Timekeepers Consultants

WhatsApp Automation

Automating Lead Qualification with WhatsApp Bot for an Education Organization

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Telecallers efficiently reduced to 7 experienced senior counselors

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Lakhs revenue, contributing 40% of total sales during the season

An education organization that typically hires a large team of tele callers and educational counselors during the sales season for course admissions.

Clients

Education Organization

Services

WhatsApp Automation

Automating Lead Qualification with WhatsApp Bot for an Education Organization

Challenge

The organization was manually processing a vast dataset of over 800,000 student records using a team of 25+ tele callers and counselors during an intensive 8 to 12-week sales season. The team faced significant challenges, including:
  1. High Workload: The manual process was extremely taxing, with the team juggling new calls, follow-ups, and detailed conversations with both qualified and unqualified leads.
  2. Fatigue and Errors: The high volume of calls led to fatigue, increased human errors, and mismanagement of leads.
  3. Fatigue and Errors: The high volume of calls led to fatigue, increased human errors, and mismanagement of leads.
  4. Loss of Potential Revenue: The inefficiency and high turnover were leading to a significant loss of potential revenue due to missed opportunities and additional staffing costs.

Solution

To address these challenges, Timekeepers Consultants implemented a WhatsApp Bot with a comprehensive lead qualification sequence. This digital solution allowed the organization to automate the initial stages of the lead qualification process. The bot was programmed to:
  • Automate Outreach: Reach out to approximately 10,000 to 100,000 students daily through automated messaging.
  • Qualify Leads Efficiently: Ask qualifying questions about location, course interest, and financial aid requirements. This allowed the organization to quickly segment and qualify leads.
  • Focus on High-Value Tasks: Enable senior counselors to focus on personal counseling and closing sales rather than spending time on bulk lead qualification.
  1. Conducted an initial assessment to understand the client’s needs and the challenges with their current lead qualification process.
  2. Conceptualized, designed, developed, and implemented the WhatsApp Bot within 3 weeks.
  3. Provided training for the team to effectively utilize the bot and manage the influx of qualified leads.
  4. Supported the team with ongoing troubleshooting and optimization of the bot to ensure maximum efficiency.

Result

This project showcased the potential of digital transformation in revolutionizing lead management processes in the education sector.

Reduced Team Size and Costs

The need for a large team of 25+ tele callers was reduced to 7 senior counselors, significantly lowering attrition and associated recruitment and training costs.

Increased Efficiency​

Automated lead qualification allowed the organization to focus on high-quality leads, resulting in a more efficient use of resources. 

Higher Revenue​

The organization achieved a revenue of INR 70 Lakhs, which accounted for approximately 40% of their total revenue during the sales season.

How Can We Help You?

  1. Automate Lead Qualification: Streamline the lead management process with automated solutions, reducing manual workload and errors.
  2. Increase Efficiency: Focus on high-quality leads and free up resources to work on tasks that bring more value to your business.
  3. Reduce Operational Costs: Cut down on team size and associated costs by automating repetitive tasks like lead outreach and qualification.
  4. Boost Revenue: Implement automation to optimize processes, enhance productivity, and increase revenue through improved lead management.

Ready to take your business to the next level with AI-driven digital solutions?

Contact Us