Private School CRM
During the enrolment season the gap between the number of interested parents and the number of pupils who actually enrol cannot be measured; because nobody knows who dropped out of the process at which step, the same loss repeats the following year.
The parent who comes on a school tour is attached to one file together with the source; the document status, the payment plan and the bus stop stay in fields on the same file after enrolment.
- Bring the parents who come on a school tour and those who ask for information together in a single list and follow them step by step until they turn into an enrolment
- Keep the online enrolment forms, the document completion status and the payment plans in the same parent file
- Filter by class, form or custom groups and send bulk or individual SMS, e-mail and WhatsApp messages
- Build an alumni database and win new enrolments through referral programmes
- Open the school's single WhatsApp number to the whole enrolment team; have conversations assigned according to the rule you define, and the message history stay even when staff change
| Prospective Parent Tracking | A school tour and a request for information are each a lead record; the source sits in a field, and it moves through its stages until it turns into an enrolment. |
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| Enrolment File | The entry coming from the application form can be defined to drop straight into the parent file; the document status and the payment plan sit in fields on the same file. |
| Parent Communication Centre | The class and the form are fields on the parent record; a bulk send goes to the list filtered by those fields, and the send is written to the card. |
| Alumni and Referrals | An alumnus record is not deleted, its status changes; because a candidate who arrives on a referral shows the alumnus in the source field, the chain can be followed. |
| Bus Route and Stop Record | The bus the pupil takes, the stop and the drop-off time are fields on the pupil record; a change of route is entered from that field, and the new stop drops as a task to the person responsible for the buses. |
In a private school the enrolment calendar opens once a year. A family that comes on a school tour in March enrols in September; in the months in between, every contact made with the parent — a second tour, the scholarship meeting, a missing document, a question about instalments — stays in a different person's notebook. Because nobody knows whether a second call was made after the tour, when a place stays empty the reason cannot be worked out afterwards.
Rapitek CRM attaches the prospective parent to a single record together with the source of the first contact, and the same file continues after enrolment as well. Because alumni records are not lost, the referral programme is still working years later. We configure the setup around the school's own enrolment flow; after the discovery call we give you a date, not a range.
