How many potential students do you lose by not replying?
In the middle of enrollment season, inquiries pour in from WhatsApp, social media, ads and your website form, at all hours. It's normal not to have the capacity to handle everything, but there's a solution.
Here it is.
50,000+ users in 25 countries · 4.4 on Capterra
Sunday, 22:14, and your admissions inbox is still answering. Every inquiry arrives with its course of interest, where it came from and who on the team is handling it.
When a school comes to Clientify, it almost always tells us the same thing
Sound familiar?
Enrollment season brings in hundreds of prospects and many never get followed up
The ads work. The problem comes next: prospects pile up, the team can't reply to all of them by hand and, by the time someone does, they've already signed up somewhere else.
WhatsApp is spread across several phones
One number per advisor or campus, or a single one that someone forwards by hand to each department. Some have too many prospects and others almost none.
They message you at night and on weekends
Exactly when families and future students have time to browse courses. And at that hour there's nobody in admissions.
You answer the same questions all day
Ages, campuses, schedules, format, when the course starts. Always the same, always by hand, while other inquiries wait.
Ad leads are assigned by hand
Someone copies them and assigns them one by one. And if a prospect switches advisor, the new one can't see what was discussed before and starts from scratch.
Spreadsheets, scattered tools and no way to know which campaign brings in enrollments
Prospects in one shared sheet, reports in another, conversations on someone's phone. The team doesn't log follow-ups, there are no reliable metrics and thousands of old contacts never hear from you again.
A real summary of what comes up most in our conversations with academies, business schools, K-12 schools and training centers.
One tool to manage all your customers and contacts
From the first inquiry to enrollment, everything happens in one place and the whole team can see it.
Stop paying for a pile of separate tools. Pay for just one, from 39 €/$ a month.
Let's go case by case and see how we help
One WhatsApp number for your whole admissions team
Connect your WhatsApp Business number to the Clientify inbox through the official API. Instagram, Facebook, email and your website chat land there too, and each advisor replies from their own user, without using their personal phone.
- Several advisors and campuses share the same line
- Every advisor sees the whole previous conversation
- Conversations stay with the school even when the team changes
An AI Agent that replies and books when your team is away
It replies instantly with the information you give it: ages, campuses, schedules, formats and start dates. Then it asks the questions you choose, like course of interest or level, and offers calendar slots for the trial class, campus visit or interview.
- Answers based on your school's information
- Super simple to create: up and running in just 1 minute
- Hands the conversation to a person when needed
Every prospect has an owner from the very first minute
Contacts from your Facebook and Instagram ads and your website forms come into Clientify automatically, with their source and the course they're interested in. Conversations are assigned to your advisors automatically: round-robin or by the rules you set.
- Balanced assignment among available advisors
- The advisor is notified as soon as a prospect comes in
- See which conversations are still open and who's handling them
Facebook ad · Master's in marketing
Every course or intake, with its own pipeline to enrollment
Create a sales pipeline per program, intake or type of prospect, such as families and adult students, with the stages you actually use: interested, test or interview, spot reserved, enrolled. With fields and tags you store course, campus, format and level, and filter in seconds.
- One pipeline per program, intake or campus
- Families and adult students, each in their own funnel
- Filter by course, format, campus or source
Interested
Placement test
Spot reserved
Enrolled
Automatic follow-up so nobody goes cold before enrolling
With automations, Clientify sends a WhatsApp template or an email right on time, reminds them of the trial class the day before and creates a task for the advisor to call. And with email and WhatsApp campaigns you reach out again to those who didn't enroll when you open the next intake.
- Reminders for tests, visits and deadlines
- Call tasks for the assigned advisor
- Campaigns to your database, segmented by course or tag
Full history on the record and enrollments by source, at a glance
Messages, emails, calls, notes and tasks stay on each prospect's record, with no one having to copy them into a sheet. Dashboards show you how many prospects move through each stage, what each advisor is doing and which ad or channel your enrollments come from.
- Full history on the prospect's record
- Source of every contact and every enrollment
- Dashboards by course, intake and advisor
Enrollment funnel All courses
Enrollments by source
Try it with your team before the next enrollment season
Create your account, connect your channels and see how it works with your real prospects.
Schools that already work this way
In the middle of enrollment season each advisor had WhatsApp on her own phone and we never knew who had been answered. Now everything lands in the same inbox and every prospect has someone looking after them from start to finish.
I spent all day answering the same things: ages, schedules, prices. And at night, impossible. Now the AI Agent handles it at any hour and by Monday the trial classes are already on the calendar.
We invested in ads without knowing which ones brought us students. Now we see which campaign ends in enrollment, and we reach out again to anyone who didn't sign up when we open the next intake.
What you ask us before getting started
Does it replace my student information system or my virtual classroom?
No. Clientify is the recruitment CRM: it helps you serve every prospective student, follow up and take them all the way to enrollment. You keep handling grades, attendance, the virtual classroom and tuition payments with your own tools. Clientify connects with your tools via API; tell us which ones you use and we'll explain the options before you start.
Can I connect the WhatsApp number we already use?
Yes, Clientify uses the official WhatsApp Business API, and your whole team replies from that same number. Before connecting it we'll explain the requirements the number must meet, and if you have several lines today, you can decide which ones to merge.
Are there any costs on top of the subscription?
Some do depend on usage. Messages you send through the official WhatsApp API are charged at Meta's rates, and the AI Agent runs on credits. We'll walk you through it so you know exactly what you'll pay before you decide.
Right now we keep everything in spreadsheets. Can we bring it over?
Yes. You can import your contacts from a spreadsheet file and organize them with fields and tags, such as course of interest, campus or intake. From then on, new prospects come in automatically from your forms, ads and channels.
We run a school and adult education, or have several campuses. Does it cover everything?
Yes. You can create a sales pipeline for each type of prospect, program or campus, with its own stages, and assign conversations to the advisors for each one.
Will my team actually use it? We're worried they won't log anything.
Conversations, appointments booked by the AI Agent and stage changes are saved to the record automatically, so tracking doesn't depend on someone writing it down later. You can start on your own with the step-by-step guides in the help center, and if you'd rather have us guide your team, let us know and we'll walk you through the options.
Turn the next person interested in your courses into someone you call Student
Connect your WhatsApp, invite your admissions team and see how your school works with everything in one place.
Try Clientify for free50,000+ users in 25 countries · 4.4 on Capterra