For Coaching Institutes
A CRM for coaching institutes that works the 9 PM enquiry
Your enquiries arrive when your office is closed, your funnel bends around the demo class, and your fees arrive in installments. SCRMAI is built for all three — with an AI voice agent that calls the late enquiry before a competitor does.
- AI voice agent calls new enquiries at any hour, in your language
- Demo-class stage built into the pipeline, with automatic follow-up
- Batch capacity limits with automatic waitlist promotion
- Installment fee plans, test scores and drop-risk in one system
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
What makes coaching different
The demo class is the whole funnel
A coaching institute does not convert on a brochure; it converts on a demo class and on the days immediately after one. That makes two moments disproportionately valuable: getting the student into the demo, and following up while the impression is still fresh.
Both are timing problems. Both are exactly what a CRM with automated calling and follow-up is good at.
Built for coaching
The features that carry your admission cycle
-
AI voice agent
Calls new enquiries within minutes, at any hour, in Hindi, Tamil, Telugu or Marathi — and books the demo class directly into the pipeline mid-call.
The voice agent -
Demo-class pipeline
New → Contacted → Demo → Admitted, with automatic three-touch follow-up on students who attended a demo and have not yet enrolled.
Admission CRM -
Batch capacity and waitlists
Hard seat limits per batch so counsellors cannot oversell, with automatic promotion from the waitlist when a seat frees up.
Batches and students -
Installment fee plans
Define installment schedules, apply discount codes, collect each installment by UPI, and let automated reminders chase the overdue ones.
Fees and payments -
Test scores and pass rates
Record scores per batch, track pass rates and performance trends, and feed them into drop-risk and parent reports.
Exams and attendance -
Batch-wide WhatsApp broadcasts
Test schedule changes, result announcements and fee deadlines to a whole batch, with AI drafting the message if you want.
WhatsApp CRM
The evening enquiry
Called at 9:16 PM, demo booked by 9:21
A Facebook Lead Ad enquiry arrives at 9:14 PM. It is deduplicated, scored and handed to the AI voice agent, which calls two minutes later in Hindi, answers the fee and timing questions, and books Saturday 11 AM. By Monday your counsellor is not cold-calling a stranger; they are confirming an appointment with a parent whose questions are already on the record.
- Outbound calling around the clock, including weekends
- Demo bookings land in the pipeline and on Google Calendar
- Full transcript stored on the lead for the counsellor
- Manual "Call Now" for working an old enquiry list in bulk
Tuesday evening
- 9:14 PMEnquiry received
- 9:16 PMAI call placed — Hindi
- 9:19 PMFees and timings answered
- 9:21 PMDemo booked — Sat 11 AM
- Monday 9 AMCounsellor has the transcript
After the demo
Work the students who did not say no
Demo attendees who went quiet are the most convertible and least worked group in a coaching funnel. The automated sequence keeps you in the conversation, and the AI score tells you which of them deserve a personal call from a senior counsellor.
- Automatic three-touch WhatsApp and SMS drip
- AI scoring to pick out the genuinely undecided
- Two-way inbox so replies reach a human quickly
- Objection reasons captured rather than lost
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
FAQ
Frequently asked questions
Which coaching formats does this suit?
Test-prep centres (NEET, JEE, UPSC, CA, CLAT, banking), school-subject tuition centres, and language and skill coaching. The shared requirements — demo classes, batches with seat limits, installment fees, test scores and parent communication — are all modelled natively.
Can the AI agent handle calls in our local language?
Hindi, Tamil, Telugu and Marathi are commonly configured, and other languages can be set up. You pick the language per institute, so the call a parent receives is in the language they speak at home.
How do we stop counsellors overselling a full batch?
Set a capacity limit on the batch. Once it is reached, further admissions go to a waitlist rather than into the batch, and the next student is promoted automatically when a seat frees up.
Can we run this across several branches?
Yes. Batches, staff and courses are organised per branch, and analytics can be read per branch or across the institute. Multi-branch centres usually sit on Business for unlimited team members and fully configurable roles.
What would a small centre pay?
A single centre starts at ₹999/month on Starter (500 leads, 3 team members, no AI). Institutes that want the AI voice agent and lead scoring — which is most of the reason to choose SCRMAI — are on Professional at ₹2,499/month plus prepaid AI credits from ₹499.
Be the institute that called back in three minutes.
Start a 14-day free trial and put the AI agent on your evening enquiries.