about
A US-based educational counseling organization, approached us with the goal of automating and optimizing their admission process. Their focus was on creating a seamless experience for students, parents, and counselors by streamlining scheduling, contract management, payment processing, and reporting.
The Challenge
The client faced multiple challenges in managing their admissions and counseling workflow:
- Manual Scheduling Issues: Appointment booking and cancellations required significant administrative effort, leading to inefficiencies.
- Contract Management Delays: The signing process was slow and lacked a digital workflow for contract execution.
- Payment Processing Complexity: Payment generation and tracking were time-consuming, with no automated reminders for pending transactions.
- Time Zone Synchronization Issues: Booking processes had to accommodate students from different time zones, requiring real-time adjustments.
- Limited Reporting Capabilities: The absence of real-time reporting made it difficult for administrators to track student progress and counselor performance.
What EVoluz Did
Evoluz implemented an end-to-end automated workflow using Zoho applications to optimize the admission and counseling process:
- Automated Scheduling and Booking: Designed a student and parent-friendly portal for seamless appointment booking and tracking.
- Integrated Zoho Bookings with customized APIs to adjust time zones based on student location.
- Implemented automated reminders for scheduling and cancellations using Zoho Creator.
- Digital Contract Management: Integrated Zoho Sign with embedded signing capabilities for contract execution.
- Enabled automated contract generation and signing through the admission portal.
- Payment Automation and Reminders: Integrated Stripe with Zoho Books for secure payment processing.
- Configured Zoho Creator workflows to capture and update payment statuses.
- Set up automated payment reminders at predefined intervals via RingCentral SMS and email notifications.
- Real-Time Reporting and Performance Insights: Developed custom dashboards in Zoho Analytics to track student progress, counselor performance, and payment statuses.
- Provided real-time administrative insights for better student management and operational oversight.
The Results
- Automated Scheduling and Cancellations
- Efficient Payment Processing
- Seamless Contract Execution
- Enhanced Data Visibility
Client Benefits
- Tailored Solutions: Every workflow was designed to meet the specific needs of Admission Masters.
- Data Driven Decision Making: Comprehensive reporting empowered administrators to manage the counseling team efficiently.
- User-Friendly Experience: Students and parents could book appointments based on real-time counselor availability, making the process more convenient.
- Operational Efficiency: Automated workflows reduced administrative workload and improved process accuracy.
