InmersiónUK reached out to ThoughtLogik through referrals to develop a centralized system for managing their student records and applications. The organization was facing challenges due to their reliance on multiple Excel spreadsheets and email communication, which created inefficiencies, data inconsistencies, and difficulties in tracking and accessing critical information.
Key challenges included:
Manual processes: Relying on spreadsheets and emails to manage student applications, vendor information, and other critical records led to errors, duplication, and inefficiency.
Lack of automation: InmersiónUK needed a way to send online application forms to students and parents, eliminating the need for manual data entry.
Fragmented data storage: The information related to vendors and contacts was scattered across various platforms, making it difficult to maintain an organised, up-to-date database.
Communication inefficiencies: Managing communication primarily through emails resulted in missed updates and delayed responses, impacting the overall student experience.
About the Client
InmersiónUK is a trusted partner in delivering high-quality education and language courses, specialising in providing exceptional customer service to both students and adults. The company is dedicated to helping individuals master a second language by offering tailored language-learning experiences that meet their unique needs.
InmersiónUK offers an all-inclusive package that supports every aspect of the language journey. Their services range from assisting with school applications and VISA processing to providing course homologation, guardianship services, and 24/7 support throughout the educational experience.
With a strong focus on personalised care and expert guidance, InmersiónUK ensures that every student receives the right course and the perfect environment to succeed in their language learning goals. Their commitment to quality education makes them a leader in the field, providing students with the resources and support they need to embark on a successful language-learning adventure.
Solution
After an in-depth discovery phase, ThoughtLogik recognised that InmersiónUK, with its rapid growth, required a unified and scalable solution that could streamline its various business processes. To address these needs, we implemented Zoho One, a comprehensive suite that provided both a sleek front-end experience for students and a robust back-end to manage operations effectively.
Key components of the solution included:
Zoho CRM: A centralised system to manage student records, vendors, schools, and contacts. We integrated emails, web forms, and communication channels, ensuring all interactions were tracked and accessible. Custom email templates were created to standardise communication with students, parents, and vendors.
Zoho Marketing Automation: Automated lead nurturing journeys to enhance student engagement and conversions.
Website Redesign & Zoho Sites Migration: A modern website on Zoho Sites, with integrated visitor tracking and a chatbot through Zoho SalesIQ for lead capture and real-time engagement.
Zoho Books: Streamlined invoicing, financial tracking, and reporting.
Zoho Forms: Hosted online application forms that integrated seamlessly with Zoho CRM for efficient data entry.
Zoho Social: Unified management of social media channels to schedule posts, track engagement, and analyse performance.
Zoho Analytics: Real-time reporting and dashboards for tracking student applications, vendor performance, financial data, and marketing efforts
Implementation Process
The Zoho One implementation for InmersiónUK was carried out in a structured approach with multiple phases:
Requirements Gathering
Held detailed discussions to understand InmersiónUK’s business needs, focusing on student record management, financial tracking, and marketing automation.
Phase 1: Core Apps – Sales, CRM, Accounting, Forms & Analytics
Configured Zoho CRM for managing student records and communication.
Integrated Zoho Books for accounting and Zoho Forms for online applications.
Set up Zoho Analytics for custom reporting and dashboards
Iterative Build and Test
Developed the core apps in stages, testing each feature to meet business needs, and incorporated feedback into the solution.
Data Migration
Migrated student and vendor data from spreadsheets into Zoho CRM, ensuring smooth data transfer and integrity.
Training
Provided training to staff on using the new system for smooth adoption and effective usage.
Go-Live
Launched the solution with full user access, providing support to resolve any post-launch queries and ensure seamless operation.
Phase 2: Marketing – Marketing Automation, Social, Website, SalesIQ & Zoho Bookings
Implemented Zoho Marketing Automation for lead nurturing, Zoho Social to manage social media, redesigned the website on Zoho Sites, and integrated Zoho SalesIQ and Zoho Bookings for better customer engagement and marketing.
Results and Impact
- Streamlined Operations: Centralized student records, vendor information, and communications in Zoho CRM, replacing manual processes with automated workflows.
- Simplified accounting: Centralized student records, vendor information, and communications in Zoho CRM, replacing manual processes with automated workflows.
- Enhanced Reporting and Data Accessibility: Zoho Analytics provided real-time insights through customizable dashboards, empowering data-driven decisions
- Boosted Customer Engagement: The new Zoho Sites website and Zoho SalesIQ chat functionality improved real-time visitor interaction and lead capture.
- Scalable Growth:The flexible Zoho One suite supports InmersiónUK’s ongoing growth, with easy scalability to meet future needs.
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