Language School CRM
The trial lesson ends, the student says "let me think about it", and if nobody gets back to them the decision goes to another course within a few days; meanwhile the level and exam date of existing students are kept on separate lists.
The person who comes to a trial lesson is a candidate record; the 24, 48 and 72 hour follow-up steps are tasks attached to that record. Level and target exam date sit as fields on the same card.
- Follow up a student who has come to a trial lesson with 24-48-72 hour steps over WhatsApp, e-mail and SMS
- Track level progression from A1 to C2, level-up tests and achievement reports
- Set up a countdown against the TOEFL/IELTS target date and see mock test results and weak topics on one screen
- Manage online lessons on the same calendar as the face-to-face lessons at the branch; the meeting link sits in a field on the lesson record
- Draw up upper-course lists from existing students' level and course history fields; tie the offer message to that list with a rule
| Trial Lesson and Enrolment Conversion | The person who comes to a trial lesson is a candidate record; the 24, 48 and 72 hour follow-up steps are dated tasks attached to that record and are sent over WhatsApp, e-mail or SMS. |
|---|---|
| Level Tracking | The student's A1-C2 level is a field on the student record; the result of the level-up test is written into the same field, and the progress report comes out of that field. |
| TOEFL/IELTS Exam Tracking | The target exam date is a field on the student record; reminder tasks at 3, 2 and 1 month before are tied to that date, and mock test results and weak topics accumulate on the same card. |
| Online and Face-to-Face Hybrid Management | A lesson is a record in the CRM; the meeting link for an online lesson is written into a field on the record and sits on the same calendar as the branch-based face-to-face lessons. We build the connection to video lesson tools ourselves; there is no out-of-the-box module. |
| Conversation Club and Upselling | The conversation club, private lessons and the intensive course are each a quote item; students who are a fit drop into a list according to their level and course history fields. |
| Bring a Friend Programme | The referring and the referred student are kept in two separate fields on the same record; bonus tracking is read from that link and the offer task is opened from that list. |
| Level Completion Certificate Record | The certificate of a student who has completed a level is a certificate record attached to the student record; the level, the issue date and the document number sit in fields, and certificates not yet handed over stay open on the list. |
At a language course the sale does not close in a single moment; someone researching courses sits in on the trial lessons of three schools in the same week and makes their decision within one to four weeks. While the front desk deals with that day's visitors, last week's list goes stale by itself - nobody deliberately gave up.
Rapitek CRM treats the trial lesson as the opening of a record, not its closing: the follow-up steps are opened as date-bound tasks, and the answers that come in accumulate on the same card. A student who enrols carries on living on that card too - because their level, their target exam date and their course history sit in fields, students suited to a new course package are filtered out of those fields and drop into a list.
Frequently asked questions
Why is a CRM critical for language schools?
In education sales the decision process is 1-4 weeks. If you do not follow up regularly with the person who came to the trial lesson during that time, you lose them. A CRM is also essential for selling upper courses to existing students and for the referral programme.
How does TOEFL/IELTS student tracking work?
Every student's target exam date is a field on the record. Reminder tasks at 3, 2 and 1 month before the exam are tied to that date; mock test results and weak topics accumulate on the same card.
Is there placement test integration?
We build the connection to online placement test tools ourselves; there is no out-of-the-box module. The connection is built specific to the project over our REST API covering 183 business objects, OAuth2, webhooks and import/export; its scope and fee are shared in writing in the discovery call. As long as the connection is not built, the test results are entered with an import file or by hand; the student's level, target exam and recommended course package are still kept on the student record, and the next-step reminders are generated from there.
How do you manage online and face-to-face lessons?
We build the connection to Zoom, Google Meet or another video lesson tool on request; there is no out-of-the-box module. A lesson is a record in the CRM: the meeting link for the online lesson is written into a field on the lesson record, it appears on the same calendar as the face-to-face lessons at the branch, and attendance is written onto the student record. If you want a connection with the meeting tool, it is built specific to the project over our REST API, OAuth2 and webhooks; its scope and fee are shared in writing in the discovery call.
How is an upper-course offer taken to an existing student?
The student's level, target exam and course history are fields on the record; students suited to the conversation club, private lessons or the intensive course are filtered on those fields and drop into a list. During setup you tie to a rule when and through which channel the offer message goes to that list.
How long does setup take for language schools?
After the discovery call we give you a date, not a range - how many fields, how many stages and how many reports your language school process needs becomes clear in that call. We migrate your existing student data ourselves; the scope of the migration and its fee, if any, are worked out in the same call and shared in writing.
Can more than one person use the same WhatsApp number for language schools?
Yes. We connect your own Meta WhatsApp Business account to the CRM; your team replies from a single business number and every message appears in the team inbox. Conversations are assigned according to the rule you define. Managers can monitor conversations and response times. Even if staff change, the message history stays in the CRM. Meta bills you directly - we do not sell message packages or credits.
