Education
Admissions CRM for coaching institutes, schools, colleges and study-abroad consultants
For admission teams that get most of the year’s enquiries in a few weeks and cannot call them all back in time. DueDoor answers every enquiry on WhatsApp, assigns a counsellor, books the demo class or campus visit, and keeps reminding until fees and documents are in.
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Updated 18 September 2026
What goes wrong in admission season
Admissions are not spread evenly across the year. They arrive after board results, before a new batch starts, and ahead of each intake. That is when the gaps show.
- The 10 pm fee question. A parent asks the fee for the JEE batch on your Instagram ad after dinner. The counsellor replies at noon the next day. The family attended another institute’s demo class that morning.
- Each counsellor keeps their own list. Leads live in personal WhatsApp chats and notebooks. When a counsellor leaves in the middle of the season, their leads go cold with them.
- Demo classes are booked but not attended. Nobody sends the address, the time or a reminder on the morning of the class.
- Documents and fees are chased one call at a time. Marksheets, transfer certificates, photographs and the second instalment all depend on someone remembering to call.
- Parents and students ask the same ten questions. Batch timings, hostel, scholarships, fee instalments. Counsellors spend the peak weeks typing the same answers.
- Study-abroad leads have a long gap. A student enquires for next year’s intake, takes the English test, and nobody speaks to them for four months.
How DueDoor handles an enquiry, from first message to demo class
DueDoor is a WhatsApp CRM with an AI agent, AI calling and automations in one workspace. It is not a school ERP or an LMS: attendance, marks and timetables stay where they are. DueDoor handles the enquiry and admission journey.
- Every enquiry lands in one pipeline. Meta and Google Ads lead forms, website forms, WhatsApp messages and imported fair or seminar lists come into one place. Duplicate-safe phone matching stops the same parent becoming three leads.
- The AI replies at once, in English or Hindi. The WhatsApp AI agent answers course, batch, fee and hostel questions from your prospectus, fee structure and FAQ, and shares the brochure. It asks your qualifying questions: class, target exam or course, preferred centre, start date.
- A counsellor is assigned. An automation assigns the lead by course or centre, notifies the counsellor and creates a task. Managers see every lead and its owner in the pipeline.
- Unanswered leads get an AI call. The AI voice agent calls enquiries that did not reply, asks the same questions, and saves the recording, transcript, summary and outcome on the lead. In peak weeks, a calling campaign can work through a whole list with a set number of calls at once.
- The demo class or campus visit is booked. The parent or student picks a slot from a booking link and gets a WhatsApp confirmation and a reminder before it.
- Admission, fee and document follow-up runs on stages. When the counsellor moves the lead forward, the next reminder starts on its own.
Automations admission teams use
New enquiry
Trigger: new lead. Message: “Thanks for your interest. Here is our course brochure. Which class is the student in, and which exam are they preparing for?” Timing: immediately; if no reply in 20 minutes, start an AI call; assign the counsellor by course either way.
Demo class reminder
Trigger: demo class booked. Message: confirmation with date, time, centre address and a map link, then a reminder. Timing: confirmation at once, reminder before the class (the morning of the class works well).
After the demo
Trigger: lead moved to “Demo attended”. Message: the fee structure and instalment options, with an offer to speak to the counsellor. Timing: the same evening; if there is no reply in two days, create a call task. A “Demo missed” stage sends the booking link again instead.
Documents pending
Trigger: lead moved to “Admission confirmed, documents pending”. Message: the list of documents and how to submit them. Timing: at once; a reminder after three days; a counsellor task after a week.
Fee instalment and parent notices
Trigger: a broadcast to an opted-in list, such as parents of one batch. Message: the instalment reminder, a parent-teacher meeting date or a holiday notice. Timing: a few days before each instalment date or event.
Which institutes use it how
| Institute | What matters most |
|---|---|
| Coaching institutes | Speed in results season, demo class bookings, batch-wise fee reminders |
| Schools (K-12) | Campus visit bookings, document collection, notices to opted-in parents |
| Colleges and universities | High volume across programmes, counsellor assignment by programme, AI calling campaigns |
| Study-abroad consultants | Long nurture between intakes, re-qualifying calls before deadlines, one history per student |
If most of your enquiries come from Meta ads, read how to send Facebook lead ads to WhatsApp.
What to set up first
- Collect the current prospectus, fee structure, batch timings, scholarship rules and FAQ. This is the AI’s knowledge base.
- Write the four or five questions your best counsellor asks, for both the AI chat and the AI call.
- Decide assignment: by course, by centre, or in rotation.
- Define stages: New, Contacted, Demo booked, Demo attended, Admission confirmed, Documents pending, Enrolled.
- Get templates approved before the season: enquiry reply, demo confirmation, demo reminder, documents pending.
- Start collecting WhatsApp opt-in from parents at enquiry and admission.
Key point: set this up a few weeks before results or the intake, not during them. Templates need Meta approval and the AI needs a round of testing on real questions.
Frequently asked questions
Can the AI answer parents in Hindi?
Yes. The WhatsApp AI agent and the AI voice agent work in English and Hindi. For other regional languages, ask on the demo.
Is DueDoor a school ERP?
No. DueDoor handles enquiries, admissions follow-up, reminders and parent messages. Attendance, marks, timetables and fee accounting stay in your ERP or LMS.
How do we handle hundreds of enquiries in a week?
The AI agent answers the common questions on WhatsApp at once, AI calling campaigns work through unanswered leads with a set number of calls at a time, and automations assign each lead to a counsellor, so the team spends its time on families who are ready to talk.
Can managers see which counsellor is following up?
Yes. Every lead has an owner, stage, notes, tasks and a full activity history, and roles and access control decide what each counsellor can see.
How much does an admissions CRM from DueDoor cost?
There are three plans (Pro, Business and Enterprise), quoted in writing after the demo based on channels and lead volume. AI calling is priced separately, and Meta’s WhatsApp charges are billed on top through a prepaid wallet. See pricing.
Get ready before the next admission rush
On the demo we build your enquiry flow with your own prospectus and fee structure.