Paper admission files and eleven Excel sheets replaced by one CRM the whole institute works from.
1 system
Replaced 11 Excel sheets
Plus the physical enquiry register
~6 hrs
Staff time saved per week
Counted across the admission desk
<30 sec
To pull any applicant file
Was 10-15 minutes of searching
100%
Enquiries with an owner
Every lead assigned to a counsellor
Global Technical Institute is a paramedical and technical training institute running multiple courses across intakes. Admissions were handled on paper forms, WhatsApp messages and Excel sheets that only one or two staff members fully understood. We built a custom admission CRM and a Next.js website around it, so every enquiry, counselling note, document and fee receipt lives in one place — and management can read intake and revenue off a live report instead of asking for it.
The gaps in Global Technical Institute's setup before the project started — and what they were costing.
An enquiry might start as a phone call written in a register, continue over WhatsApp with one counsellor, and end with a half-filled form in a folder. To answer 'has this student submitted documents yet?', someone physically checked three places. During peak intake that answer often came a day late — and by then the student had joined elsewhere.
Course-wise intake, counsellor performance and fee collection all had to be reconstructed by hand from separate sheets each time management asked. The numbers were stale before they were finished, and two people rarely arrived at the same figure.
Each new batch and course added more sheets and more folders. Files were duplicated whenever two people worked the same day, there was no history of who changed what, and a single lost register would have taken a season of enquiries with it.
Each phase closed before the next one opened, so nothing was rebuilt twice.
We mapped the real journey — walk-in, phone, and referral enquiries — with the counsellors who handle them, then listed every field they actually record, every document they collect and every report management asks for. Half the fields in the old Excel sheets turned out to be unused, so they never made it into the CRM.
Enquiry, counselling, document collection, admission confirmed, fee schedule. Each stage got its own required fields and its own follow-up rule, so a lead cannot sit in limbo silently. We agreed on the reporting structure before writing code — course-wise intake, counsellor-wise conversion and month-wise fee collection.
The Next.js site handles course pages and admission enquiry forms, which write straight into the CRM. Inside the CRM: applicant records with document uploads, counselling notes, stage movement, follow-up reminders and role-based access so counsellors see their own pipeline while the head of admissions sees everything.
Existing records were imported from the Excel sheets and checked against the physical files. We trained the desk on live enquiries rather than dummy data, then stayed close through the first intake cycle and adjusted the reminder rules and report filters based on what the staff actually opened every morning.
Enquiry source, counselling notes, uploaded documents, admission status and fee history sit on a single screen. The counsellor updates it in front of the student; nothing is copied anywhere afterwards.
Each stage carries its own follow-up rule, so pending callbacks appear on the counsellor's dashboard for the day instead of living in someone's notebook. The head of admissions can see what is overdue without asking.
Course-wise intake, counsellor-wise conversion and fee collection update as records change. What used to be a week of spreadsheet work before a review meeting is now a filter and a date range.
Every tool here was picked for a reason — speed, reporting, or one less manual step.
Server-rendered course pages that load fast on mobile data and index cleanly
Shared components across course, faculty and admission pages
Form and API payloads type-checked end to end, so bad data never reaches the CRM
One design system, responsive from 360px up
API layer behind the CRM and the website forms
Relational store — applicants, stages, documents and fee records with real integrity constraints
Admission updates on the channel students actually reply to
Identical staging and production, so an upgrade is never a surprise
Reverse proxy, TLS and file upload handling
Reviewed, revertible releases during a live intake season
The part that matters: what the business could do afterwards that it could not do before.
Any counsellor can pick up any applicant, because the full history is on the record. Staff leave and peak-season rush no longer create gaps, and the institute is not exposed to one person knowing where everything is.
Intake by course, conversion by counsellor and fee collection by month are on screen. Decisions about which courses to promote in the next intake now start from what actually happened in the last one.
Document status, fee dues and admission confirmation are one lookup away, so the desk replies while the student is still on the call rather than promising to check and call back.
| Measure | Before | After |
|---|---|---|
| Finding an applicant's full file | 10-15 min across register, folder and sheets | Under 30 seconds in the CRM |
| Course-wise intake report | Rebuilt by hand, ~2 days | Live, filter by date and course |
| Follow-up tracking | Personal notebooks and memory | Daily task list per counsellor |
| Fee collection status | Separate accounts sheet, reconciled monthly | Attached to the applicant record |
“The biggest change is that we stopped searching. Everything about a student — enquiry, counselling, documents, fees — is on one screen, and the intake report is ready whenever we need it instead of two days later.”
A custom admission CRM covering enquiry capture, counselling stages, document uploads, follow-up reminders and fee records, plus a Next.js website whose enquiry forms feed the CRM directly. On top sits a reporting layer for course-wise intake, counsellor performance and fee collection.
About 14 weeks from discovery to go-live — two weeks mapping the existing admission process, two on data modelling and reporting structure, eight on the build, and two on migration and training. Support and reporting changes continue each intake cycle.
Yes. Existing applicant records were imported from the Excel sheets and reconciled against the physical files before go-live, so the institute started the new intake with its history intact rather than an empty system.
Yes — the admission stages, document checklist and fee structure differ from institute to institute, so those are mapped fresh each time, but the core system (enquiry capture, stage pipeline, reminders, role-based access, reporting) is the same foundation. See our custom CRM development service for how that engagement runs.
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