Professional Training Institute

The Challenge

Enquiries arrived through a website form, a call centre, and two social channels, and lived in a mix of a free CRM trial and a shared inbox. Enrolment was a Google Form, fees were tracked in a spreadsheet, attendance was on paper at each classroom, and certificates were issued from a Word template. Nobody could say how many enquiries from a given campaign became paying students, part-paid students were chased inconsistently, and reconciling fee collections against enrolments at the end of a batch took a week.

Zoho Products Used

The Solution

Consolidated the stack on Zoho One with a single student record running from first enquiry to certification. Enquiries from every channel land in Zoho CRM with their source intact, enrolment converts the record rather than re-creating it, and batch scheduling, attendance, and certification run in a Zoho Creator app tied to the same student. Fee plans and instalments post to Zoho Books with automated reminders on the instalment date, and Zoho Analytics reports enquiry-to-enrolment conversion by channel and campaign, batch fill rates, and outstanding fees by batch.

1
Phase 1
2 weeks
Tool audit and student-journey mapping
Listed every tool in use, what it held, and who depended on it, then mapped the student journey end to end to find the points where a student's identity was re-created and the thread was lost.
What came out of it
• Inventory of six tools with data ownership per tool
• Enquiry-to-certification journey map with break points
• Zoho One licence and module plan
2
Phase 2
2 weeks
Unified student record and channel capture
Built one student record carried across the whole journey, with every enquiry channel writing into CRM with its source and campaign preserved — the prerequisite for ever measuring channel performance.
What came out of it
• Single student record spanning enquiry to certification
• Website, call-centre, and social capture with source attribution
• Duplicate detection across channels
3
Phase 3
3 weeks
Batch scheduling and attendance app
Built the Creator app for batch creation, seat allocation, trainer assignment, and classroom attendance on a tablet, replacing the paper registers with a record tied to the student and the batch.
What came out of it
• Batch scheduling with seat and trainer allocation
• Tablet attendance capture per session
• Certification eligibility based on attendance and assessment
4
Phase 4
2 weeks
Fee plans and automated collections
Set up instalment plans in Zoho Books against the enrolment, with reminders that fire on the instalment date and escalate on the way past it, so part-paid students are chased the same way every time.
What came out of it
• Instalment fee plans linked to enrolment
• Automated reminder and escalation sequence
• Outstanding-fee view per batch and per student
5
Phase 5
1 week
Campaign and conversion analytics
Connected Zoho Campaigns to the same student record and built the reporting that finally answers what a campaign produced in enrolments and fees, not just clicks.
What came out of it
• Enquiry-to-enrolment conversion by channel and campaign
• Batch fill-rate and revenue-per-batch dashboards
6
Phase 6
1 week
Migration, training, and decommissioning
Migrated live students and open fee balances, trained counsellors, trainers, and finance separately on their own screens, and shut down the old tools so the data could not quietly fork again.
What came out of it
• Migrated active students and open balances
• Role-specific training for counselling, training, and finance
• Legacy tools decommissioned

Before and After

Business Results

• Six disconnected tools consolidated into one Zoho One stack
• Enquiry-to-enrolment conversion measurable by channel and campaign for the first time
• Fee collection chased automatically on instalment dates instead of ad hoc
• End-of-batch reconciliation reduced from about a week to a live dashboard