How Jain University's admissions team brings every enquiry into one pipeline

The team

This is the admissions office at Jain University's Kochi campus. Telecallers make the first call on every enquiry, counsellors take interested students through programme choice, eligibility and fees, and a manager watches the whole funnel for campus leadership.

Enquiries arrive from several directions at once: the campus website's form, form responses collected in a spreadsheet, Meta lead ads during admission campaigns, walk-ins and referrals.

What they needed

• One place for every enquiry. Website submissions, spreadsheet rows and Meta leads had to land as leads without anyone copying them across.
• Every form answer on the lead. Students and parents prefer WhatsApp, so the number typed into a form had to reach the lead along with the student's qualification and the programme they asked about.
• Clear ownership. Telecallers call new enquiries and counsellors own interested students, each seeing their own work.
• Each programme choice on its own. A student may weigh more than one programme, so each choice needed its own stage, owner and payments.

One pipeline for every channel

The campus website posts every submission to Xale's website connector, protected by an API key. We mapped the form's fields to the lead with the no-code field mapper and tested the mapping on a sample submission before switching it on. The spreadsheet responses post to the same endpoint through a small script on the sheet, so both channels follow one set of rules.

For admission campaigns, the campus's Meta Page and ad account are connected. Leads arrive with their campaign and form, and every form question lands in a field. Selector fields for current qualification and programme of interest fill from those answers, so the team can filter the lead list, and the reports, by either one.

How the team works

A telecaller starts on the dashboard, with follow-ups split into Overdue, Today and Later. Each call ends with a status and the next follow-up date. Once a counsellor picks up a student, they keep their own follow-up without disturbing the telecaller's, and due follow-ups reach them as a browser popup, a mobile push and an inbox alert.

When a student settles on a programme, that programme's deal moves on with its own stage, owner and payments, while the student's other choices stay where they are. When a student enquires again, the enquiry is logged on the original lead and the people working that lead are alerted, instead of a duplicate starting from zero.

The manager works from reports: which sources bring enquiries, how far those enquiries get, and which programmes they end up in. Any number opens the list of students behind it, and each person sees only what their role allows.