CRM for education: one admissions desk for every school and college enquiry
DigiPix Flow is a CRM for education admissions teams at schools and colleges, built for the weeks each year when enquiries from parents and students arrive from Meta ads, Google Ads lead forms, the website and the front desk faster than anyone can ring them back. It puts every enquiry in one list, sends it to the admissions officer for that grade or programme, schedules campus visits with reminders, and shows the management team which campaigns brought this year's admissions.
- Website, ad and front-desk enquiries in one list
- Each grade or programme routed to its admissions officer
- Campus visits scheduled with a reminder before each one
Kavya Iyer
- target to give each new enquiry an admissions officer
- 2 min
- reminder times, from 15 minutes to a day before
- 4
- consented members per open-day message
- 500
Where admission enquiries come from
- Meta lead adsAdmission campaigns on Facebook and Instagram
- Google Ads lead formsSearches for schools and courses nearby
- Website formsAdmission enquiry forms on your site
- Front deskWalk-ins and phone calls entered by staff
- Open day sheetsVisitor lists imported from a CSV file
- ParentsWhatsApp and SMS kept on the enquiry
Admission season, with every channel ringing at once
From November to March the enquiries never stop: ad forms overnight, website forms at lunch, parents queueing at reception and the admissions phone ringing all day. Names written in the visitor register are typed up days later, if at all, and a family that hears nothing for a week settles on another school.
Nursery or B.Com, it all lands on one desk
One shared inbox and one admissions number serve the junior wing, the senior secondary section and three undergraduate programmes. Enquiries wait for someone to sort them, the right officer sees them late, and parents are told to call again and ask for someone else.
Nobody can say which campaign worked
The trustees ask whether the newspaper ad, the Instagram campaign or Google search brought this year's admissions. The answer comes from memory and a spreadsheet rebuilt the night before the meeting, and next year's marketing plan is set on a guess.
Every admission enquiry in one list, from the ad to the front desk
Connect the Facebook Pages running your admission campaigns and each lead form arrives under a lead source of its own, such as Nursery 2027 or BBA. Google Ads lead forms are delivered by Google's webhook, an admission enquiry form can sit on your website or be shared as a hosted link, and staff at reception add walk-in and phone enquiries by hand with the source Walk-in. The visitor sheet from last weekend's open day comes in as a CSV file.
- A lead source for each Meta form, by grade or programme
- Website enquiry forms embedded or on a hosted page
- Walk-in and phone enquiries entered by reception staff
- Open day visitor sheets imported from CSV
Send each enquiry to the officer who handles that grade or programme
Rules are checked in the order you place them, each reading a lead's source, tags, score and segment. Send nursery and primary enquiries to the junior school's admissions officer, share the B.Tech forms round robin between two officers, and give management programmes to whoever has the fewest open enquiries. Rules can wait for office hours, and a fallback owner picks up anything no rule matches, so no parent is left without a name to ask for.
- Rules reading source, tags, score and segment
- Shared evenly, by weighting, to one officer or to the least busy
- Office hours respected if you switch them on
- A fallback owner so no enquiry is left unassigned
A clock on every enquiry until a parent hears back
Each new online enquiry has two minutes to get an owner and thirty minutes to a first contact, which stops when the officer logs a call or a message, and the owner is alerted when a clock runs out. After every call the officer picks a result: a parent who didn't answer gets a callback in three hours, one who asks to be rung later gets one the next day, and a family still visiting other schools comes up again in seven days.
- An owner within two minutes, first contact within thirty
- The owner alerted whenever a clock runs out
- A callback set by the result of each call
- A seven-day follow-up for families still deciding
Campus tours and counselling meetings scheduled, with a reminder
From the enquiry, schedule a meeting follow-up for Saturday's campus tour, assign the officer leading it and set a reminder a day before. It shows on the record, in the officer's queue and on the admissions calendar by day, week or month, and a visit left overdue alerts the owner and team leads. Afterwards, record how the tour went and book the next step in the same go, so the family hears from you while the visit is fresh.
- Meeting follow-ups for campus tours and counselling
- Reminders 15 minutes to a day ahead of each tour
- A shared admissions calendar by day, week or month
- Tours left overdue raised with team leads
Kavya Iyer Write to parents on WhatsApp and SMS from the enquiry
Connect the institution's WhatsApp Business number and conversations with parents sit on the enquiry that holds their number, beside every call the office has logged. When a parent hasn't written in 24 hours, officers send a template Meta has approved, such as an open day invitation. SMS to Indian numbers is checked against your DLT templates, sales and marketing messages need consent for that channel, and STOP adds the number to do-not-contact.
- Parent threads kept on the enquiry, not a personal phone
- Meta-approved templates after 24 hours of parent silence
- SMS checked against your registered DLT templates
- Consent and the do-not-contact list checked first
See which campaigns brought this year's admissions
When an enquiry turns serious, convert it into a deal and move it through stages named the way your admissions run, such as Enquiry, Campus visit, Counselled, Offer made and Admitted, with Admitted marked as won. The leads by source report counts enquiries from every campaign and form over 30 days, a quarter or a year, and pipeline by stage shows how many families sit at each step. Schedule both weekly and export a CSV for the management meeting.
- Your own admission stages, with Admitted marked as won
- Enquiries counted by campaign and form
- Families counted at every stage
- Scheduled reports with an in-app notice, and CSV export
From an admission enquiry to a confirmed admission, in five steps
- STEP 01
Collect enquiries
Ads, website forms, open day sheets and the front desk feed one list.
- STEP 02
Route by grade or programme
Rules send each enquiry to the admissions officer who handles it.
- STEP 03
Call the parent
The first call is logged inside the clock, and its result books the next one.
- STEP 04
Show the campus
A meeting follow-up with a reminder puts the campus tour on the calendar.
- STEP 05
Confirm the admission
The deal moves to Admitted and counts in the season's reports.
DigiPix Flow vs a visitor register, a shared inbox and spreadsheets
| What it covers | A visitor register, a shared inbox and spreadsheets |  DigiPix Flow |
|---|---|---|
| Where an enquiry is written down | A register at reception, an inbox and an ad dashboard | One list, each enquiry labelled with its source |
| Who handles an enquiry | Whoever answers the admissions phone | The officer your rules choose for that grade or programme |
| The first call back | Whenever someone gets through the pile | Thirty minutes to first contact, with an alert |
| Campus visits | Written in a diary at reception | Meeting follow-ups on a shared calendar, with reminders |
| Conversations with parents | On officers' personal phones | WhatsApp and SMS threads on the enquiry |
| Repeat enquiries | Two officers ringing the same parent | Matching email or phone flagged for review |
| The season review | A spreadsheet rebuilt the night before | Source and stage reports, scheduled weekly |
The sources and channels an admissions office connects
Admission enquiries arrive from Meta ads, Google Ads lead forms, your website and open day sheets, and officers write to parents on WhatsApp and SMS from the same enquiry.
Questions from schools and colleges, answered
What is a CRM for education admissions?
It is a shared place where every admission enquiry is recorded, given an owner and followed up until the family confirms or decides against you. In DigiPix Flow that covers schools and colleges alike: ad, website and front-desk enquiries in one list, routing by grade or programme, clocks on the first call, campus visits with reminders, and reports by source for the season.
Is this a CRM for schools or a CRM for colleges?
Both, because the admissions work has the same shape: an enquiry arrives, someone calls, the family visits, and an offer is accepted or declined. A school usually routes by grade and a college by programme or department, using lead sources and tags. The difference lies in how you name your sources, fields and stages, not in the product.
How is this different from the coaching institute setup?
A coaching institute fills batches several times a year and keeps students warm between them with nurture sequences. A school or college admissions office works one main season, sees far more walk-ins and campus tours, and talks mostly to parents. DigiPix Flow is the same product in both cases; this page shows it set up for an admissions office.
What happens to an enquiry taken at the front desk?
Reception adds it as a new lead from the web or mobile app, picks a source such as Walk-in and chooses the admissions officer who should own it. It is checked for duplicates like any other enquiry, and from then on it sits in the same list, queues and reports as the enquiries that came in online.
Two siblings share a parent's phone number. Is that a problem?
No. Each new enquiry's email and phone are compared with existing leads, so a second child enquired about from the same number is flagged as a possible duplicate. Nothing is merged automatically: an officer looks at the flag and, for siblings, dismisses it and keeps both enquiries.
Can we invite everyone who enquired to an open day?
Yes. Build a segment, for example every lead with the source Grade 11 Science created since November, and send it an email, WhatsApp message or SMS. Before sending you see how many members can be reached on that channel, and the message goes to up to 500 members who have agreed to be contacted.
Can we record the grade, programme and academic year on each enquiry?
Yes. Add lead custom fields such as a Grade select field, a Programme field and an Academic year field. Answers to those questions on a Meta lead form can be mapped straight into them, and officers fill in the rest during the first call. Enquiries from website forms and CSV files fill the standard fields, such as source and tags, and not your custom ones.
What happens once a student is admitted?
DigiPix Flow's part ends with the admission decision: the deal is marked won and counts in your reports. From then on the student's day-to-day records belong in the systems your school or college already runs, which DigiPix Flow does not replace or connect to.
Do texts to parents follow the DLT rules?
Every SMS to an Indian number is checked against the DLT templates you have registered, and you can have DigiPix Flow refuse anything that matches none. Sales and marketing texts also need the parent's consent for SMS, and a STOP reply records the opt-out and adds the number to do-not-contact.
Something we haven't covered? Talk to an expert
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Give every admission enquiry an officer, a call back and a campus visit
Talk to an expert — bring this season's enquiry sources and see them routed to the right admissions desk.
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- Bring this season's enquiry sources
- See them reach the right desk