Cross College Group is a leading educational institution in Malta, dedicated to providing quality education and empowering students with the knowledge, skills, and values needed for lifelong success. The institution fosters innovation, critical thinking, creativity, and global awareness, preparing individuals to thrive in a competitive and interconnected world.
• Manual student admission process leading to delays in lead capture and application tracking.
• Difficulty in identifying and tracking leads generated through multiple education agents.
• Lack of a centralized system for managing student documents such as passports, CVs, academic certificates, and visa-related records.
• Duplicate and incomplete student records resulting from admissions coming through multiple channels such as website forms, email inquiries, and agents.
• Limited visibility into student verification, approval, and admission workflows.
• Manual generation of admission documents, offer letters, invitations, and accommodation letters.
• Challenges in tracking fee collection, EMI schedules, payment milestones, and agent commissions.
• Disconnected systems between admissions, documentation, marketing, and finance teams.
• Inability to measure marketing campaign performance across Meta Ads, Google Ads, and agent channels.
Implemented an end-to-end admission and student lifecycle management solution using Zoho applications. The system leveraged Zoho Forms for admissions, Zoho CRM for lead management and admissions processing, Zoho WorkDrive for document management, and Zoho Books for fee collection, invoicing, EMI tracking, receipts, and agent payout management.
1. Zoho Forms
• Developed a master admission form with dynamic agent tagging.
• Configured hidden fields, unique URLs, validation rules, mandatory academic information, and consent management.
• Enabled automatic lead creation with unique admission reference numbers.
2. Zoho CRM
• Configured lead intake from Zoho Forms, website forms, and email applications.
• Implemented duplicate prevention based on email and mobile numbers.
• Created a custom Agent Management module to track agents, commissions, contracts, and performance.
• Configured document verification workflows and admission approval blueprints.
• Implemented automated email notifications and mail merge templates for student communication.
• Established payment milestone tracking, EMI reminders, and follow-up activities.
• Integrated website and email parser functionality for automatic lead creation.
3. Zoho WorkDrive
• Created student-specific document repositories.
• Automated folder creation for each student.
• Established structured document collection processes for visa and admission requirements.
• Linked WorkDrive folders directly with CRM student records.
4. Zoho Books
• Configured student records as customers and agents as vendors.
• Automated fee invoicing, sales orders, EMI billing schedules, and receipt management.
• Implemented commission payout tracking for agents.
