Admission season is a few short weeks. Trace CRM gives every enquiry from your Meta ads a counsellor, a next-call date and a reminder, from the first call through counselling and the demo class to fee payment, and tells Meta which enquiries enrolled.
Under ₹50 a day · 2 users included · No setup fee
Because we build something real, and real businesses keep paying for it.
The problem
Coaching institutes rarely lose admissions because the ads were wrong. They lose them in the days between the enquiry and the counselling call.
The window is a few weeks. An enquiry that waits two days for a callback has already sat through a competitor's counselling session. There is no second peak season to make it up in.
Enquiries land in a shared inbox and whoever is free picks one up. Sometimes nobody does, sometimes two people do, and the parent hears two different fee structures in the same afternoon.
You enrol students every season. Meta has no idea which enquiries paid fees, so it keeps optimising for whoever fills the form, not the families who actually admit.
Before vs after
JEE, NEET and foundation enquiries: six moments from admission season, before and after Trace.
Swipe to see all 6
The parent's enquiry waits in Meta's Leads Center until a counsellor downloads the sheet at noon. By then two other institutes have called back.
It reaches a counsellor's phone in seconds, assigned automatically, with the course and class from your form already on the record.
She filled your form twice. She hears two fee structures in one day and stops trusting both.
Trace shows the second form as a repeat enquiry. Merge it into the first, so one counsellor owns the family and every call sits in one history.
The result comes out in May. By May, nobody remembers which parents said it, and the batch fills elsewhere.
Set a follow-up for result day. Trace reminds the counsellor that morning on their phone, and missed ones show on the Overdue list.
Nobody checks attendance against the enquiry list, so nobody calls to rebook. The seat stays empty.
Keep them in "Demo Class Scheduled" with a Monday call-back. One filter shows everyone who booked a demo and has not attended.
JEE, NEET and foundation enquiries are mixed in one sheet, so every counsellor wades through every course.
Route each course's form to its own counsellor automatically, and filter by course or batch timing from your form answers.
Ads Manager shows cost per lead. It cannot tell you which campaign brought the students who actually paid fees.
Every enquiry carries its campaign and ad. Mark a student Enrolled and Trace tells Meta, so you see which ad fills seats and Meta finds more parents like them.
Pipeline
Not just "New → Converted". Trace follows the real journey: enquiry, counselling, demo class, fee payment and enrolment.
Rename, add or remove stages to match how you work.
Ananya Iyer
+91 98765 43210 · Meta Ads · 3 days ago
Latest note
“Class 11, NEET foundation, evening batch. Attended the demo with her father. Asked about instalments and the scholarship test.”
Features
Built around how coaching admissions really move, not adapted from a generic sales CRM.
Enquiry, counselling, demo class, fee payment, enrolled. Name the stages the way your team talks, and add sub-tags for course, exam or batch.
Every lead from your Meta form appears in Trace within seconds, with every answer they gave. No copying from Facebook, no lost leads.
When a student reaches Enrolled, Trace sends that to Meta through its Conversions API. Your ads learn to find more families who actually admit.
Each counsellor sees only their own students. The director sees every enquiry across the centre. Nobody calls the same parent twice.
Every call-back becomes a task with a date and time, with a reminder on the counsellor's phone. Overdue follow-ups get their own list, so none are forgotten.
New enquiries go to the next counsellor in turn, to whoever has the fewest open leads, or by form or source. Nothing sits unclaimed in peak season.
Campaign, ad set and ad on every enquiry. See whether your admissions ad or your scholarship ad brings students who actually pay fees.
The Trace app for Android and iPhone. Counsellors call, note and set the next follow-up between sessions, not at the end of a long day.
Connect WhatsApp Business API (Interakt, Wati, AiSensy, Gupshup or Meta Cloud API), or click-to-call with recordings (Exotel, Tata Smartflo, TeleCMI). Both are add-ons we switch on for your account.
How it works
From sign-up to your first lead in the pipeline, the same day.
Pay monthly or for 6 months, by UPI or card, then create your login on the next screen.
The setup wizard connects your Meta Instant Form in about 30 minutes. Stuck? Our team helps.
Enquiries are assigned automatically. Calls, counselling notes, the demo class and the next follow-up all live on the student's record.
Mark a student as Enrolled and Trace tells Meta. Your ads learn which families actually admit.
The maths
₹1,499 a month. Under ₹50 a day.
One student who enrols with you instead of the institute down the road pays for Trace many times over. Your ad spend is already buying the enquiries; Trace makes sure every parent hears back while the season is still on.
Pricing
₹1,499 a month, or ₹8,094 for 6 months (save 10%), for 2 users and unlimited leads. Add teammates at ₹499 each.
Professional
₹1,499
/month
Setup takes about 30 minutes. Our team helps if you get stuck.
6-Month Plan
₹8,094
for 6 months · ₹1,349/mo
Save ₹900 vs paying monthly
Setup takes about 30 minutes. Our team helps if you get stuck.
Enterprise
Custom
For multi-branch institutes and larger education groups.
Setup takes about 30 minutes. Our team helps if you get stuck.
Secure payment
Through Razorpay
UPI or card
All-in, no hidden charges
Cancel anytime
No lock-in, no contract
Real people
Help if you get stuck
Not ready to pay? Try it free for 14 days, no card needed.
Start 14-day free trialFAQ
Straight answers for coaching institutes.
Set up in about 30 minutes. Cancel anytime.
₹1,499/month · 2 users · Cancel anytime
