Late-night enquiries die overnight
Parents WhatsApp at 10 pm after kids go to bed. Students DM after school. By morning, they've already booked a free demo with the next institute.
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Coaching & education
Qualify student leads — while you sleep.
Parents enquire at 10 pm. Students send DMs after coaching ends. By morning they've already booked a counselling call with the next institute. BotSync answers in seconds, asks the right questions, and books a counsellor with the lead ready — 24/7.
Qualifies class / target / board24/7 in Hindi / EnglishBooks a counsellor in-chat
Replied at 10:42 pm
app.botsync.in/inbox · Mrs. Sharma
Hi, my son is in class 11. We want to start JEE coaching from June. What's the fee and which batches do you have?
Mrs. Sharma · 22:41
Aurora replied at 10:42 pm
3 sourcesHi! For class 11 JEE starting June, we have the 2-year Foundation batch (₹1,80,000/year) and Crash + 1-year (₹2,10,000). To suggest the right one — is your son targeting JEE 2026, and is he in PCM stream?
JEE 2-yearCrash + 1yrSource-cited
Stage → QualifyingParent enquiry · son in class 11
Used by coaching institutes and ed-tech across JEE · NEET · UPSC · CAT · IELTS · CA · GATE — and study-abroad consultants, colleges, professional certs
Why coaching CRMs fail
The decision happens between 9 pm and 11 pm
Parents compare 3-4 institutes in one evening. The one that replies in 60 seconds with real fee numbers wins the counselling slot. Spreadsheets and manual WhatsApp don't cut it any more.
Counsellor calls burn on basic qualification
Half the call is asking class, board, target exam, target year, budget — info you should have had before the dial. Senior counsellors are wasted on intake.
Parents and students answer differently
Mom enquires about fees. Student asks about teachers. CRMs treat them as one row, agents lose the conversation, both walk away.
Student / parent journey
From midnight enquiry to enrolled — in one workspace
BotSync runs the admissions funnel coaching teams actually live in — not a generic B2B pipeline.
01
Enquiry from any channel
IG ad, FB lead-form, Google ads, website form, walk-in, referral — every enquiry lands in one inbox with its source attached.
02
Aurora qualifies — even at 11 pm
Class, target exam, board, target year, location, budget — collected in 4-5 polite messages. Hindi, English, or Hinglish, whichever the lead replies in.
03
Routed to the right counsellor
JEE leads to JEE team. UPSC to UPSC. Premium budget to senior counsellor. Branch closest to the lead's location.
04
Counselling call + enrolment follow-up
In-chat slot picker. Reminders to both parent and student. Demo class invite, fee EOI link, enrolment payment — same WhatsApp thread.
Course-aware AI
Aurora knows your batches, fees, faculty
Upload your batch sheet, fee structure, faculty profiles, syllabi, scholarship rules. Aurora answers from those — never invents a fee, never names a teacher who isn't yours, never promises a rank.
- Per-batch knowledge — schedule, fees, faculty, mode (offline / hybrid)
- Scholarship and discount rules respected automatically
- Safe-fact guard refuses to invent fees, ranks, or guarantees
- Replies in English / Hindi / Hinglish / regional based on the lead
Course knowledge
16 docsjee-2yr-foundation-batch.pdf
JEE · ₹1,80,000/yr
jee-crash-1yr.pdf
JEE · ₹2,10,000
neet-2yr-batch.pdf
NEET · ₹1,75,000/yr
faculty-profiles.docx
12 mentors
scholarship-2026.pdf
Up to 40% off
Never say: guaranteed rank · 100% scholarship · JEE selection promise. Configurable per institute.
Smart qualification
Class · target exam · board · budget — in 4 messages
Aurora asks only what you actually need to route the lead. Not a 20-question form. The data flows into the CRM and is ready for the counsellor before they pick up.
- Class, target exam, target year, school board
- City / branch preference
- Budget tier (with respectful, polite phrasing)
- Parent vs student role identified
- Custom qualification questions per course / vertical
Qualification · auto-filled
7/7 collectedClass11 (Science · PCM)
BoardCBSE
Target examJEE 2026
SchoolDPS R.K. Puram
Branch preferredDelhi · South campus
Budget tier₹1.5 – 2L / year
Enquiry byParent (mother)
Counsellor opens the lead → all 7 fields already there. The call starts where it should — with the next step, not basic intake.
Counselling slot booking
Counsellor calls scheduled — in chat, at the right time
Once qualification is done, Aurora shares slots in-chat. Calendar synced per counsellor. Reminders fire to both parent and student. No-show recovery is automatic.
- Qualification-gated slot sharing (no calls with cold leads)
- Per-counsellor Google Calendar sync
- Reminders to parent & student
- No-show recovery flow with reschedule slots
- Outcome tracking — interested / followed-up / enrolled / dropped
Counselling call
ConfirmedTomorrow · 4:00 pm
Anand R. · JEE counsellor · 30 min · Google Meet
Reminder sequence
2h beforeParentConfirmation + Meet link
2h beforeStudentConfirmation + Meet link
At startBothCounsellor is online
No-showParentReschedule slots offered
Parent + student dual handling
Talk to mom about fees, talk to son about teachers
BotSync links related contacts (parent + student) to the same lead record. Conversations stay separate so neither gets confused, but the CRM shows one funnel — “the Sharma family” — not two.
- Related-contact linking (parent / student / decision-maker)
- Role-aware AI replies (parent gets fees, student gets faculty)
- Single lead profile rolls up both conversations
- Counsellor sees both threads side-by-side on the lead
- Stage moves apply to the family — not just one contact
The Sharma family · 1 lead
QualifyingMS
Mrs. Sharma
Parent · mother
“What's the fee for JEE 2-year?”
22:41 · WhatsApp
AS
Aarav S.
Student · class 11
“Who teaches Physics? Demo class?”
14:08 · Instagram DM
Counsellor sees both threads on one lead profile — knows mom is price-sensitive and son cares about faculty.
Built-in CRM fields
The lead profile a counsellor actually needs
No more bending Leadsquared or Excel into shape. BotSync ships with the fields a coaching team actually uses every day — class, board, target exam, school, budget tier, branch, parent. Add custom fields like “previous mock score” or “scholarship eligibility” in seconds.
- Aurora populates 7-9 fields automatically during qualification
- Filter leads by class / exam / budget for batch-specific broadcasts
- Parent + student linked to one family lead — never two records
Aarav Sharma · Lead profile
Counselling bookedStudent nameAarav Sharma
Class · stream11 · Science (PCM)
BoardCBSE
SchoolDPS R.K. Puram
Target examJEE 2026
Budget tier₹1.5 – 2L / year
Branch preferredDelhi · South campus
Parent nameMrs. Sharma (mother)
Counselling statusBooked · tomorrow 4 pm
What changes after BotSync
Outcomes coaching teams see in the first 60 days
Numbers from JEE / NEET / UPSC / IELTS institutes on BotSync after moving from Excel + agent WhatsApp.
< 30s
First reply, 24/7
Aurora replies at 10:42 pm. The lead never goes cold waiting for office hours.
+38%
Counselling-call bookings
Qualification-gated slots mean parents only book when they're actually ready — not when an over-keen agent pushes.
−52%
Counsellor time on intake
Class, board, target, budget — all in the profile before the call. Counsellor jumps straight to fit and fees.
1 lead
Parent + student linked
No more two-row chaos. The Sharma family is one lead with two voices.
BotSync vs generic CRM + manual WhatsApp
A CRM that thinks in classes — not deal stages
Leadsquared and Zoho are great B2B CRMs. They're a poor fit for admissions where the parent is the decision-maker, the student is the influencer, and 4 institutes compete in one evening.
| Capability | BotSync | Generic CRMs |
|---|---|---|
| 24/7 first response (no office-hours gap) | Replies during 10am–7pm only | |
| AI qualifies class · board · target · budget | Manual counsellor intake | |
| Course-aware AI (knows your batches & fees) | Generic responses | |
| Parent + student linked to one lead | Two rows, lost context | |
| Counselling slot booked in chat | External Calendly | |
| Hindi / English / Hinglish / regional replies | English-only | |
| Multi-branch / multi-course routing | Single inbox bottleneck | |
| Built-in coaching CRM fields | Generic deal / opportunity fields |
FAQ
Common questions from coaching teams
Will Aurora make promises about ranks or selection?+
No. Coaching is a regulated-ish space where overpromising can damage trust and brand. Aurora is configured by default to never promise a rank, never guarantee selection, never claim 100% scholarship. The 'never say' list is configurable per institute.
Can we run multiple branches or campuses on one workspace?+
Yes. Each branch can have its own counsellors, batches, fees, and address. Routing rules send Delhi leads to the Delhi team, Hyderabad to Hyderabad. Reports roll up per branch or campus.
What about parents who don't speak English?+
Aurora replies in the language the lead writes in — Hindi, English, Hinglish, and several regional languages. Parents reading in Hindi see Hindi replies, students writing in English see English. Configurable per workspace.
Can the counsellor see what the AI told the parent before joining the call?+
Yes. The lead profile shows the full conversation, every qualification answer, and the documents Aurora cited. The counsellor walks into the call knowing what's been said — and can pick up exactly where it stopped.
Can BotSync collect a fee EOI / token before counselling?+
Yes. Drop a payment-link node into the flow — Razorpay, Cashfree, or your preferred gateway. EOI / token amount captured, attached to the lead, and reflected in the funnel.
How does it handle parent + student as two contacts?+
Both contacts are linked to a single 'family' lead record. Each has their own conversation thread (so the AI doesn't confuse who said what), but the counsellor sees both side-by-side. Stage moves apply to the family — you enrol Aarav, not two separate Aarav rows.
Can I send broadcasts to dropped leads from last cycle?+
Yes. Segment by stage (dropped / cold) and target year — send an approved WhatsApp template with new batch dates or a price-drop offer. Replies land back in the original lead's profile with full history.
Other solutions
Built for your team's sales motion
Catch the next 10 pm enquiry before the next institute does
Win the admissions race — without being awake for it
14-day free trial. Upload your batch sheets and counsellor list — and watch tomorrow morning's counselling slots fill up with leads who chatted at midnight.