Turn every enquiry into a paid enrolment — without the spreadsheet chaos.
Vacademy's built-in admissions CRM captures leads from your website, demo calls, paid ads, WhatsApp, and walk-ins; scores them; routes to counsellors; nudges via WhatsApp + email; and hands off to enrolment + payments without a single integration. One funnel. One source of truth.
- Kanban pipeline · custom stages
- WhatsApp · email · phone · web form intake
- Lead scoring + auto-routing
- Connected to enrolment + payments
Why teams switch
The status quo is costing your team time and money
Enquiries die in someone's WhatsApp
A typical academy gets enquiries on five channels: website form, Instagram DM, WhatsApp, walk-in, phone. They live in five inboxes, get followed up inconsistently, and 40–60% silently fall through.
Counsellors fight over the same leads
Without routing rules, your best leads get worked by 3 counsellors at once, your weakest by none. Conversion drops; team morale tanks.
CRM tools don't know your courses
Generic CRMs (HubSpot, Zoho, LeadSquared) don't know about your courses, cohorts, fee plans, or admission tests. You end up syncing data across three systems forever.
Inside the pipeline
Kanban + lead scoring + multi-channel intake
Drag-drop pipeline with stages, hot-lead flags, channel icons, scoring, and one-click handoff to enrolment.
How a lead becomes an enrolment
From form-submit to first class — one funnel, fully connected
Vacademy's CRM connects intake → qualification → engagement → conversion → enrolment → payment → onboarding. Same workspace as your LMS, so nothing falls between tools.
Capture the lead
Web forms, WhatsApp opt-ins, Meta / Google ad leads, walk-in tablet, phone-call CRM-pop — all flow into one inbox with source, UTM, and channel attribution.
Score + route
Auto-score based on source, course interest, location, language, and engagement signals. Route to the right counsellor based on availability, language, and skill.
Engage on the right channel
Counsellors message via WhatsApp or email from inside the CRM; automated drip nudges fire for cold leads. Every touchpoint is logged.
Convert + enrol
When ready, one click sends the learner a personalised checkout link. Payment success auto-creates the LMS account, enrols them in the cohort, and triggers onboarding.
What's inside
A real CRM — built for academies, not B2B SaaS
Kanban pipeline
Drag-drop pipeline with custom stages (New → Contacted → Demo → Interested → Paid → Onboarded). Multiple pipelines per course or per counsellor.
Multi-channel intake
Web forms, WhatsApp click-to-chat ads, Meta Lead Ads, Google Lead Ads, Instagram DMs, tablet kiosks, phone-call screen-pop — all into one inbox.
Lead scoring + auto-routing
Score on source, location, engagement, course interest. Route to counsellors based on language, availability, courses they handle, and load balancing.
Counsellor inbox
Counsellors work from a unified inbox: chat with the lead on WhatsApp, send the brochure, schedule a demo, or push to the payment step — without tab-switching.
Drip nudges + reactivation
Pre-built sequences for cold leads, demo no-shows, abandoned checkouts. Triggered by the Automation Engine; fires WhatsApp + email + push.
Enrolment + payment handoff
When the lead is ready, one click creates a personalised checkout link with course + plan + coupon pre-applied. Payment success creates the LMS account.
What changes after the first month
The math that decides budgets
Avg lift after switching from spreadsheets / generic CRM to Vacademy.
Auto-routing + intake notifications drive immediate response.
Avg saved vs HubSpot / LeadSquared / Zoho seat licenses.
WhatsApp + web + Meta + Google + walk-in — no lead lost between tools.
Wired into the platform
Leads become enrolments without manual handoff
The CRM doesn't sit next to the LMS — it lives inside it. Every transition triggers downstream actions in payments, courses, certificates, and communications.
Auto-send personalised brochure WhatsApp the moment a lead enters the funnel.
Nudge demo no-shows on WhatsApp 30 min after the scheduled time; reschedule with one tap.
Reactivate cold leads with a coupon offer 30 days after first contact.
Auto-enrol + open the welcome WhatsApp the instant payment clears.
Built for every team
Who uses Admissions CRM
Counsellors / Admissions Team
- Work from one inbox — WhatsApp, email, phone all in one place
- See which leads to call now (auto-prioritised)
- Send checkout links and brochures without tab-switching
Heads of Admissions
- See real-time pipeline, conversion-rate, and counsellor load
- Identify drop-off stages and fix funnel leaks
- Forecast next-cohort revenue with live data
Marketing
- Track UTM + source attribution end-to-end
- Connect Meta / Google ad spend to actual enrolment revenue
- Test campaigns on a measurable funnel, not a black box
Customer spotlight
Distance-learning institute · 5,200 monthly leads
“We came off LeadSquared + a separate WhatsApp tool + Excel. Vacademy's CRM did all three jobs in one workspace, and connected the funnel to the LMS — so the moment a learner pays, they're enrolled, mailed, and onboarded. Counsellor productivity nearly doubled.”
— Head of Admissions, Distance Learning Institute
Frequently asked
Common questions from buyers
Can we import existing leads from HubSpot / Zoho / LeadSquared / Sheets?+−
Yes. CSV / Excel import with field mapping; direct connectors for HubSpot and Zoho; manual API ingestion for anything else. Lead history (calls, notes, prior touches) imports too, so counsellors don't start from scratch.
Does it support WhatsApp Business API?+−
Yes — official WhatsApp Business API via Wati (and others). Approved templates for outbound, full conversation history on the lead record, two-way chat, and read-receipt tracking. We handle the BSP setup with you.
How does lead routing work?+−
Rules-based + load-balanced. Set criteria (language, course interest, geo, lead score) and the system routes new leads to the best-matched counsellor whose queue isn't already maxed. Override and re-route any lead with one click.
Can we run multiple pipelines (e.g. school admissions + corporate enquiries)?+−
Yes. Unlimited pipelines per institute, each with its own stages, fields, and automations. Leads can move between pipelines if appropriate (e.g. corporate parent → school admission for their child).
What about GDPR / DPDP compliance?+−
Per-lead consent capture, opt-out handling, data export and deletion endpoints, audit logs, and EU / India region-locked storage available. Used by EU + India + GCC academies for compliant lead workflows.
From spreadsheets to one funnel
Send us your top lead-source — we'll wire it up.
Tell us where most of your enquiries come from (website form, WhatsApp, Meta ads). In a 30-min session we'll connect that source to Vacademy CRM and walk a sample lead end-to-end.