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Case Study -
Primorse Schools

Automating Lead Management & Parent Communication Using Zoho CRM

Overview

Primrose Schools required a centralized system to manage data coming from Procare and email enquiries, automate email communications, and ensure timely reminders and follow-ups. Coderack implemented Zoho CRM to streamline data management, integrate lead sources, and enhance parent engagement through automation.

About Customer

Client & Background
Primrose Schools is a national system of accredited private preschools that provides a premier early education and child care experience for children and families. Franchise Owners, leadership teams, and school staff partner with parents to help children develop the right foundation for continual learning in life.

Industry / Business Type: Education

Website / Brand Info: https://www.primroseschools.com/

Customer Location

Their main head office is located in the United States.

Executive Summary

Primrose Schools was using Procare to manage their data and required a comprehensive platform to facilitate automated email communications. The organization needed a system that could send reminders to parents at predefined intervals such as one month or one week prior to ensure timely follow-ups. Additionally, leads were received through email and Procare, which required automation for effective management and integration. Zoho CRM was implemented to streamline data handling, automate communication workflows, and ensure consistent follow-ups while improving overall operational efficiency.

Problem Statement and Key Challenges

The client uses Procare to manage their data and requires a comprehensive platform to facilitate automated email communications. They specifically need a solution that can send reminders to parents at predefined intervals, such as one month or one week prior, to ensure timely follow-ups. Additionally, the client receives leads through email and seeks automation to effectively manage and integrate these communications into their workflow. The goal is to streamline data management, enhance client engagement, and ensure consistent follow-ups:
Some of the problems are listed below:
  • Manage data from Procare
  • Automated email communications
  • Send reminders at specific intervals
  • Handle leads received via email and Procare
  • Integrate communications into workflow
  • Enhance client engagement and follow-ups 

Solution Proposed and Tools Implemented

We, Coderack suggested them Zoho CRM application.
Zoho CRM – Used as the central platform to manage leads, automate email communications, track deal stages, prevent duplicate entries, and streamline follow-up workflows by integrating data from Procare and email sources.

Implementation Approach

For the implementation, we began by designing a custom layout for deal stages, incorporating buttons for stage transitions and automations for follow-up emails at each stage. A kiosk was also developed to enhance functionality. We established workflows to prevent duplicacy in leads and created multiple workflows tailored to the client’s business processes and requirements. Additionally, we developed a function for email parsing to streamline the handling of incoming leads.

    Result/ Business Impact

    The implementation resulted in a significantly streamlined process for managing deals and leads. The custom layout for deal stages, complete with stage transition buttons and automated follow-up emails, improved workflow efficiency and ensured timely communication. The addition of a kiosk enhanced operational functionality, while the new workflows effectively prevented duplicacy in leads. Tailored workflows aligned with the client’s business processes, optimizing their operations. The email parsing function further streamlined lead management by automating the handling of incoming communications, contributing to a more organized and efficient system overall.

    Summary

    This case study highlights how Primrose Schools successfully implemented Zoho CRM to automate email communication, manage leads from Procare and email sources, and ensure timely reminders and follow-ups. The solution helped streamline data management, improve engagement with parents, and reduce manual effort through automation.

    Partner Bio

    Coderack believe in providing 360* support to our clients. Every client is different from another so are our state-of-the-art solutions. We are a team of highly enthusiastic, energetic and tech savvy engineers. The strength of our company lies in rich experience of its people, who come from diverse background.
    We ♥ to automate your business. So feel free to reach us today with you problems, we will be happy to help you!

    Mail us @ : info@coderack.net
    Call us @ : +91 7217832324
    Visit us @ : Fourth Floor, Plot no.24, Khasra No. 16/14, Major Bholaram Enclave, Pochanpur, New Delhi, Delhi, 110077