Booked 4,200 demo classes and recovered Rs 3.1 Cr in pending fees across 28 JEE/NEET centres.

The challenge

A JEE/NEET coaching chain with 28 centres across Kota, Hyderabad and Patna was running on WhatsApp chaos — every centre head ran their own group, parents were ignored for hours, demo classes were under-attended because reminders never went out, and fee follow-up depended on whoever in the office had time. Pending dues had crossed Rs 3 crore by mid-batch.

How we deployed

• Centralised parent communication on WhatsApp Business with per-centre routing inside Zoho CRM.
• Built a demo-class booking flow — student class, target exam, preferred batch, instant slot confirmation.
• Automated parent-touch sequence — weekly attendance, monthly mock-test rank, term-end report card on WhatsApp.
• Triggered fee-due reminders T-7, T-0, T+3, T+7 with one-click UPI and Razorpay payment links.
• Escalated pending-dues beyond T+15 to the centre accounts head with parent contact context.
• Auto-booked parent-teacher meetings via Google Meet for any student dropping in mock-test rank.

What changed

• 4,200 demo classes booked across the academic year — 71% conversion to paid admission.
• Rs 3.1 crore in pending fees recovered in 90 days without aggressive collections calls.
• Parent-WhatsApp response time fell from 6 hours to under 5 minutes.
• Mock-test parent meeting attendance lifted 56% with auto-booked Google Meet slots.
• Centre office staff reallocated from WhatsApp duty to in-class academic support.

— Director · JEE/NEET Coaching Chain