Case study · SingaporeEdusphere College of Management and Technology
One admissions system, from first ad click to enrolled student
Edusphere recruits students through social media ads, its website and organic content. We implemented Zoho CRM, Zoho Creator and Zoho Books as one connected admissions-to-fees system: every enquiry captured with its source, counselled through a defined pipeline, enrolled with generated contracts, and billed on a payment timeline that sends its own reminders.
The brief
What Edusphere needed
A college’s enquiries arrive from everywhere at once — a lead form on a social media ad, a form on the website, a message after someone reads a post. When those land in different inboxes, counsellors call late or twice, and nobody can say which channel actually produces students.
Enrolment adds its own weight. Every new student needs a contract and policy documents that are correct and current, and once enrolled, fees are often paid on a schedule that someone has to track and chase.
The system had to
- Every lead from ads, website and content in one place, tagged by source
- A clear counselling pipeline from first call to registration
- Student contracts and policy documents without retyping
- A payment timeline per student, with reminders sent automatically
How it flows
From the first touch to the final number
Three Zoho apps and one record per student, carried from the first enquiry through to fees.
- Zoho CRM
- Zoho Creator
- Zoho Books
- Outside Zoho
- 01
Social ads · Website · Content
Enquiry comes in
Lead forms on social media ads, website enquiry forms and organic content all feed Zoho CRM directly.
- 02
Zoho CRM
Lead captured and tagged
The lead is created with its source recorded, so marketing can be judged by the students it brings in, not by clicks.
- 03
Zoho CRM
Counsellor takes over
The lead is assigned to a counsellor, who works it through defined counselling stages with calls, notes and follow-ups logged.
- 04
Zoho CRM
Student registers
When the student decides, the counsellor moves them to registration — the handover from admissions to enrolment.
- 05
Zoho Creator
Contract and policies generated
Zoho Creator produces the student contract and policy documents from the registration details, on the college’s approved templates.
- 06
Zoho Books
Payment timeline set
The student’s fee schedule goes into Zoho Books, with every payment and its due date on record.
- 07
Zoho Books
Reminders go out
Zoho Books reminds students about payments automatically, and finance can see who has paid and what is outstanding.
What we built
App by app, the implementation
What was configured, automated and connected in each part of the system.
Admissions pipeline
- Lead capture from social media ad forms, website forms and organic content
- Lead source recorded on every record
- Counselling stages from first contact to registration
- Counsellor assignment with follow-up tasks and call notes
- Pipeline and source reports for the admissions team
Enrolment documents
- An enrolment app built on the registration data from CRM
- A student contract generated for each student from approved templates
- Policy documents issued with the contract for every new enrolment
- Every student’s enrolment paperwork kept in one place
Fees and reminders
- A payment timeline for each student, with amounts and due dates
- Automated payment reminders to students
- Received and outstanding fees visible to finance at any time
What changed
What the team runs on now
Every enquiry in one place
Ad, website and content leads land in the same CRM, each with its source attached.
Counselling with a process
Counsellors work one shared pipeline, so every lead has an owner and a next step.
Paperwork generated, not typed
Contracts and policy documents come from registration data, the same way for every student.
Fees that chase themselves
Payment timelines and reminders run from Zoho Books, and finance sees what is outstanding without a spreadsheet.
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