Admission enquiries and campaigns

Overview

Most families ask before they apply: a call, a walk-in, a message after seeing a Facebook post. Each enquiry is kept with where it came from, who is following it up, and when to call next, until the child is admitted or the family decides against. Counsellors call from their own phones (or through your Exotel numbers, when connected) and answer WhatsApp in the inbox; the page records what happened.

The enquiry page

On the Enquiry page tab, each admission form has:

• Links for your website, Facebook, Instagram, WhatsApp and Google ads. Each records where a family came from. Type a name for the drive ("diwali-2026") and every link carries it too, so Reports can tell drives apart. Links with utm_source and utm_campaign work as well.
• A QR code for posters, hoardings and the school fair; enquiries from it count as the school fair.
• An embed code to put the enquiry form on your own website.

The family gives the child's name, the class (from the form's classes), their name and mobile, optionally an email and a question, and whether the school may send them admission updates. When SMS is set up on the site, they confirm the mobile with a 6-digit code (counted in the school's monthly messages). A number that asks again adds to its open enquiry instead of making a second one. Everyone who can follow up enquiries (the institution account, and members with the Admissions part to change it) is told of each new enquiry in the app.

Walk-ins and calls

Add enquiry takes the same details, where they heard of the school, who follows it up (you, unless you choose someone), and whether they agreed to updates. If the number already has an open enquiry, you're told whose; add it anyway for a sibling.

Every source, one list

Enquiries arrive from many places and all land in the same list, each with where it came from:

• Your enquiry page and your ad pages (below), with the ad, campaign and keyword the family clicked.
• Google and Meta lead forms and any other website or tool (Zapier, Make, Pabbly), through the addresses on the Setup tab.
• tuition.in: enquiries on your listing, demo bookings, walk-ins at the front desk and online applications from families who never enquired. Setup → Import brings in the last six months of listing enquiries once.
• Posters and posts made in Posters & posts: each carries its own QR code and link, so its enquiries are counted against it.
• Justdial, Sulekha, UrbanPro, Shiksha, Collegedunia and Careers360: forward their lead emails to your own address on Setup (shown when the site has lead emails switched on) and each becomes an enquiry from that site. An email without an Indian mobile number is ignored.
• Calls to your Exotel numbers, event registrations, WhatsApp messages and families who leave their number with the virtual counsellor (all below).
• Calls and walk-ins you add yourself.

Replying in minutes

A family who hears nothing for a day has usually gone elsewhere. On Setup you set your office hours (9 am to 7 pm, closed Sunday, unless you change them) and how soon the first reply is due (15 office minutes unless you change it, anywhere from 5 to 480).

• Assigned at once: each new enquiry goes to the counsellor with the fewest new enquiries today. Switch it off to assign by hand.
• Thanked at once: the family is told their enquiry arrived, by WhatsApp, SMS or email.
• A waiting clock on each enquiry counts office minutes until someone logs a reply; the strip at the top lists who to call now.
• An alarm goes to the counsellor and the institution account when an enquiry waits past its reply time.
• Reports show how fast each counsellor replies.

Stages

Following up

• Open an enquiry and use Call or WhatsApp: they open on your own phone (the WhatsApp chat with the family). Nothing is charged.
• Log what happened: a call, WhatsApp, visit, note, email or SMS; how it went; a note; and the next follow-up (tomorrow, in 3 days, next week, or a time).
• Follows up hands it to someone on the team with the Admissions part; they're told in the app.
• The Follow-ups tab lists everything due today and overdue. At 9 every morning, each counsellor is told how many they have; enquiries nobody owns are counted for the institution account.

From enquiry to application

Send the application form, filled in makes a link to the admission form with the child's name, class, phone, email and the parent's name already in it, and a WhatsApp button to send it. When they apply from it, the enquiry moves to Applied, even if they use another phone. An application from a phone that has an open enquiry is linked the same way. When you admit the application on the Admissions page, the enquiry moves to Admitted.

Ad pages

An ad page is a short page for one ad or drive: your headline, an offer, a few highlights from your profile (results, fees, board, buses, NAAC for colleges) and a three-step enquiry form, followed straight away by the visit times. Make them on the Ad pages tab, or let Run Ads make one with each plan. Each page has links for every channel, and counts its views, enquiries, visits and admissions.

Visits

• On the Visits tab, lay out the times families can book: a campus tour, counselling session, demo class or entrance test, how long it takes, how many families each time takes, where, and who hosts. With several branches, each has its own.
• After enquiring on an ad page, a family picks a time on the same screen. You can also book a visit for a family from their enquiry.
• Families are reminded the day before and two hours before (switch off on Setup), and can move or cancel from the link in the reminder.
• On the day, the front desk marks each booking Came or Didn't come; coming moves the enquiry to Visited.

Campaigns

A campaign is one message to many families: an open house, "forms close on Friday", a new class.

• Send by email, SMS or WhatsApp. SMS and WhatsApp count in the school's monthly message limit and must be switched on under Biometric → Settings; WhatsApp goes as the school's approved update template.
• Send to enquiries (by stage, source and class) or parents of your students (by class). Enquiries are included only if they agreed to be sent updates.
• {{parent}} and {{child}} become each family's first names.
• The preview shows how many families it reaches and what is left of the month's limit. Past the limit, the rest are skipped.
• Send goes out in small batches while the page is open; if you leave, Carry on sending picks up where it stopped. SMS and WhatsApp go only between 9 am and 9 pm.
• Each email to an enquiry carries a link to stop admission emails. Who got it lists every family with sent, failed or skipped.
• A poster from Posters & posts can head an email campaign; it links to the poster's own page, so its enquiries are counted.

WhatsApp inbox

When the site's WhatsApp number is connected, families' replies come to the WhatsApp tab instead of someone's phone: one conversation per family, joined to their enquiry, with an unread count.

• The assistant answers first (switch it off on Setup): fees, buses, classes, board, address and visit times, from your profile only. Anything else, or a family who asks for a person, goes straight to their counsellor. It never stops the reply clock: a person still has to reply.
• You can write freely for 24 hours after the family's last message; after that WhatsApp allows only your approved update template, which counts in the monthly message limit.
• Families who tap a WhatsApp-chat ad from Run Ads arrive here with the ad already known.

Calls and the voice agent

• Exotel (your own account, on Setup): give each source its own number (Google ads, the newspaper, the hoarding) and a new caller becomes an enquiry from that source. Call through Exotel on an enquiry rings your phone first, then the family, who sees the school's number; the call and its recording are kept on the enquiry.
• A missed call is texted back once ("we missed your call", with the visit link) and a call-back is put at the top of today's follow-ups.
• After a call from your own phone, coming back to the page asks how it went, so nothing goes unlogged.
• The AI voice agent (when the site has it): calls new enquiries nobody has answered, after the delay you set, between 9 am and 9 pm, in the languages the agent is set up for. It answers from your profile and books a tour when the family names a day with an open time. Each call, its summary and recording are on the enquiry. You set the delay, the attempts and the monthly minutes.

Journeys

A journey is a few steps that run by themselves after something happens: a new enquiry, a visit booked, missed or made, an application, an offer, an admission, a lost enquiry, or an event. Each step waits, then sends a WhatsApp, SMS or email, or gives the counsellor a call task. Start from one of four ready journeys (no visit yet; booked but didn't come; visited, no application; welcome) and change the words. Messages go only between 9 am and 9 pm and only to families who agreed to updates. A family leaves the journey when they move to the next stage or write back.

Events and scholarship tests

• An open house, webinar, demo day or scholarship test gets its own page to share. Each family who registers becomes an enquiry from the event, with a roll number and a private link.
• A scholarship test can be taken online from that link: your questions, a timer, answers saved as they go and submitted when time runs out. Set scholarship bands (90% and above: 50% off the tuition fee, and so on).
• Publish the results when ready: each family sees their score and scholarship, with a link to book a visit.
• On the day, mark who came. Journeys can follow up those who came and those who didn't differently.

Parent referrals

Each family gets a code and a link to share (Give every family a code does all current parents at once). An enquiry through the link counts as theirs. When the child they referred is admitted, the thank-you is due: a fixed amount you set, given as a concession on their next fee or at the office. Only the institution account gives rewards.

Hottest first, and who gets what

Each enquiry has a score from 0 to 100 (hot, warm or cold): where the family came from, how far they have got (spoken to, visit booked, visited, applied), whether they confirmed their phone, agreed to updates, wrote back on WhatsApp or came to an event, whether their class still has seats, and how long since anything happened. Open the score for its reasons. Hottest first sorts the list by it. On Setup, Who gets which enquiries sends enquiries by branch, class or source to chosen counsellors, with a daily cap each; enquiries no rule fits go to the least busy, as before.

The virtual counsellor

A counsellor families can talk or type to any time, who answers from what you write, books visits, and hands likely families to a real counsellor on the live desk. See The virtual counsellor and live desk.

Reports

How many enquiries were contacted, visited, applied and were admitted, and the share that became admissions; for each source, its enquiries, admissions, losses and conversion, so you can see which ads and drives bring families who join, not just enquiries; and the reasons enquiries were lost.

With ads running, Reports adds the money: what was spent, and the cost of each enquiry, visit and admission by source, campaign and keyword. It shows how fast first replies go out, and your tuition.in listing's own funnel: page views, enquiries, visits and admissions. When a family visits or joins, Google and Meta are told (as coded phone numbers, never names) so they find more families like them. To see what is working across the whole institution, open Genome & Diagnosis.

Families' details

• An enquiry's details are seen only by the school's team with the Admissions part (and, with several schools, only that school's team).
• Campaigns reach only families who ticked that the school may send them updates, and each email can be stopped with one click.
• The code sent to confirm a phone is never stored, only a fingerprint of it, and it expires in 10 minutes.
• Lists for Google and Facebook ads (Run Ads) include only families who agreed to updates, and leave tuition.in as coded phone numbers and emails, never in the clear.

Questions

Can families see their enquiry? No. They get a thank-you on the page; the school calls them.

Applications are closed. Do enquiries still come in? Yes. The enquiry page stays open, so you can keep a waiting list for next year.

A family asked us to stop calling. Mark the enquiry lost (no longer interested) and add a note.