it
For the institute that calls first
“Every coaching institute loses the same way — not on the teaching, on the follow-up. A parent enquires at night, and whoever calls first usually wins. Vacademy CRM exists to make that you: every lead captured, scored and routed the moment it arrives, and an AI agent that can start the conversation before a counsellor is even free.”
— The Vacademy CRM team
Frequently asked
Common questions from buyers
What does 'agentic' actually mean here?+−
No. An autonomous AI voice agent dials your leads, holds a real qualifying conversation, and returns a disposition, an AI rating and extracted Q&A — then a policy you control auto-assigns a counsellor or stamps a status. On top of that, every lead is auto-routed to a counsellor and auto-scored/tiered on arrival, and TAT/SLA clocks chase un-actioned leads automatically. The CRM acts on its own; it doesn't just store records.
Which channels can I capture leads from?+−
Website forms, Meta (Facebook/Instagram) Lead Ads, Google Lead Form Extensions, Zoho/Google/Microsoft Forms, walk-ins, and bulk CSV import — eight intake paths, all converging into one pipeline. You can also embed a form as a floating button or iframe, or push leads via API (Zapier/Make compatible).
Is this built for education specifically?+−
Yes. A single submit creates both parent and child records plus an admissions enquiry; leads track demo logins and attendance; the AI agent extracts the child's class, marks, weak subjects and program interest; and a lead auto-converts when the learner enrols. The vocabulary is education-native — leads, counsellors, batches — and fully renamable to your own terms.
How are leads assigned to counsellors?+−
Automatically, the instant a lead arrives, via counsellor pools in three modes — manual, round-robin, or time-based shift with enforced coverage. Inactive counsellors get backup redirection, and the assignee is notified immediately. Managers can also reassign a counsellor's whole book in one click.
Does it handle calling and recording?+−
Yes. Click-to-call works from any lead row: it rings the counsellor first, bridges the lead under a masked caller-ID, streams live status, and lands the recording on the lead's timeline. Exotel outbound calling with recording-to-timeline is live today; Airtel IQ outbound calling is live, with recording capture rolling out. Telephony is provider-agnostic, so adapters like Plivo/Twilio can be added without touching core code.
What reporting do managers get?+−
A Reports Center covering sources, sales funnel, calling, dispositions, follow-up aging and counsellor performance. Every tab shares one filter bar, exports to CSV, and lets you drill through any number into the exact underlying leads — all scoped by your org chart so people see only what they should.
Can I configure it for my institute's process?+−
Everything is per-institute: master CRM on/off, scoring weights and decay window, pipeline stages and colours, TAT/SLA windows, counsellor pools and shifts, rating strategy, the leads-team RBAC root, and the AI-calling policy. You can also rename every user-facing term to your own vocabulary.
Do you have revenue and ROI dashboards?+−
Not yet — revenue, cost-per-lead and ROAS reporting is on the roadmap, and we won't pretend otherwise. What's live today is full source, funnel, calling, disposition and counsellor reporting, plus conversion-by-source, so you can already see which campaigns actually convert to admissions.
Explore the platform
Pairs well with
Capture every lead. Call first. Convert more.
See your own admissions pipeline running on it
Tell us where your enquiries come from — website, Meta or Google ads, walk-ins. In a 30-minute session we'll wire that source in, score and route a sample lead, and show the AI agent qualifying a call.