Can I customise the pipeline for our admissions process?

Yes, fully. You can name your stages anything: Enquiry, Called, Counselling Done, Demo Class Scheduled, Demo Attended, Fee Discussion, Fee Paid, Enrolled. Set up your exact workflow during onboarding.

How does it capture leads from my Meta ads?

Connect your Meta Instant Form to Trace CRM (takes about 30 minutes). Every enquiry that fills your form appears in the CRM within seconds, name, phone, and all form fields captured automatically.

Can each counsellor see only their own students?

Yes. The Sales Rep role sees only assigned leads. The director sees every enquiry across the centre. That is what stops two counsellors calling the same parent with two different fee structures.

Does it stop two counsellors calling the same parent?

Yes. Every new enquiry is routed the moment it lands, round-robin, load-balanced to whoever has the fewest open enquiries, or fixed by source or form. One enquiry belongs to one counsellor, so nothing sits unclaimed in a shared inbox and nobody gets called twice.

Can we track which course or batch each enquiry wants?

Yes, automatically. Your Meta form's own questions become CRM columns, so if you ask for course, target exam or preferred batch timing, those become filterable fields without any manual setup.

What CAPI event fires when a student enrols?

You configure which Meta event maps to which stage. Typically "Lead" when the enquiry qualifies and "Purchase" when fees are paid. That teaches Meta which families actually admit rather than which ones collect fee structures.

Is there a free trial?

Yes, 14-day free trial, no credit card required. Full access to all features. If you subscribe and it doesn't work as described within 14 days, we refund in full.

How long does setup take?

Most institutes are live in under 15 minutes. Connect your Meta form, set your pipeline stages, invite your counsellors. An onboarding wizard walks you through each step. Worth doing before peak season, not during it.

CRM for Coaching Institutes

The enquiries came in.
They enrolled somewhere else.

Capture Meta Instant Form leads, track every counselling call and demo class through to fee payment, and automatically send conversion signals back to Meta.

14-day free trialNo credit card neededSetup in 30 minutes₹1,499/month all-in

The Problem

Does this sound familiar?

Coaching institutes rarely lose students because of faculty or results. They lose them in the gap between the enquiry and the demo class.

Admission season is short and unforgiving

The window is eight to ten 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.

Two counsellors call the same parent

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.

Meta never learns who actually enrolled

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 genuinely admit.

Features

Everything your institute needs

Built specifically for how admissions teams work through a short peak season, not adapted from a generic sales CRM.

Admissions Pipeline

Custom stages built for how admissions actually run, New Enquiry → Called → Counselling Done → Demo Class Scheduled → Demo Attended → Fee Payment → Enrolled. Not generic CRM stages.

Meta Instant Forms Integration

Connect your Meta Instant Form directly to Trace CRM. Every lead who submits your form appears in the CRM within seconds, no manual copy-paste from Facebook.

Meta CAPI Feedback Loop

When a student enrols, Trace fires a server-side CAPI event to Meta. Your ads start finding families who actually admit, not people collecting fee structures from every institute in the city.

Email Counselling Notifications

Auto-send emails when counselling is booked, a demo class is scheduled, or a follow-up task is due. Parents hear from you when you said they would, without anyone checking a register.

Front Desk & Counsellor Roles

Front desk assigns enquiries to counsellors. Each counsellor sees only their own students. The director sees every enquiry across the centre. No two people calling the same parent.

Enquiry-to-Enrolment Analytics

Which campaign brings students who actually enrol? How many demo classes convert to fee payment? Track it by source, campaign and stage instead of reconciling registers at season end.

Click-to-Call & Recordings

Call an enquiry in one click. It rings your counsellor's own mobile, then connects them, no desk phone, no app. Works with Exotel, Tata SmartFlo and TeleCMI. Every call logged with duration, recording and outcome. Telephony is a paid add-on — we activate it for your account.

Automatic Lead Assignment

Every new enquiry is routed the moment it lands, round-robin, load-balanced to whoever has the fewest open enquiries, or fixed by source or form. No enquiry sits unclaimed in a shared inbox during peak season.

Full Marketing Attribution

See which campaign, ad set and ad produced each enquiry. An admissions ad and a scholarship ad reach different families at different costs, and one blended figure across an intake hides which one filled seats. Full UTMs, GCLID, click-to-WhatsApp, landing page and referrer on every record.

Connect Any Lead Source

Front-desk walk-ins, referrals from existing parents, school-fair sign-ups and your website form land in the same pipeline as your Meta leads, through one secure per-account endpoint. Works with Pabbly, Zapier, your website, or anything that can send a webhook. Activated on request.

Auto-Captured Form Fields

Your form's questions become CRM columns automatically. Add a question in Meta and it appears here, no manual field setup, ever. Filter enquiries by course, class or any answer they gave.

Works on Your Phone

Install Trace on any phone or desktop and it opens like a native app, own icon, full screen, no app store. Your counsellors update leads between sessions, not at the end of a long admissions day.

Pipeline

A pipeline built for how
admissions actually run

Not just "New → Converted". Trace tracks the real journey, from first enquiry through the counselling call, the demo class, the fee conversation and the confirmed admission.

New Enquiry

Called - Not Reached

Counselling Done

Demo Class Scheduled

Demo Attended

Fee Payment

EnrolledCAPI fires

All stages are fully customisable to your institute's exact workflow.

Lead Detail, Ananya Iyer

Arjun Mehta

+91 98765 43210 · Meta Ads · 3 days ago

New Enquiry

Called - Not Reached

Counselling DoneCurrent

Demo Class Scheduled

Demo Attended

Fee Payment

Enrolled

Latest note

“Grade 3 baldness. 2,500 grafts recommended. Budget ₹85,000. Treatment plan shared, waiting on confirmation.”

How it works

From Meta ad to enrolled student

Four steps. Fully automated. Your counsellors just move students through the pipeline, the rest happens on its own.

Connect your Meta Instant Form

Point your Meta Instant Form at Trace CRM during onboarding, about 30 minutes. Every admission enquiry arrives with every field your form asked already on the record, so the first counselling call is not spent collecting basics.

Counsel, demo, follow up

Assign the enquiry to a counsellor, log what the parent asked, schedule the demo class, and set the follow-up date before the call ends.

The student enrols

Move the lead to Enrolled. Trace CRM fires a CAPI conversion event to Meta automatically, so Meta optimises toward enquiries that ended in an admission rather than a brochure download. No extra steps from your counsellors.

Meta finds more students like them

Meta's algorithm learns which families actually admit. It finds more like them. Fewer casual enquiries, better use of a short season.

30 min

Time to go live

₹1,499

Per month, GST incl.

14 days

Free trial, no card

Pricing

Simple, transparent pricing

One plan that covers everything. Start free, subscribe when you're sure.

Frequently asked questions

Specific to how coaching institutes use Trace CRM.

Still have questions?

Free demo

See Trace CRM set up
for your institute

We'll show you how coaching institutes use Trace CRM to turn admission enquiries into enrolled students, and set it up for your counselling workflow in the same call.

30-minute personalised walkthrough

Pipeline configured for admissions

Meta CAPI setup guidance included

No sales pressure. Cancel anytime.

Book your free demo

We'll reach out within 24 hours.

Start turning enquiries
into enrolled students today.

14-day free trial. Full access. No credit card required.

The enquiries came in.They enrolled somewhere else.