Case Studies That Speak Numbers.

Bright Future CBSE School had 1,200+ students across 24 classes. Attendance was marked on paper registers, fee reminders went via scattered WhatsApp groups, and parent communication was inconsistent. The admin team spent 6+ hours daily on data entry, and outstanding fees crossed ₹24 lakhs with no clear recovery path.

We deployed HelloBotz Education ERP with biometric attendance integration, unified fee management with UPI payments, and a parent app with automated WhatsApp alerts.

1. Migrated 1,200 student records from spreadsheets to HelloBotz ERP in 3 days.
2. Connected biometric devices across 24 classrooms for automatic attendance.
3. Configured class-wise fee plans with monthly, quarterly and annual options.
4. Launched the Parent App with attendance, fees, exam results and notices.
5. Trained 48 teachers and 6 admin staff over two weekend sessions.

• 92%  —  Attendance in-app
• 3.2x  —  Faster fee collection
• ₹18L  —  Dues recovered Q1
• 6 hrs  —  Admin time saved daily

During peak admission season (May–July), the college received 300+ enquiries per day across calls, WhatsApp and Instagram. Counsellors spent 70% of their time answering the same questions — fees, eligibility, hostel, placements — leaving little time for high-intent students.

We deployed the HelloBotz AI Chatbot on WhatsApp and Instagram — trained on the college's 18 courses, fee structures and 140+ FAQs — with smart handoff to counsellors for ready-to-enrol leads.

1. Uploaded all 18 courses, fees, eligibility criteria and placement data.
2. Connected WhatsApp Business API and Instagram DM automation.
3. Configured AI in English, Hindi and Gujarati with auto-detection.
4. Set handoff triggers: fee query + eligibility match + 3+ message engagement.
5. Deployed lead scoring to route Hot/Warm/Cold leads to the right counsellor.

• 8,400  —  Enquiries answered
• 24/7  —  Round-the-clock support
• 58%  —  Faster counsellor response
• +34%  —  Admission conversion

Ace Academy booked 180+ free demo classes monthly, but 60% of students didn't show up. Without follow-ups, most enquiries went cold within a week. The team had no system to nurture leads after the first contact.

We built a WhatsApp-native demo funnel: instant booking, reminder sequences, post-demo follow-up, and 30-day nurture flows for undecided students.

1. Created a one-tap demo booking flow inside WhatsApp — no website needed.
2. Sent reminders at booking, T-1 day, T-3 hours and T-15 minutes.
3. Triggered AI follow-up 2 hours after demo with fee + batch details.
4. Built a 30-day drip campaign for students who said "thinking about it".
5. Integrated fee payment link directly inside the WhatsApp chat.

• 4x  —  More demo bookings
• 78%  —  Demo-to-enrolment rate
• ₹6.2L  —  New monthly revenue
• 92%  —  Reminder read rate

The college ran a 12-person telecalling team handling 600+ daily enquiries for admissions. Ops costs were ₹4.2 lakhs monthly, and quality varied wildly between callers. Missed calls during peak hours were a major pain point.

We deployed HelloBotz AI Voice Agents — trained on the college's 14 courses, fee structures and eligibility criteria — handling all inbound and outbound qualification calls.

1. Recorded 3 voice models (Hindi, English, Gujarati) matching the college's tone.
2. Uploaded the full course catalogue and FAQ knowledge base.
3. Built a qualification script: name, course interest, 12th %, budget, timeline.
4. Connected to CRM so every call outcome logs automatically with a score.
5. Set warm-transfer to a human counsellor when the lead was ready to close.

• ₹3.8L  —  Monthly savings
• 100  —  Concurrent calls
• +42%  —  Lead qualification rate
• 12  —  Telecallers replaced

Nalanda's admission team monitored WhatsApp, Instagram DMs, Facebook Messenger and Telegram separately — with no unified tracking. Enquiries often went unanswered for hours, and leads silently dropped out of the system.

HelloBotz Omnichannel Inbox brought all four channels into one unified view with AI auto-reply, lead scoring and counsellor assignment.

1. Connected WhatsApp Business, Instagram, Facebook Page and Telegram bot.
2. Deployed AI auto-reply across all channels — 5-second first response.
3. Set up unified inbox with assignment rules based on enquiry source.
4. Built lead scoring: fee asked + visit booked = Hot; just browsing = Cold.
5. Added analytics dashboard tracking every lead from first message to enrolment.

• 4  —  Channels unified
• +56%  —  Enquiry-to-visit rate
• 2 min  —  Avg. first response
• 0  —  Leads lost in DM

Sunrise Global University ran three campuses with independent ERPs and spreadsheets. Leadership had no unified view of admissions, fees or academic performance. Monthly reconciliation took 6 days and was error-prone.

We rolled out HelloBotz Multi-Campus ERP with central leadership dashboards, decentralised campus admins, and unified student records across all three locations.

1. Designed a multi-campus structure: central admin + 3 campus-level admins.
2. Migrated 8,400 student records, 340 staff accounts and 12 years of data.
3. Configured role-based access so each campus saw only its own data.
4. Built a leadership dashboard with real-time fee, attendance and admission KPIs.
5. Ran a 3-week parallel test before switching fully to HelloBotz.

• 3  —  Campuses unified
• 8,400  —  Students on one system
• −68%  —  Reconciliation time
• 100%  —  Real-time visibility

LearnSphere signed up 12,000 trial users monthly but only 18% converted to paid. Abandoned signups, incomplete payments and dropped-off users were silently lost — no recovery system existed.

HelloBotz built a 12-touch recovery funnel across WhatsApp, Email, SMS and AI Voice calls — triggered by signup abandonment, trial expiry and payment failure.

1. Set up event triggers: signup abandoned, trial day-3, trial day-7, payment failed.
2. Built multi-channel sequences: WhatsApp → Email → AI Voice → SMS.
3. Added personalised AI voice calls for users with a high engagement score.
4. Deployed smart retry logic for failed payments (UPI, cards, netbanking).
5. Tracked full-funnel attribution from first touch to paid subscription.

• 3.1x  —  Paid conversions
• −68%  —  Signup abandonment
• +128%  —  Trial-to-paid rate
• ₹4.2Cr  —  New ARR added

Global Pathways was buying leads from 3 different vendors with no quality guarantee. 65% of leads had wrong numbers, wrong course interest or were dead on arrival. The team was wasting hours on junk data.

We switched them to HelloBotz Verified Leads — course-matched, location-specific, contact-verified with AI lead scoring, plus automated WhatsApp outreach within 5 minutes.

1. Configured lead filters: target countries, courses, budget bands and city.
2. Set up AI verification: phone reachability + interest confirmation.
3. Automated WhatsApp outreach with a personalised country/course pitch.
4. Integrated AI Voice call follow-up for high-intent leads.
5. Tracked full funnel — lead → visit → counselling → application → visa.

• 4.6x  —  ROI in 90 days
• 2,140  —  Verified leads
• 38%  —  Visit-to-application
• 11  —  Countries covered