Give every course enquiry to the right counsellor in five minutes

Enquiries arrive from forms, messages and imported lists. Rules decide who is eligible, the next free person gets the lead, and a clock starts.

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Give every course enquiry to the right counsellor in five minutes. A YuktiBOS use case.

The problem

What goes wrong without a system.

At a coaching or training institute, enquiries arrive from job portals, campaigns, WhatsApp, webinars and website forms. They land in a shared sheet and the sales team picks leads for themselves, so some are called late and some never.

Junk is another problem. Someone who does not meet a course's entry rules will never enrol, but if the salesperson decides what counts as junk, nobody can check.

How YuktiBOS handles it

5 steps, with a person at every decision.

Import names and capture formsImport an Excel, CSV or ZIP file of names. Duplicates are removed by phone or email. Website forms can create leads straight in the CRM.
Set course rulesAdd each course with its eligibility rules, such as degree stream or citizenship. One click adds a starter set. Ineligible people are never assigned.
Hand over in turnThe next available person on the rota gets the lead. The rota locks while it assigns, so two leads never go to one person.
Start the first-call clockThe counsellor sees a timer, five minutes by default in working hours. Logging the call or email stops it, and a manager is alerted if it runs out.
Work the stages and read one reportMove the lead through stages with checklists and reasons. Everyone reads the same report: hours, calls, emails, follow-ups and speed to lead.

Features and tools used