Successful AI CRM Strategy: Case Studies of Edtech

The global Edtech market is projected to reach $404 billion by 2025, driven by an annual growth rate of 16.3%. This growth is fueled by increasing digital adoption across education sectors, including K-12, higher education, and workforce training. However, as Edtech companies scale, they face challenges in managing vast amounts of student data and streamlining interaction, a daunting task without the right systems in place. This is where Customer Relationship Management (CRM) systems become indispensable.  With the addition of Artificial Intelligence (AI) to CRM systems, Edtech companies can maximise CRM functions to achieve faster data processing, automated lead scoring, and personalised recommendations, allowing for efficient scaling and enhanced student support.  How an AI-powered CRM can strategically transform your Edtech business? This blog explores how AI-powered CRM solutions are shaping Edtech, break down successful CRM case studies and examines key strategies that drive success.

Key AI-Powered CRM Strategies in Edtech

Edtech CRMs are reshaping the education technology landscape, bringing new efficiencies and personalised experiences to students and administrators alike. AI is maximising CRM functionalities within Edtech, enabling companies to understand and engage students at a deeper level.  With AI-driven insights, Edtech companies can now automate lead scoring, personalise content delivery, and improve retention rates. The versatility of AI has led to its implementation across various use cases, from real-time support via chatbots to predictive analytics for student engagement. Here are some of the essential AI-powered CRM strategies currently transforming the Edtech sector:

• Personalised Learning Recommendations AI analyses student behaviour, preferences, and performance to recommend courses or study materials suited to their learning pace. For instance, if a student excels in certain topics but struggles in others, AI can suggest tailored resources to fill those gaps, improving engagement and learning outcomes.

• Automated Lead Scoring and Segmentation By assessing engagement patterns, AI-powered CRMs can score and segment leads automatically. This allows sales teams to prioritise high-potential students, ensuring timely and relevant follow-ups. It’s particularly helpful for targeting prospective students more likely to enrol or pursue advanced courses, based on their activity and interaction levels.

• Predictive Analytics for Retention AI tools can predict when students may be at risk of dropping out by analysing factors like engagement frequency, assignment completion rates, and response times. This allows Edtech companies to intervene proactively with supportive outreach, boosting retention rates and overall course completion.

• Real-Time Customer Support with AI Chatbots Many Edtech platforms use AI chatbots within their CRM systems to provide immediate responses to common queries, such as course details, payment options, and technical assistance. Chatbots ensure students receive 24/7 support, creating a seamless and user-friendly experience.

• Data-Driven Content Marketing AI in CRM can analyse student interests and interactions to refine marketing strategies. By tailoring emails, newsletters, and notifications to align with students’ specific educational goals, Edtech companies increase open rates and conversions, making marketing efforts more effective and relevant.

These strategies empower Edtech companies to build more meaningful relationships with students, offering them the support and resources needed to succeed in their learning journey. Also Read: 5 Best AI-powered Sales Enablement Tools and Software for Edtech Sales How to utilise these AI powerhouses in your Edtech? From start-ups to leaders, Edtech first has been strategically implementing AI-powered CRM in their business to meet the new challenges of the current market.  Let’s explore some real-world examples where leading Edtech companies have successfully adopted AI-powered CRM solutions to enhance their operations and student engagement.

Case Studies of AI-Powered CRM in Edtech

To see AI-powered CRM in action, let’s dive into real-world examples of Edtech companies successfully using AI to enhance their customer relationship management. Leading CRM providers like Merrito, LeadSquared, Kylas and TeleCRM have helped Edtech companies streamline processes, personalise student experiences, and boost engagement rates. 

LeadSquared’s AI-Powered CRM Solution for Toprankers

LeadSquared is a comprehensive CRM platform designed to streamline sales and marketing processes. LeadSquared offers feature like lead prioritisation, workflow automation, and detailed analytics, making it especially popular in education, healthcare, and finance sectors where customer lifecycle management is crucial. 

Overview of Toprankers

Toprankers, a prominent Edtech platform in India, offers online preparation courses for competitive exams. As their student base grew, they needed a CRM solution to streamline student outreach and manage the increasing lead volume. Toprankers offers comprehensive career counselling services and a robust test preparation platform for students aiming for Careers in Management, Humanities, Law, Design & Architecture in both UG and PG categories.

Challenges

Toprankers faced challenges with:

• Inefficient Lead Management:  Manual lead management processes reduced productivity and led to missed engagement opportunities.

• Fragmented System: Disconnected systems hindered data integration and consistent engagement.

• Limited Insights: Difficulty in identifying high-priority leads for conversions.

Solution

LeadSquared’s CRM provided Toprankers with a comprehensive AI-powered platform:

• Automated Lead Scoring: The CRM automatically prioritises leads based on engagement, helping the sales team focus on the most promising prospects.

• Operational Customisations: LeadSquared’s customisation options and flexibility allowed Toprankers to adapt the CRM to their specific process changes and operational needs. 

• Unified Data Management: Centralised student data allowed for a 360-degree view of each lead, making follow-ups and personalisation more effective.

• Streamlined Team Workflows: Automation improved efficiency, enabling teams to collaborate seamlessly and focus on high-impact leads.

Results

LeadSquared’s implementation led to impressive outcomes for Toprankers:

• 18x Increase in Student Enrollments: Streamlined processes and targeted engagement boosted enrollment numbers.

• Operational Efficiency: Automated workflows reduced manual workloads, enhancing productivity and freeing up resources.

• Enhanced Collaboration: A unified CRM helped align sales and marketing efforts, improving communication and engagement across teams.

For more details on the Toprankers and their success journey with LeadSquared, Check out the YouTube video where the Founder of Toprankers explains the story. Testimonial

“It’s like a lifeline for us. We began using it for a few leads for conventional lead journeys. Now, LeadSquared is not just lead generation software but has increased student outreach by 18X by acting as a sales and marketing automation platform for us. We’re doing so much more with it now.” Gaurav Goel, Founder & CEO of Toprankers. This partnership demonstrates how LeadSquared’s AI-powered CRM can help Edtech companies manage rapid growth, improve lead management, and create personalised experiences for students. For more details, check the full story on LeadSquared Case Study.

TeleCRM’s Collaboration with Tutor 101

TeleCRM is a CRM solution designed to help businesses manage customer relationships, streamline lead tracking, and improve sales efficiency. With tools tailored for outreach, lead scoring, and data management, TeleCRM focuses on enhancing team productivity and engagement, particularly for businesses in the education and service sectors.

Overview of Tutor 101

Tutor 101 is an educational platform that offers comprehensive online tutoring services designed to support students in various subjects. It provides 24/7 access to real tutors through secure, one-on-one live connections. The platform covers a wide range of subjects, including maths, science, and writing, and utilises interactive tools such as a virtual whiteboard and instant messaging to enhance the learning experience. Being a growing venture, Tutor 101 chose TeleCRM to manage their Edtech business.

Challenges

1. High-Volume Outreach: Managing daily interactions with over 21,000 students and tutors was overwhelming.

2. Inefficient Tracking: Difficulty tracking leads and follow-ups led to inconsistent engagement.

3. Budget Constraints: As a startup, Tutor101 found high-end CRM options like Salesforce unaffordable.

4. Dual-Sided Management: Needed to balance both student and tutor engagement.

Solutions

1. Efficient Lead Management: TeleCRM facilitated smooth daily interactions with 21,000+ contacts.

2. Time-Saving Reporting: Comprehensive weekly reports reduced time spent on performance tracking.

3. Affordable Pricing: TeleCRM’s cost-effective plan fits Tutor 101's budget.

4. Streamlined Tracking: Enabled easy monitoring of campaign progress and follow-ups.

5. Startup-Friendly: Provided user-friendly features suitable for startups.

6. Process Automation: Automated repetitive tasks, allowing a focus on growth.

Impact

• 21,000+ Daily Contacts: Managed high-volume outreach effectively.

• 20X ROI: Streamlined interactions, achieving significant ROI.

• ₹60,000 Monthly Savings: Cost and time efficiencies saved Tutor101 substantial resources.

Testimonial

“It's very simple and very easy to use…. My team is really happy using it.” Aayush Singh Sengar, Co-Founder, Tutor 101. For more, see the full story on TeleCRM Case Study.

How Kylas Transformed CRM for Learn Digital Academy

Kylas is a growth-focused CRM designed specifically for SMBs (Small and Medium Businesses) to simplify sales management and enhance operational efficiency. Known for its user-friendly interface and cost-effective pricing, Kylas provides essential tools like lead tracking, automated workflows, and telephony integrations that allow businesses to manage customer relationships more effectively. 

Overview of Learn Digital Academy

Learn Digital Academy, a growing Edtech company in India, specialises in providing certifications and career-focused training in digital marketing, AI, data science, and more. They needed a streamlined CRM solution to manage a high volume of student inquiries efficiently.

Challenges

1. Inadequate Lead Tracking: Managing leads through Excel sheets and Google Sheets was overwhelming.

2. Data Duplication: Manually entering data led to errors and duplicates.

3. Lack of Call Log Management: Tracking student calls and follow-ups became chaotic without a dedicated CRM.

Solutions by Kylas

1. Centralised Lead Management: Kylas organised leads from various channels, eliminating data duplication.

2. Automated Call Logging: With Kylas’s telephony features, calls were logged automatically, helping counsellors track interactions.

3. Cost-Effective, User-Friendly Solution: Kylas provided an affordable, intuitive platform, making CRM adoption smooth for Learn Digital’s team.

Impact

• 30% Increase in Enrollment Rate: Streamlined processes led to timely follow-ups, significantly boosting student enrollments.

• Outbound Calls: Increased outbound calling efforts through IVR

• Enhanced Team Productivity: Counsellors saved time with organised workflows, allowing them to focus on student engagement.

Testimonial

“When we switched to Excel sheets and Google sheets from LeadSquared CRM, our counsellors found it extremely challenging to manage the entire student lifecycle on Excel sheets. We have been on the lookout for an affordable CRM for quite some time and we got lucky with Kylas.  We then decided to invest in a CRM which is affordable and stacked with a complete set of features.” Nishant Jhunjhunwala, Co-Founder, Learn Digital Academy. Learn Digital’s CRM transformation showcases Kylas’s role in enhancing operational efficiency and improving enrollment outcomes. For more, visit the full Kylas Case Study.

Meritto’s CRM Success with SRM University

Meritto CRM, formerly known as NoPaperForms, is a specialised CRM solution tailored for educational institutions to streamline admissions and student engagement. With tools designed for managing high application volumes, tracking campaign performance, and centralising lead data, Meritto helps educational organisations enhance operational efficiency. Its data-driven platform supports universities and colleges in optimising outreach and improving applicant interactions, offering an intuitive interface that prioritises both scalability and ease of use for the education sector.

Overview of SRM University

SRM University is a premier educational institution in India known for its wide-ranging programs across disciplines like engineering, medicine, science, and management. With a strong focus on academic excellence, SRM offers both undergraduate and postgraduate degrees and emphasises innovation in teaching and research.  The university has multiple campuses and attracts students from all over the world, aiming to provide a holistic education experience through cutting-edge facilities, industry partnerships, and a comprehensive curriculum that prepares students for global careers.

Challenges

1. High Application Volume: Managing a vast number of applications across diverse programs and campuses.

2. Data Security: Ensuring data integrity and preventing data leakage.

3. Customisation Needs: Required a tailored, feature-rich system to streamline the entire application process.

Solutions by Meritto

1. Feature-Rich Application Management: Meritto provided a robust platform, handling high application volumes with ease.

2. High-Level Customisation: Adaptable to SRM’s unique requirements, ensuring a seamless digital transition.

3. Data Security and Integrity: Implemented advanced security measures to address data privacy and compatibility needs.

Impact

• Paperless Admission System: Transformed SRM’s process into a “No Paper” system, enhancing operational efficiency.

• High Satisfaction: SRM praised Meritto’s responsiveness and professionalism, deeming it an ideal solution for university-level application management.

Testimonial

“The Meritto (formerly NoPaperForms) application management system is highly secured and all the concerns of data leakage, data integrity and compatibility are addressed to the satisfaction of SRM University. We look forward to working with them in the years to come.SRM University strongly recommends Meritto (formerly NoPaperForms) to be the numero uno for all the application management solutions for any university in India and maybe the world too.” Prof. T.V. Gopal, Former Director (Admissions), SRM University. These case studies highlight how AI is making a measurable difference in areas such as lead conversion, student retention, and automated customer support, offering valuable insights into best practices for AI integration in the Edtech sector.

Zipteams’ AI Suite to Edtech CRMs

Zipteams offers AI-powered CRM solutions designed to meet the unique needs of the Edtech sector, where personalised engagement, efficient lead tracking, and seamless communication are essential.  With automated scheduling, real-time call analysis, and AI-driven coaching, Zipteams empowers Edtech companies to enhance interactions, streamline lead management, boost conversion rates, and gain data-backed insights—ideal for scaling efficiently in a competitive market. Zipteams’ AI-powered CRM tools introduced several key features tailored to meet the Edtech challenges:

• One-Click Meeting Scheduling: Zipteams integrates a one-click meeting solution on the Edtech website, simplifying the scheduling process and ensuring seamless connectivity with leads and educational partners.

• Automated Call Recordings and Summaries: Each video call will be automatically recorded, with summaries and transcripts for easy reference. This allows Edtech to quickly review key points from conversations and streamline follow-ups.

• AI-Driven Coaching Insights: Zipteams analyses call metrics, such as the Talk: Listen ratio and Average Pitch Score, providing data-driven feedback for coaching. This empowers team leaders to deliver personalised guidance based on call performance.

• CRM Integration with Automated Data Entry: Automated call summaries, unbiased data on lead status, and other critical call details can be seamlessly integrated into the CRM system, reducing manual errors and improving the accuracy of lost lead insights.

Impact of Zipteams’ Solutions in Edtech

• 28% Increase in Call Capacity: By reducing manual note-taking and follow-up times, Zipteams enabled a client’s sales team to handle more calls per day.

• Conversational Intelligence: Using Zipteams’ conversational intelligence, an Edtech category leader increased their course take-up rates by 70% as sales teams were able to identify the learners who have a higher propensity to take the course and follow up with them for closures.

• 23% Higher Conversion Rate per Sales Representative: AI-driven coaching and feedback could improve sales reps' engagement strategies, leading to higher conversion rates.

•  28% increase in daily call capacity: Reduced administrative burden with automated recording and transcript features, enabling teams to focus on core tasks, resulting in a 28% increase in daily call capacity.

Zipteams’ solutions provide a robust CRM transformation for your Edtech business by improving lead management, sales productivity, and customer interactions, ultimately enabling the Edtech company to scale its impact in a fast-growing educational market. Schedule a demo today to learn more about Zipteams.