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IndustriesEnkay CRM for coaching institutes
Admissions season is a short window with a lot of enquiries, most of them from parents who are comparing three institutes. Enkay CRM keeps every enquiry, counselling call and demo class on a list with a next date — from first call to admission.
A coaching institute in Kota, or Patna, or Pune's Deccan area, sees admissions arrive in waves: after board results, after entrance results, at the start of a new batch. In a good week there are a hundred enquiries. Parents call, students message on WhatsApp, the website form fills up, and the reception register runs to three pages a day. A month later, the owner wonders why the new batch has 40 students when 300 people enquired.
Most of that gap is not lost to a competitor's better faculty. It is lost to the parent who asked for a callback on Tuesday and did not get one, or the student who attended a demo class and nobody asked how it went. That is the part Enkay CRM, from Enkay Technologies, is built to fix. It is not institute management software, and this page says where it stops.
The enquiry: one list for every channel
Coaching enquiries come through JustDial, your website form, WhatsApp, walk-ins at reception, phone calls, and seminar or school-visit lists. JustDial and the website form push into Enkay CRM on their own. Walk-ins and phone calls are added by hand — a phone number is the only required field, so the receptionist can add one while the parent is still at the desk.
Seminar sign-up sheets can be typed into a spreadsheet, saved as CSV and imported in one go on the Business plan.
Because a lead has one name, a phone and an alternate phone, a sensible pattern is:
- Name: the student
- Phone: the parent, who usually decides and pays
- Alternate phone: the student
- Requirement: class, course, target exam, preferred batch time, school
If the same parent calls twice about the same child, the duplicate check turns the second call into a note on the existing lead instead of a second lead.
The counselling call
The first call is where most institutes are weakest in admissions season, simply because there are too many. Assign each enquiry to a counsellor. The Today screen shows every counsellor their overdue calls first, then today's, then enquiries with no follow-up date at all — which in a busy week is where the most leads quietly die.
After the counselling call, move the lead to Contacted, write what was discussed in the notes ("wants JEE two-year, worried about travel time, father asks about scholarship test") and set the next follow-up. If the parent says "call after results", snooze the follow-up to the day after results.
The demo class
For most institutes the demo class is what converts. Enkay CRM has no timetable, but its pipeline has a Site visit stage, and for a coaching institute that is the visit: the demo class or campus visit. Move the lead there when the demo is booked, and set the follow-up date to the demo day.
The call after the demo is the one that matters most, and the one most often skipped. Set the next follow-up for the same evening or the following morning. Write the student's reaction in the notes; the next person to call will know what the student liked and what worried the parent.
Fee quote, admission and the ones who say no
If you give a written fee structure, you can send it as a quotation from Enkay CRM on WhatsApp, and the parent can open it on their phone. When the parent opens it, Enkay CRM creates a follow-up task — a good moment to ring about scholarships or instalments. Discount negotiations happen in Negotiation.
On admission, mark the lead Won and convert it into a customer with the student's details. If you invoice from Enkay CRM, record the admission fee payment against the invoice, with a UPI link. From there, your existing fees and batch system takes over.
When a student chooses another institute, mark the lead Lost with the reason — fees, distance, batch timing, went to competitor. After one admissions season, the lost-reasons report is the most honest feedback an institute can get.
After the season: the numbers
The reports answer the questions owners usually ask too late. Which source produced admissions, not just enquiries? Which counsellor converts demos best? How long did enquiries wait for a first call during the rush? The dashboard shows median response time for the last 7, 30 or 90 days.
Which pipeline stages you'll use
| Stage | For a coaching institute |
|---|---|
| New | Enquiry received, not yet called |
| Contacted | Counselling call done |
| Qualified | Right course and batch identified; parent is engaged |
| Site visit | Demo class or campus visit booked or attended |
| Quotation | Fee structure sent |
| Negotiation | Scholarship, discount or instalment discussion |
| Won / Lost | Admitted, or reason recorded |
The stage names are fixed; "Site visit" meaning "demo class" is a convention your team agrees on. See the sales pipeline page for how the board works.
What Enkay CRM does not do for coaching institutes
- No fees module: no instalment schedules, fee reminders or dues by student.
- No batches, timetables or attendance.
- No student or parent app, test results or study material.
- No bulk SMS or WhatsApp for admission campaigns, and no reminders outside the app.
- No email field on a lead; emails can be stored once the lead becomes a customer.
Enkay CRM is an admissions tool. If you want admissions and fees in one system built around your institute, talk to Enkay Technologies about custom software.
Frequently asked questions
Can Enkay CRM manage fees, batches and attendance?
No. There is no fees schedule, batch timetable, attendance or student portal. Enkay CRM covers the admissions side — enquiry to enrolment. After admission, your existing institute software or register takes over.
Can I record the admission fee?
Yes, if you raise a GST invoice or receipt from Enkay CRM, you can record the payment against it, with a UPI payment link. Instalment schedules and fee reminders are not supported.
Can counsellors see only their own enquiries?
Yes. Without the “see every lead” permission, a counsellor sees the leads assigned to them and unassigned ones. The team performance report shows conversions by counsellor.
Where do I record the student’s name if the parent enquires?
A lead has one name and a phone number plus an alternate phone. Put the parent’s number as the phone, the student’s number as the alternate, and the student’s name, class and course in the requirement field. There is no email field on a lead.
Can I send demo class reminders automatically?
Not yet. Enkay CRM shows reminders to your staff inside the app; it does not send SMS, email or WhatsApp to students. Use the one-tap WhatsApp button to send the reminder yourself.
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