Academy template
Xale for coaching and skill academies: batches, fees and follow-ups
Pick Academy at signup and your workspace starts with a three-stage pipeline (Inquiry, Qualify, Enrollment), counsellor and telecaller roles, a follow-up for every role on each enquiry, batch enrolment and track, and a Programs catalogue for your programmes and their variants. Add a deal stage to track each enrolment, with its fees and EMI reminders, as its own deal, let Auto-distribute hand out enquiries, build your own reports in the Custom Report Builder and talk to Xale AI in Malayalam or English.
Updated · By Xale Team
What the academy template includes
stages in the ready pipeline: Inquiry, Qualify and Enrollment
catalogue levels: programmes and their variants
lead sources at signup, including walk-in and referral
Go deeper
The academy pipeline
The three stages a new Academy workspace starts with. Add a deal stage, plus any stages for demos or fees, and each enrolment moves as its own deal.
Inquiry
A New Inquiry status with sub-statuses for website, WhatsApp, social media, landing page, referral and incoming-call enquiries, then contacting attempts, not reachable, interested, or not interested with a reason.
Qualify
Documents pending, a follow-up status for pending decisions and parent discussions, then qualified or not qualified with the reason.
Enrollment
Enrolled (roll number, batch assigned, LMS access given), deferred to the next batch, or dropped.
Built for academy teams
What Xale CRM does for your team, most important first.
A follow-up for every role, on the enquiry, the enrolment and the track
Each role on an enquiry and on each enrolment deal keeps its own follow-up, one per role, split into Overdue, Today and Later, with due reminders on the web, mobile push and the in-app inbox, and managers see the team’s follow-ups by user, branch and role. A Placement or Fee collection track runs beside the pipeline with its own owner per role, its own Due in N days dial and its own follow-up, and track access per role is Manage, Own, Edit, View or Deny.
Automations for enquiry handling and fee chasing
Auto-distribute hands each new enquiry to the least-loaded counsellor in its centre, skipping anyone who already holds more overdue follow-ups than the limit you set, Set / update follow-up dates each role’s follow-up, and approved WhatsApp templates go out from your Wati, Gallabox or UrbanChat account inside business hours or as an after-hours reply. EMI plans remind the deal owner before every instalment is due. Every run is queued after save, logged with a plain-English summary, and failed runs retry automatically. Describe a rule in plain English or Malayalam and Xale AI drafts it in the builder for you to preview and save.
Programmes and variants
Keep your programmes and their variants (levels, formats, timings) in the Programs catalogue. Add a deal stage for enrolments and each enrolment deal links to the variant it is for.
Fees and instalments on each enrolment
With an enrolment deal stage, each enrolment gets a Payments tab: record payments, set up EMI instalment plans with reminders to the deal owner, and send Razorpay payment links that record the payment when paid.
Reports you build yourself
The Custom Report Builder reports on enquiries, enrolment deals, calls, follow-ups, payments and custom-field responses: batch fill by programme variant and month, enquiries by source and centre, fees collected, or demo-to-enrolment as a ratio, shown as a table, chart or KPI tile. Every cell opens the rows behind it, and reports export to CSV or XLSX.
Talk to Xale AI
Start a live voice call in the web CRM and ask Xale AI, in Malayalam by default or English on a click, what is due today, how many enquiries each source brought this month or what each counsellor did today. It answers from your own enquiries, enrolments, follow-ups, calls and team, runs reports with the Custom Report Builder’s measures and draws the chart, and drafts automations into the builder for you to save.
Integrations that matter for academy
- Meta Lead Ads
- WhatsApp Cloud API
- Wati
- Gallabox
- UrbanChat
- Gmail
- Razorpay
- Website forms
Academy · Anonymised setups
Case studies
How academy teams run on this template: the pipeline, who sees what, how calls and WhatsApp reach the lead, and which reports they check, with client names kept private.
Ready to try Xale for academy?
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