Coaching Institute CRM
The CRM built for coaching institutes, not adapted for them
Demo classes, batch seat limits, installment fees, test scores and parents who decide on WhatsApp. SCRMAI models how a coaching institute actually runs — and puts an AI voice agent on your new enquiries so none of them go cold.
- Pipeline built around the demo class, not a generic sales stage
- Batch capacity limits with automatic waitlist promotion
- AI voice agent calls new enquiries in Hindi, Tamil, Telugu or Marathi
- Test scores, attendance and fees joined into one drop-risk signal
14-day free trial · No credit card required · Cancel anytime
New Enquiry2
Aarav Sharma
AI score 82
Diya Nair
AI score 64
Contacted1
Kabir Mehta
AI score 71
Demo Booked1
Ishita Rao
AI score 91
Admitted1
Vivaan Gupta
AI score 100
Demo booked for Saturday, 11:00 AM · Hindi
Why a coaching institute is different
Your funnel has a demo class in the middle of it
A coaching institute does not sell on a brochure. It sells on a demo class — which means the whole funnel bends around getting a student into that room, and then converting them within days while the impression is fresh.
SCRMAI’s pipeline is shaped for exactly that: New → Contacted → Demo → Admitted. The AI voice agent can book the demo mid-call. The drip sequence chases the students who attended but did not enrol. And batch capacity limits stop you from promising seats you do not have.
The real problems
What actually costs a coaching institute admissions
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Enquiries arrive at 9 PM and get called at 11 AM
Parents research coaching at night. By the time anyone calls back the next morning, three competitors have already spoken to them. Speed of first contact decides a surprising share of admissions.
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Demo attendees are never chased properly
A student attends the demo, says they will confirm, and nobody follows up on day three, day seven and day fourteen. This is the single most convertible group in your pipeline and it is usually the least worked.
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Batches are oversold or half empty
Without a hard capacity limit and a waitlist, counsellors promise seats in a full batch and leave the next batch running at 40% occupancy.
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Students drop out mid-course, silently
Attendance slips, test scores fall, the next installment is late. Each signal sits in a different register, so the pattern is only obvious after the student has already gone.
Built for coaching
Features that map to how you run your centre
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AI voice agent on new enquiries
A 9 PM enquiry gets an AI call straight away, in the parent’s language, and the agent can book a demo class directly into the pipeline mid-conversation. Full transcripts on every lead.
AI admission assistant -
Demo-class pipeline
New → Contacted → Demo → Admitted, in Kanban or list view, with automatic follow-up on anyone who attended a demo and has not yet enrolled.
Admission CRM -
Batch capacity and waitlists
Set a seat limit per batch. When it fills, new admissions go to a waitlist and get promoted automatically the moment a seat frees up.
Batches and students -
Test scores and pass rates
Record exam scores per batch, track pass rates and performance trends, and feed that straight into drop-risk and parent progress reports.
Exams and attendance -
Installment fee plans
Coaching fees rarely arrive in one payment. Set up installment plans and discount codes, collect via UPI or card, and let automated reminders chase the overdue ones.
Fees and payments -
WhatsApp broadcasts to a batch
Send a test schedule change, a fee deadline or a result announcement to an entire batch on WhatsApp, with AI drafting the message if you want it to.
WhatsApp CRM
Two moments that decide your season
Speed at the top, follow-up in the middle
The first ten minutes
Call the enquiry before your competitor does
A new enquiry from your website or a Facebook ad can be called by the AI voice agent within minutes of arriving, at any hour, in the language the family speaks. If the parent is interested, the agent books the demo class into your pipeline during the call. If they are not, you have a transcript explaining why, instead of an unexplained dead lead.
- Automatic outbound call on new enquiries, around the clock
- Hindi, Tamil, Telugu, Marathi or any language you configure
- Books demo classes directly into the pipeline mid-call
- Manual "Call Now" option when a counsellor wants the AI to try first
- Full call transcript stored on the lead record
A real sequence, end to end
- Enquiry received9:14 PM
- AI call placed9:16 PM
- LanguageHindi
- OutcomeDemo booked
- Demo slotSat 11:00 AM
- TranscriptOn lead record
The middle of the funnel
Work the demo attendees who did not say no
Students who attended a demo and went quiet are not lost — they are undecided. A three-touch WhatsApp and SMS sequence keeps your institute in the conversation without a counsellor having to remember each one individually.
- Automatic 3-touch drip on any enquiry that goes cold
- AI lead scoring surfaces the undecided ones worth a personal call
- Two-way WhatsApp inbox so replies come back into the CRM
- AI-suggested replies, approved by your counsellor before sending
WhatsApp Business
Hi Mr. Kulkarni — hope Kabir enjoyed Saturday’s Physics demo. The NEET morning batch has 4 seats left before we close it.Drip touch 2 of 3 · Delivered
He liked it. Fees are the issue — can it be split?
Yes — 3 installments across the year, first one at admission. Shall I hold a seat for 48 hours?AI-suggested · Sent by Anil
Rollout
From sign-up to a working pipeline
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01
Import your enquiry list
Bring in the leads sitting in Excel and on staff phones. Duplicate detection merges the repeats.
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02
Set up batches and fees
Create batches with seat limits, assign teachers, and define installment plans and discount codes.
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03
Connect WhatsApp and the voice agent
Link your Meta WhatsApp Business account, then configure the AI voice agent language and demo-booking slots.
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04
Let it run the follow-up
New enquiries get called and chased automatically. Your counsellors spend their day on the ones who are ready to enrol.
FAQ
Frequently asked questions
Which kinds of coaching institutes is this built for?
Test-prep centres (NEET, JEE, UPSC, CA, CLAT, banking), school-subject tuition centres, and language and skill coaching. The common requirements — demo classes, batches with seat limits, installment fees, test scores and parent communication — are all modelled natively.
Can the AI voice agent really book a demo class?
Yes. The agent calls the enquiry, has the conversation in the configured language, and can book a demo class directly into the pipeline during the call. The booking appears in your pipeline like any other, and the full call transcript is stored on the lead so a counsellor can pick up the context.
What happens when a batch is full?
You set a capacity limit per batch. Once it is reached, further admissions go onto a waitlist rather than being quietly oversold, and when a seat frees up the next student on the waitlist is promoted automatically.
Do you handle installment fees?
Yes — this is the normal case for coaching, not an edge case. Define installment plans, apply discount codes, collect each installment online via Razorpay, issue GST-compliant receipts, and let automated WhatsApp, SMS and email reminders chase the due and overdue ones.
How does it warn us about drop-outs?
SCRMAI reads attendance, exam performance and fee history together and flags students whose pattern suggests they are drifting, with a plain-English reason. That gives you a window to call the parent while the student is still enrolled, rather than finding out at the next fee cycle.
We have several branches. Does that work?
Yes. Organise batches, staff and courses per branch, and read analytics either per branch or across the institute. Multi-branch centres usually sit on the Business plan for the unlimited team members and fully configurable role permissions.
Your 9 PM enquiry deserves a 9:16 PM call.
Start your 14-day free trial and let the AI work the top of your funnel.