How does the Acavya admissions CRM take an enquiry to an admission?

Who is it for, and what hurts today?

• Front office and admission counsellor: the same 100 questions every day, a paper enquiry register, lost follow-ups and certificates typed again. The CRM keeps one timeline per lead and an AI bot answers the routine questions from your own knowledge base.
• Coaching telecaller: leads arrive from Meta ads, JustDial, walk-ins and friends, and the same phone number is entered three times. Acavya de-duplicates by phone and assigns round-robin.
• Owner or director: you cannot see which source or which counsellor actually converts. A source and counsellor view shows it.
• Parent: one family often enquires for two children. Acavya links the siblings instead of creating a second family.

What can it do?

• Available now: Public enquiry form on your institute page, WhatsApp click-to-chat with a pre-filled code, manual entry, CSV upload and de-duplication by phone.
• Available now: A configurable pipeline (default New, Contacted, Visited or Demo, Test, Offer, Admitted or Lost with a reason), round-robin or rule-based owners, follow-up reminders and an activity timeline.
• Available now: Click-to-call with an outcome prompt, WhatsApp templates, marketing consent and DND status per lead. Promotional calls follow the TRAI rule and are tracked; there is no auto-dialler.
• Available now: A form builder with a document checklist and fee, online submission with OTP, then entrance or scholarship tests linked to the test engine.
• Available now: Offers with a fee quote, concessions and a scholarship slab, a valid-until date, accept and pay. Acceptance creates the student record and allocates the admission number.
• Available now: A seat matrix per class or course, an RTE 25% quota for entry classes with lottery-list import, a zero-fee plan for RTE students and a waitlist.
• Available now: Age checks from your rule pack: coaching age at least 16 or a secondary exam passed, with an override that needs a reason and the owner approval; age-for-class rules for schools.
• Available now: Publicity consent recorded before any topper name or photo is used.
• Available now: Campaign and source ROI, referral tracking, counsellor scorecards, an admission dashboard and Exotel or Knowlarity click-to-call with your own provider account.

What does the AI do here, and who approves it?

• An admissions and FAQ bot on the web and WhatsApp answers only from your institute knowledge base, captures the lead and hands over to a person. It is the exception that replies without a prior approval, so every reply is logged and reviewable.
• Document OCR pre-fills the form from a birth certificate, TC or marksheet and a person confirms every field. Aadhaar images are never sent to a model.
• A lead score starts as simple rules, and call-note summaries are drafts for the counsellor.

How does it work?

Does it work in Hindi, offline and on WhatsApp?

• The enquiry form and the parent messages work in Hindi and English, and the form is built for a phone browser.
• WhatsApp click-to-chat carries a code so the lead is recognised when the parent writes.
• The front-office screens are installable as a PWA and work on a basic office PC; enquiry capture needs a connection, because it checks phone numbers against your existing leads.

What can it not do?

• There is no auto-dialler in version 1. Calling stays a human task.
• Meta and Google lead-ad webhooks need your own ad accounts connected; without them, upload the lead file as CSV.
• Acavya does not guarantee ranks or results in any message it helps you write, and it will not do so on your behalf.
• OCR can misread. It never writes a record without a person confirming it.