Success Story: CRM for Universities with Zoho

How Universidad Isabel I Aligned Student Recruitment, Admissions, and Enrollment with Zoho One

goal

Align the entire student recruitment funnel—from lead to enrollment—with traceability and data-driven decisions.

Results

+30.000

Annual leads with full traceability

100 %

Leads who have consented to cookies, with their source of acquisition identified

+25

People united under a single system

Months → weeks

Prospect Qualification Cycle

Starting challenges

Universidad Isabel I has a complex and large-scale structure: more than 30,000 requests for information per year, more than 2,500 new students annually, and 5,000 active students. Improvements were needed >>

Two members of the admissions team manually reviewing printed lists of applications at an office desk

Lack of true traceability of leads by acquisition channel
Difficulty in measuring the profitability of the marketing mix
Inconsistent follow-up between the sales and admissions teams
Outdated systems and manual processes, with limited visibility for management
A previous technology project that did not move forward due to a lack of vision regarding educational processes

This is how we resolved it

Zoho CRM as the hub of the entire sales funnel, with a data model specifically designed for education and a clear workflow: lead → prospective student → enrollment.
Lead generation with full traceability using Zoho Forms on the website and campaign landing pages, with automatic tracking of channel and source.
Standardized follow-up with Blueprints: initial contact, qualification, follow-up, and conversion or disqualification, with automatic reminders.

Centralized omnichannel approach: email, phone, WhatsApp Business for Enterprises, and web chat are all linked to each prospect’s or student’s profile.
Reporting with Zoho Analytics, featuring dashboards for management, marketing, admissions, and after-sales, and Zoho Sign available for digitally signing enrollment forms.
Integration with the learning management system (LMS) to ensure consistency across recruitment, admissions, and academic life.

We get together

Complete traceability of more than 30,000 leads per year, from the lead generation channel to registration.
100% of leads who allow cookies, with the channel and source identified, to measure the ROI of Google Ads, Meta Ads, and other channels.
Qualification cycle ranging from months to weeks, for both conversion and rejection.
+25 staff members from marketing, sales, admissions, after-sales, and administration working together within a single system.
Dozens of hours saved each month for teams and management through dashboards and automated monitoring.