Transforming Preschool Admissions with Zoho CRM Automation

Overview

A growing preschool franchise focused on early childhood education

Business Challenge

• Manual lead follow-up delays resulted in lost opportunities
• Lead data was not well-organized for admissions and finance teams
• Lack of lead generation expense tracking impacted budget planning
• Inconsistent ownership and workflows led to onboarding delays

Objective

Streamline lead capture, automate assignment and follow-ups, ensure data-driven engagement, and provide transparency into marketing performance using Zoho CRM.

Solution Architecture – Delivered Using Zoho CRM

Step 1: Centralized Lead Capture

• Leads collected from Facebook Ads, Google Ads, LinkedIn Ads, and website landing pages
• All leads automatically captured in Zoho CRM

Step 2: Smart Lead Assignment and Organized Follow-Up

• Leads assigned to counselors based on inquiry location
• Follow-up tasks and reminders created automatically
• Stages tracked from inquiry to admission

Step 3: Timely Alerts and Escalations

• Reminders triggered if leads not contacted within a defined time
• Escalation alerts sent to managers to ensure accountability

Step 4: Smooth Transition from Pre-Sales to Sales

• Interested leads automatically handed off to admissions team
• New tasks created to assist counselors in moving leads to admission

Step 5: Tracking Marketing Expenses

• Marketing spend tracked monthly
• Cost per admitted student calculated to assess ROI

Step 6: Real-Time Reporting and Dashboards

• Dashboards showing leads by source, status, owner, and industry
• Conversion metrics by source and owner
• Overdue tasks, funnel views, and activity reports by week
• Dashboards tailored for counselors, managers, and leadership
• Included check-in analytics for field engagement

Results Delivered

Conclusion

Elite Tech Global leveraged Zoho CRM's automation, blueprinting, and custom module capabilities to create a powerful admissions pipeline for a preschool franchise. By combining smart workflows, role-based escalations, real-time dashboards, and marketing spend analytics, the franchise achieved:

• Faster response and conversion cycles
• Crystal-clear ownership accountability
• Reliable visibility into performance and cost per acquisition
• Streamlined operations across Sales, Admissions, and Leadership

This solution set a strong digital foundation for scalable and sustainable admissions growth.