WhatsApp CRM
A WhatsApp CRM built on the channel parents actually read
Email gets ignored. Calls get missed. WhatsApp gets opened. SCRMAI puts your admission follow-ups, fee reminders, absence alerts and parent conversations on the official WhatsApp Business API — with the whole history inside the CRM instead of on a staff member’s personal phone.
- Two-way WhatsApp Business inbox, shared across your team
- Broadcasts to a batch, a class or a filtered segment
- Meta template submission and approval tracking inside Settings
- AI-suggested replies, approved by a human before sending
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Shared team inbox
Is the Class 9 admission still open? We saw your hoarding near the station.
Yes — 6 seats left in Class 9. Would Saturday 11 AM suit you for a campus visit?AI-suggested · Sent by Meena
Saturday works. Please send the fee structure also.
Booked for Saturday 11 AM. Fee structure attached — total ₹64,800, payable in 3 installments.Delivered · Campus visit added to pipeline
The problem with how it works today
Right now, your parent relationships live on staff phones
The counsellor talks to parents on their personal WhatsApp. So does the front desk. So, occasionally, does the principal. Nobody else can see those conversations, nothing is searchable, and when that counsellor leaves, the relationship history leaves with them.
Moving to the official WhatsApp Business API fixes the ownership problem and unlocks the things a personal number cannot legitimately do — broadcasts, automated reminders and templates — without risking the number being blocked.
What you can do
WhatsApp, running as infrastructure
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Shared two-way inbox
Every parent conversation in one place, assignable to a counsellor, visible to whoever needs it, and permanently attached to the lead or student record.
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Broadcasts to any segment
Send a fee deadline, a schedule change or a result announcement to a whole batch, a class or a filtered list — with AI drafting the message if you want it to.
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Real Meta template management
Submit templates to Meta for approval and track their status without leaving SCRMAI. This is the part most tools leave you to figure out alone.
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Automated sequences
Three-touch follow-up on cold enquiries, fee due and overdue reminders, and instant absence alerts to parents — all on WhatsApp, all without staff action.
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AI reply suggestions
The inbox proposes a reply in context. Your counsellor edits or approves it, so responses are fast without being automated at the parent.
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SMS and email fallback
Twilio SMS and email are available as alternate channels for parents who do not use WhatsApp, configured per message type.
The two highest-value automations
Where this pays for itself
Absence alerts
The parent finds out today, not on Friday
When a student is marked absent, the parent gets a WhatsApp message immediately. This sounds small. It is the single most effective attendance intervention most institutes can deploy, because the habit that becomes a drop-out is formed in the first two weeks of slipping.
- Sent the moment attendance is marked
- Works for both school classes and coaching batches
- Feeds the drop-risk signal automatically
- No staff member has to make the call
WhatsApp Business
Sunrise Public School: Aarav (Class 9-B) was marked absent for today’s morning session. Please reply if this was planned.Automated · 09:42 AM
He is unwell today. Will send a note tomorrow.
Noted, thank you. Get well soon to Aarav.AI-suggested · Sent by front desk
Fee reminders
Chase the money without spending a week on the phone
Due and overdue fee reminders go out automatically on WhatsApp, SMS and email, each carrying a payment link. Parents pay by UPI from the message. Your staff spend the first week of the month on admissions instead of on reminder calls.
- Automatic due and overdue reminders per installment
- Razorpay payment link inside the message
- GST-compliant receipt issued automatically on payment
- Escalation visible in the fee dashboard
Fee cycle — sample view
- Reminders sent this month412
- Paid from the message link287
- Still overdue38
- Staff calls needed38
- Receipts auto-issued287
FAQ
Frequently asked questions
Does this use the official WhatsApp Business API?
Yes — the Meta WhatsApp Cloud API. That matters: unofficial gateways and personal-number automation risk having your number blocked, which for an institute mid-admission-season is a serious problem. SCRMAI also builds Meta template submission and approval tracking into Settings, so you manage the compliance part in one place.
Do we need our own WhatsApp Business account?
Yes. You connect your own Meta WhatsApp Business account, so the number, the display name and the relationship with parents belong to your institute rather than to us.
What are message templates and why do they matter?
Meta requires pre-approved templates for messages an institute initiates outside a 24-hour reply window — which covers most fee reminders, absence alerts and follow-ups. SCRMAI lets you write templates, submit them to Meta and track approval status without leaving the product.
Can parents reply, and where do the replies go?
Yes. Replies land in the shared two-way inbox attached to that parent’s lead or student record, and can be assigned to a specific counsellor. Nothing lands on a personal phone.
What about parents who do not use WhatsApp?
SMS via Twilio and email are available as alternate channels, configurable per message type, so the same reminder can go out by SMS to the families who need it that way.
Get your parent conversations off personal phones.
Start a 14-day free trial and connect your WhatsApp Business account in minutes.