By Circlebase · Published
1. Define the decision, then the stages
Start with one programme and one intake. Write down what an adviser needs to learn before offering a place: programme interest, schedule fit and the questions the person wants answered. Use four stages: Enquiry, Needs discussed, Programme offered and Enrollment decision. Define the evidence needed to move forward so two advisers do not interpret the same stage differently.
2. Test the path with an example enquiry
Create a form that asks for contact details and course interest. Submit an example using your own details. Assign an adviser, reply to the enquiry and create a task for the next agreed date. For a person asking about evening classes, the next step might be to confirm the timetable, not send a generic discount. Business routing can distribute enquiries by form, source or country.
3. Review the queue before adding automation
Each day, look for enquiries without an owner or next step. When someone replies, continue the conversation personally. When they enroll or decline, update the deal and end any remaining follow-up. Track how many enquiries reach a meaningful conversation and an enrollment decision; use your own baseline instead of an assumed industry conversion rate. Keep grades, attendance, identity documents and payments in the appropriate systems.