Education and Training

Network of Learning Centers and Private Tutoring

Education and Training — Private Tutoring and Instruction (B2C)

Before: every lead passed through 10 different systems with endless copy-pasting. After: the lead comes in from the website, lands in the right list by language, and receives emails automatically — without anyone touching it.

Zoho CRM

Zoho Campaigns

Zoho Flow

WordPress

WhatsApp Business API

Challenge

The Challenge

For the client, a network of learning centers for private tutoring and training, every lead was dragged through 10 separate systems before anyone even replied: it opened in Notion, was manually copied into Zoho CRM (family + student + lead), summarized in ChatGPT, prices were copied from lists, photos were sent manually on WhatsApp, and follow-up dates were set by hand. In the client's words: "she goes to 10 different places" and "does a lot of copy-paste." Zoho Campaigns was already installed — but sat empty and dead, after a previous vendor only fed in emails with no names and set up no automation at all. And there was no segmentation by language: the B2C audience was partly Hebrew-speaking and partly Russian-speaking, and any mistake meant a Russian email to a Hebrew-speaking client — "it can't be that an email goes out in Russian to a client whose communication language is Hebrew." The result: hours of repetitive work, copy errors between systems, and the risk of losing leads in a cumbersome process.

Solution

The Solution

We built the client a fully automated lead-to-deal system around the existing Zoho environment, without replacing anything. We set up Zoho Campaigns from scratch and connected it to the CRM modules (Families, Students, Leads) with full contact sync and automatic segmentation by status and by communication language — Hebrew and Russian separately, including automatic list switching the moment the language changes in the CRM, so no client receives an email in the wrong language. We built a complete customer journey from the WordPress landing page: a prospect who leaves their details enters the right list based on the site's language, receives a guide and a warm-up email sequence, and is opened automatically as a lead in the CRM ready for outreach — instead of manual copying from Notion. We added an automatic welcome email that goes out in the right language the moment a status change marks a client as in training, and a daily automatic backup of WhatsApp conversation history to the client's Zoho record so information isn't lost. And since the client explicitly asked to remain self-sufficient — we finished with orderly training and knowledge transfer, so the team can launch campaigns and automations on its own without dependence on a vendor.

Our Approach

Setup and launch of Zoho Campaigns from scratch, connected to the Families / Students / Leads modules in the CRM

Full contact sync (name, email, phone, language) with lists and segments: active client / past client / prospect

Bilingual Hebrew/Russian segmentation with automatic list switching when the language changes in the CRM

Full customer journey from the WordPress landing page: form by language → list in Campaigns → guide → warm-up email sequence → automatic lead creation in the CRM

Automatic welcome email in the right language on a client status change

Daily automatic backup of WhatsApp conversation history to the client's Zoho record

Training and knowledge transfer + a summary document, so the team is self-sufficient in launching campaigns and automations

Monthly retainer for maintenance and monitoring of all the automations + ongoing development hours

Technologies Used

Zoho CRMZoho CampaignsZoho FlowWordPressWhatsApp Business API

The service behind this project

Automated Appointment Scheduling

Results

The Results

The team moved from handling a lead scattered across 10 systems — to working from a single place. Leads are created automatically from the landing pages instead of manual copying from Notion into Zoho, the welcome and warm-up emails go out on their own in the right language (Hebrew/Russian), and Zoho Campaigns — which had sat empty — now runs in practice with live segmentation. WhatsApp conversation history is saved on its own in the client's record, so information doesn't get lost. Beyond the time savings and the reduction in copy errors — the team went through training and became self-sufficient in operating the system, exactly as the client requested. The trust that was built led to continued work on a monthly retainer. (No numeric monthly cost savings were measured within the scope of the project.)

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