Leads and Admission Enquiry Management
Define your own admission stages, capture enquiries from your website automatically, number every form with your own prefix, collect the registration fee before admission, and see which marketing channel actually brought the enquiries.
How the Vawsum Leads Module works
Every enquiry accounted for, and every channel measured.
Admission season fails quietly. A parent telephones in March, a counsellor writes the name in a diary, and nobody follows up because the person who took the call assumed somebody else would. Two counsellors enter the same family twice and both call. At the end of the season the school knows how many children joined but cannot say which advertisement, referral or open day produced them, so next year's budget is a guess. Vawsum starts by letting the school define its own admission stages - Enquiry, Campus Visit, Admitted, or whatever sequence the institution actually follows - with labels and order set by you rather than imposed. Enquiries then flow through those stages, and the Leads Dashboard shows a live count at each one, so the principal can see where the pipeline is thick and where it has stalled. Capture is deliberately not dependent on staff typing. A self-registration link published on the school website turns a parent's submission into a lead automatically, and an SMS or email can go out the moment the enquiry is registered. Every lead carries a form number generated to your own rule - a prefix such as ADM2026 with a running sequence - which gives every enquiry a unique reference and makes duplicates easy to catch. Conversations are recorded against the lead in an activity log rather than in a counsellor's memory, and appointments are scheduled against it. Registration and admission fees can be collected from a lead before the child is formally admitted, including online, by mapping a fee book to the enquiry. And because leads carry a source, the source-wise report answers the question most schools cannot: which channel actually brought the admissions.
Benefits
No enquiry unattended, and next year's marketing budget based on evidence
Features
Designed basis inputs from 1000+ institutions
Frequently asked questions
If you have any doubts about our Leads Module beside these, feel free to reach out to us
1. What should a new school set up first?
Your lead stages and your admission sections or classes. Those are the foundation every enquiry flows through, so defining them properly at the start saves reorganising the pipeline halfway through the season.
2. Can we use our own admission stages?
Yes. Add each stage with its own label and order – Enquiry, Campus Visit, Admitted, or whatever sequence your institution actually follows. The system adapts to your process rather than the other way round.
3. How does the principal see the state of the pipeline?
The Leads Dashboard shows a live count of how many enquiries are sitting at each stage right now, so the question of where the pipeline has stalled is answered from a screen rather than by asking the admission office.
4. Can enquiries from our website be captured automatically?
Yes. Publish the online self-registration link on your website and parent submissions create leads automatically, so nothing depends on someone transcribing an email into a diary.
5. Can admission forms be numbered automatically?
Yes. Configure a form ID rule – a prefix such as ADM2026 followed by an auto-running sequence – so every new lead receives a unique number like ADM2026-0001 without anyone maintaining a counter.
6. How do we stop two counsellors entering the same parent twice?
Search for the lead before adding it, and rely on the unique form ID issued per year to catch repeats. The habit plus the numbering together keep the pipeline clean.
7. Can a parent be sent an acknowledgement when they enquire?
Yes. Enable the SMS-on-add-lead or email credentials privilege and make sure your SMS sender is configured, and the parent receives an acknowledgement the moment the enquiry is registered.
8. Which marketing channel brought us the most enquiries?
The source-wise lead count report answers it. Once leads are tagged with a source, the report shows what each channel produced – which is the basis for next season’s budget rather than repeating last year’s spend.
9. Can we collect the registration fee before the child is admitted?
Yes. Map a fee book to the lead and collect the registration or admission fee, including online, right at the enquiry stage.
10. Where does a counsellor record what the parent said?
In the lead’s activity log and appointment remarks. Conversations stay against the lead rather than in one person’s memory, so whoever picks up the file next knows the history.
11. What happens when a lead converts?
The lead is admitted directly, carrying its details into the admission process, so the family is not asked for the same information twice and the enquiry record becomes the student record.
12. How is this different from Vawsum Growth?
Leads is the operational side of admissions – stages, enquiries, follow-up, conversion. Growth is the marketing side – campaign analysis, budget allocation, ROI measurement and the referral programme. They work together, and most schools take both.