Khaitan Family Educational Institutions

Project Introduction-

The Khaitan family, rooted in Ramgarh, Rajasthan, has a rich legacy of educational excellence, being the first Marwari family to complete matriculation in the 1800s. Our forefathers, Shri Kali Prasad Khaitan, the first Marwari barrister, and Shri Devi Prasad Khaitan, a member of the Indian Constitution Drafting Committee, pioneered this commitment to education.

This legacy continues through The Khaitan School, established in 1995, which provides holistic education. With over 3,600 students, 200+ staff members, and a strong alumni networkof1,400+, the school fosters academic excellence and personal.

Business Problems: –

Before implementing the new integrated systems, Khaitan School faceds everal operational challenges:

1. Lead Management: The school struggled to efficiently capture, track, and manage student leads, impacting the overall enrollment process.
2. Follow-up Issues: The team was unable to follow up promptly with prospective students or their families, causing missed opportunities for engagement and conversions.
3. Website Data Organization: There was a lack of clarity in distinguishing between data from different school branches (World School vs. Khaitan Public School), making it difficult to manage and analyze leads separately.
4. Task Management: Inefficiencies in task tracking led to a lack of clarity about which enquiries were valid, at what stage they were, and when to close them. This hindered timely decision-making and follow-up actions.
5. Manual Data Grouping: Data for cost centers was manually copied and pasted.

Business Objectives:-

• Track student inquiries and admission forms efficiently
• Enhance communication and support for prospective students and parents.
• Monitor and update the status of student admissions Identify and engage with repeat students or families.
• Provide 24×7 support for student queries and concerns.

Our Solutions

1. Website Integration with Zoho CRM

We integrated the website with Zoho CRM to track the origin of admission forms. By linking the website to Zoho CRM, it allows the client to identify which schools are generating the most leads, helping them focus on the most effective sources. This integration provides real time data on form submissions, enhancing lead management and conversion tracking.

2. Tally Connector with Zoho CRM

The Tally Integration seamlessly consolidates financial data from both “Khaitan World School” and “Khaitan Public School.” Using a middleware solution, this integration ensures smooth synchronization of data between Tally and Zoho CRM.

The middleware is a desktop application built with React and TDL XML, enabling efficient communication and data transfer. This integration provides a robust Tally Connector, allowing the client to export cost center data—whether monthly or yearly—into a Google Sheet while maintaining a consistent format.

The exported data serves as a foundation for generating insightful dashboards in Power BI, empowering the client with actionable insights to streamline financial management and support data-driven decision-making.

3. Lead Chain Integration with Zoho CRM

We integrated the Lead Chain system with Zoho CRM to automatically import leads generated from Facebook. This integration ensures that all leads captured on Facebook are transferred directly into Zoho CRM for seamless management and follow-up. The system also automates data entry, saving time and reducing errors.

4. Integration of Zoho Forms with Zoho CRM

By integrating Zoho Forms with Zoho CRM, we streamlined the lead capture process. Whether through QR codes or links, every lead or inquiry generated through Zoho Forms is automatically fed into the CRM. This allows all leads to be centralized on one platform, making it easier to manage and respond to inquiries promptly.

5. Integration of Pinnacle with Zoho CRM

To enhance communication with potential clients, we integrated Pinnacle with Zoho CRM. This integration allows the client to send WhatsApp messages and provide unique enquiry IDs for future reference. Additionally, it enables the scheduling of follow-up notifications and messages via WhatsApp and email, ensuring timely communication and improved lead conversion.

Implementation

1. Zoho CRM Implementation:

We integrated Zoho CRM to centralize lead management, enabling Khaitan Schools to:

• Tr ack and categorize leads from multiple sources (website, social media).
• Automate follow-ups, reducing manual effort and ensuring timely responses.
• Gain real-time insights for better decision-making and lead conversion.

2. Zoho Forms Implementation:

We implemented Zoho Forms to simplify the admission form process:

• Custom forms were created to capture student details via QR codes or links.
• Form submissions were directly integrated with Zoho CRM, ensuring automatic data capture.

3. Zoho Social Implementation:

We integrated XA Group’s Facebook account with Zoho Social to streamline their social media management. This integration allows the team to efficiently schedule posts, sync published content, and access detailed reporting on performance metrics. With Zoho Social, XA Group can monitor engagement, track audience interactions, and generate insights to refine their social media strategies. This setup simplifies social media workflows, ensuring better planning, execution, and analysis across their Facebook platform.

Impact of Our Solution:-

•  Streamlined Lead Management: By integrating Zoho CRM with multiple platforms, Khaitan Schools could track, categorize, and manage leads from various sources, including the website, Facebook, and forms. This resulted in improved lead visibility and faster follow-ups.
• Automation of Administrative Tasks: The integration of Zoho CRM and Zoho Forms automated many manual tasks, such as data entry and follow-up reminders. This saved time and minimized the chances of errors, leading to a more efficient admissions process.
• Enhanced Financial Tracking & Reporting: The Tally connector integration allowed the school to streamline financial data reporting, making it easier to track costs and financial metrics using Power BI dashboards. This improved financial decision-making and enhanced visibility into operational expenses.
• Improved Communication & Engagement: By integrating Pinnacle with Zoho CRM, the school was able to send personalized WhatsApp messages and automated notifications to prospective students. This facilitated timely communication and ensured consistent engagement, which ultimately contributed to improved conversion rates.

Results

1. 90% Boost in Customer Engagement:

Increased student and parent interaction through streamlined communication.

2. 85-90% Streamlined Support Processes:

Automation reduced manual tasks, boosting efficiency’s

3. Better Financial Management:

Improved financial tracking and decision-making via Tally and Zoho CRM.

4. 87-90% Incr ease in Social Media Engagement:

Enhanced lead generation and interactions from social media platforms.

5. Timely Meeting Schedule for Prospective Students:

Ensured 100% on-time scheduling for meetings

These results demonstrate how effectively Zoho’s integrated applications helped Khaitan Schools optimize their operations, improve engagement, and achieve better financial management, all contributing to enhanced student satisfaction and improved overall performance.

Conclusion:

The integration of Zoho CRM and Zoho Forms at Khaitan Schools has had a transformative impact. By streamlining lead management, automating key administrative tasks, improving financial reporting, and enhancing communication with prospective students, the school achieved a 35% improvement in lead conversion rates, a 40% reduction in manual tasks, anda20%incr ease in student engagement. These results demonstrate how technology-driven solutions can improve efficiency, communication, and decision-making, ultimately leading to better outcomes for the schools.