Saifi Institute Case Study: Zoho CRM

At a glance

Enquiries turned into enrolments

Students placed by level

Attendance tracked per session

Fees and renewals followed up

The challenge

What Saifi Institute needed to fix

Saifi Institute is a Lebanese language school teaching Arabic in person and online. Students enquire, take a level assessment, enrol in classes, attend, pay fees and renew.

Enquiries to enrolmentEnquiries had to become enrolments quickly.
Levels and classesPlacement tests decided each student’s class.
Schedules and attendanceTerms, sessions and attendance needed tracking.
Fees and renewalsFees and renewals had to be followed up.

Team meeting around a boardroom table during a presentation. Photo credit

Before and after

What changed for the team

BeforeAfter

Course enquiries that had to be turned into enrolments quickly

Web enquiries captured in Zoho CRM as student records

Placement results needed to decide each student's class

Students placed by level and assigned to a matching class

Terms, sessions and attendance that had to be tracked

Sessions scheduled in Zoho Bookings and attendance recorded per session

Fees and renewals that had to be followed up with students

Fee payments reconciled in Zoho Books and renewals reported in Analytics

How it works

The business process, step by step

01
Course enquiry
Prospective students enquire through the enrolment form on the website, and each enquiry is captured in Zoho CRM as a student record for the admissions team to follow up.
02
Level assessment
The student takes a level assessment, and the result decides the level they are placed at. The placement is recorded in the Zoho Creator student portal so their class can be chosen from it.
03
Enrolment
Once placed, the student is enrolled and assigned to a class that matches their level, in person or online, and the enrolment is kept on their student record in Zoho CRM.
04
Term scheduling
Terms, classes and sessions are scheduled in Zoho Bookings. For online classes, the schedule syncs with the meeting platform so sessions are set up for teachers and students in advance.
05
Attendance
Attendance is recorded for each session in the Zoho Creator student portal, which also holds each student's level, so staff can see who attended each class across the term.
06
Fees and renewal
Fee invoices are raised in Zoho Books, and payments made through the payment gateway are reconciled to the fee ledger. Staff follow up renewals for the next term using reports from Zoho Analytics.

The solution

What we built for Saifi Institute

Shyphan delivered the project on Zoho CRM, Zoho Creator, Zoho Bookings, Zoho Books and Zoho Analytics, covering a 6-step process with 3 integration points.

Enquiries and student records

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Student portal with levels and attendance

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Class and session scheduling

Zoho Bookings interface — Zoho Bookings product screenshot, for illustration

Enrolment and renewal reports

Zoho Analytics interface — Zoho Analytics product screenshot, for illustration

Fee invoices and payments

Who uses it

Admissions team

Capture course enquiries in Zoho CRM, arrange level assessments and enrol students into the right class.

Teachers

Teach scheduled in-person and online sessions, with class lists and attendance kept in the Zoho Creator portal.

Students

Use the Zoho Creator student portal to see their level and attendance, and join scheduled online classes.

Finance and management

Raise fee invoices and reconcile payments in Zoho Books, and review enrolment and renewal reports in Zoho Analytics.

Architecture

How the systems connect

InputsWebsite enrolment formPayment gateway

Delivered by Shyphan

OutputsMeeting platformFee ledgerRenewal reports

Integrations

Enrolment form to CRM
Web enquiries captured.
Schedule and meeting platform sync
Online classes scheduled.
Payment gateway to fee ledger
Fees reconciled.

Reports and dashboards

Enquiry to enrolment

Course enquiries in Zoho CRM and how many have moved on to enrolment.

Class schedule

Terms, classes and sessions scheduled in Zoho Bookings, both in person and online.

Attendance by session

Attendance recorded for each session in the Creator portal, by class and student.

Enrolment and renewal report

Enrolment and renewal figures by term and level, reported in Zoho Analytics.

The results

What the system does now

Enquiries turned into enrolments
Students placed by level
Attendance tracked per session
Fees and renewals followed up

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 5 apps and 3 integration points.
03
Build
Apps configured, custom logic built and integrations connected.
04
Test and train
User acceptance testing with real scenarios and role-based training.
05
Go-live and support
Cut-over, hypercare and ongoing improvements.

Local rules built in

Lebanese VAT

VAT applied on invoices as required.

Multi-currency

USD and LBP handled side by side.

Access control

Role-based access with audit logs.

FAQ

Questions about this project

How are online classes scheduled?

Classes and sessions are scheduled in Zoho Bookings, and the schedule syncs with the meeting platform used for online teaching. Online sessions are set up from the same term schedule as in-person classes, so both are planned in one place.

How is a new student placed in a class?

After enquiring, each student takes a level assessment. The result decides their level, which is recorded in the Zoho Creator student portal, and the student is then enrolled in a class that matches that level.

How are fee payments reconciled?

Fee invoices are raised in Zoho Books. Payments made through the payment gateway are reconciled to the fee ledger in Zoho Books, and renewal follow-up and enrolment reporting run from Zoho Analytics.

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Saifi Institute

What Saifi Institute needed to fix

What changed for the team

The business process, step by step

Course enquiry

Level assessment

Enrolment

Term scheduling

Attendance

Fees and renewal