GNVBT
Centralised every admission enquiry, call and WhatsApp conversation onto one automated EDU CRM — so no student lead is ever missed.
GNVBT is an education institution based in Mohali, Punjab, that handles a steady flow of student and admission enquiries across phone, WhatsApp and online channels.
Like most fast-growing institutes, their counselling team was strong but their tooling was scattered. They came to 9ance with two clear goals — centralisation and automation — and we deployed NeeN AI EDU CRM together with an integrated dialer, IVR and WhatsApp AI to deliver exactly that.
What We Delivered
The Problem
Admission enquiries were arriving through several disconnected channels — phone calls, WhatsApp messages, website forms and walk-in interest — with no single system holding them together. Each counsellor tracked their own leads in their own way, which meant there was no shared, reliable view of the admission pipeline.
Follow-ups depended entirely on individual memory and manual effort. During peak admission periods, when enquiry volume spikes, genuinely interested students slipped through the cracks simply because a call-back was forgotten or a WhatsApp message went unanswered.
Management had no clear picture of how many enquiries were live, which stage they were at, or which counsellor owned them — making it almost impossible to forecast admissions or measure the team’s effort accurately.
The Solution
A connected set of NeeN AI modules, deployed step by step.
One centralised admission pipeline
We consolidated every enquiry channel — calls, WhatsApp, website and walk-ins — into NeeN AI EDU CRM. Now every student lead lands in one shared pipeline with a clear owner, a stage and a next follow-up date, so nothing lives in a personal notebook or a private chat any more.
Integrated cloud dialer
A cloud dialer was built directly into the CRM so counsellors call students with a single click. Every call is automatically logged against the student’s record — number dialled, duration and outcome — removing manual data entry entirely and giving management a true activity view.
Smart IVR routing
An IVR layer greets and routes inbound callers to the right counsellor or department, so a prospective student never lands on a dead line. Incoming calls are matched to existing enquiries automatically, keeping every conversation in context.
WhatsApp AI for instant response
WhatsApp AI now answers common admission questions — courses, fees, dates, eligibility — instantly, around the clock. It captures and qualifies new enquiries the moment they arrive, and hands over to a human counsellor only when the conversation genuinely needs one.
Automated follow-up workflows
Follow-ups are now driven by the system rather than by memory. The CRM prompts counsellors on exactly which students to reconnect with and when, so every serious enquiry receives consistent, timely attention right through the admission cycle.
The Results
Everything our counselling team needs now lives in one place. Enquiries, calls and WhatsApp all sit together, so nothing gets missed — even during peak admission season.
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