Every enquiry, followed up in minutes — anywhere in the world.
You already trust us to bring the enquiries in. This is how we make sure none of them go cold, and how your students' data stays exactly where you want it.
Conversion
17.6%
+3.2%
Cost / admit
$41
-18%
Avg. response
2m 40s
-91%
Admissions funnel
Enquiries / week
+24%Recent enquiries
A. Sharma
MSc Data Analytics
L. Fernandes
MBA Global
M. Al Rashid
BSc Computer Sci.
First response
Under 5 minutes
< 5 min
First-response time
7 days
From kickoff to live
24/7
Enquiry follow-up
Your cloud
Optional deployment
Book your free admissions audit
See exactly where enquiries are stalling between form-fill and campus visit.
No obligation. We only take on institutions we know we can move the needle for.
Trusted by Leading Educational Institutions Worldwide
The real problem
Your ads aren't the leak. Your follow-up speed is.
Enquiries go cold in the gap
A prospective student fills a form, then waits. By the time a counsellor calls back, they've already spoken to two other institutions.
No visibility into where enquiries die
You can see leads generated. You can't see how many were actually called, how fast, or why they didn't convert to a visit or application.
Data handled the wrong way
Student and parent contact details moving through spreadsheets, personal messaging apps or shared inboxes — a growing concern for boards, trusts and compliance teams everywhere.
Admissions Assistant
online
Hi, I saw your MSc programmes — is the January intake still open?
10:42
Hi! Yes it is 🎉 I can help you check eligibility right now. Which programme are you interested in?
10:42
MSc Data Analytics, starting January.
10:43
Perfect. You're eligible — I've booked a counsellor call for tomorrow 4pm and sent the brochure to your email. ✅
10:43
In action
The first reply lands before your competitor even opens the lead
The moment a form is submitted, the enquiry gets a warm, on-brand response across WhatsApp, SMS and call — qualifying programme interest, intake and intent while the student is still paying attention.
- Replies in minutes, at any hour, in any time zone
- Captures grade, programme and timeline automatically
- Hands your counsellor a ready-to-convert conversation
The engine
Everything we run — one connected system, wherever you operate
AI-assisted first response
Instant outreach the moment a form is filled — via WhatsApp, SMS and call — qualifying programme interest, timeline and intent before your team engages.
- Response within minutes, not hours
- Works across all your lead sources and markets
- Escalates high-intent enquiries immediately
Counsellor handoff, done right
Your admissions team only spends time on qualified conversations — with full context already captured.
- No repeated questions for prospective students
- Full enquiry history on every call
- Works alongside your existing counsellors
Dedicated CRM — or deployed in your own cloud
A single system of record for every enquiry, call and follow-up.
- Standard: dedicated, single-tenant instance — never pooled with other clients' data
- Enterprise: deployed entirely within your own AWS, Azure or GCP environment — your data never leaves infrastructure you control
Live admissions dashboard
See the full funnel — enquiry, contacted, visited, admitted — by campaign, market and counsellor.
- Enquiry-to-admission conversion, not just lead count
- Source-level cost per admission
- Weekly review with your marketing team
Security & data handling
Built for institutions that can't take chances with student data
Whichever country you operate in, admissions data comes with real obligations to boards, regulators and families. This is designed around that from day one.
Your cloud, your control
For institutions that need it, we deploy the full calling and CRM system inside your own cloud environment. We build and operate it; the data stays entirely within infrastructure you own.
Dedicated, single-tenant CRM as standard
Your enquiry data is never pooled with any other client's, wherever it's hosted.
Configured to your regulatory environment
Data handling aligned to whichever framework applies to you: GDPR (EU), FERPA (US student records), DPDP (India), or equivalent regional requirements.
Role-based staff access
Your counsellors see only what they need to; nothing leaves your admissions team.
How it works
From first enquiry to full dashboard in days, not months
Day 0 — You apply
A short call to understand your enquiry volume, current process and any specific data-hosting requirements.
Days 1–5 — The build
We configure the qualification flow, CRM and dashboard — on our infrastructure or yours.
Day 7 — You go live
Every new enquiry starts flowing through the system, tracked end-to-end.
Week 2 — First qualified handoffs
Your counsellors start receiving pre-qualified, context-rich conversations.
Ongoing — Full visibility
Weekly reporting on enquiry-to-admission conversion, by source and market.
Who we work with
Built for institutions where every enquiry matters — anywhere
K-12 Schools
Day and boarding schools managing high enquiry volumes across multiple intake cycles.
Junior Colleges & Sixth Forms
Institutions competing on speed of response during peak admission windows.
Universities & Business Schools
Multi-programme institutions needing qualified, programme-specific routing.
Coaching & Test-Prep Institutes
High-volume enquiry environments where fast follow-up directly drives conversions.
Multi-Campus Groups & Trusts
Standardising admissions follow-up and data handling across locations and countries.
What clients say
"Virallens significantly enhanced our digital lead quality through their seamless execution. With a professional and responsive approach, they implemented comprehensive strategies that consistently yielded impressive results. Their meticulous campaign management and thorough analysis played a vital role in driving our business growth."
Himanshu Dandotiya
Chief Enabler – Strategic Marketing and Communication
IFIM Business School
"Virallens significantly boosted our lead quality and helped us exceed our application targets. Their professional approach and seamless execution delivered strategies that consistently produced impressive results. Their meticulous campaign management and thorough analysis were key drivers of our business growth."
Oindrilla Sarkar
Marketing Head
IMT Hyderabad
Frequently Asked Questions
Everything you need to know about Admissions Automation
What is Admissions Automation, in one sentence?
A layer that qualifies and routes every enquiry within minutes, on a dedicated CRM — deployable in your own cloud if your institution requires it.
Does this replace our counsellors?
No — it makes sure your counsellors only spend time on qualified, ready-to-convert conversations.
Can this be deployed inside our own cloud environment?
Yes. For institutions with data-residency or governance requirements, we deploy the full system within your own AWS, Azure or GCP account.
Can this integrate with our existing CRM (Meritto, LeadSquared, HubSpot etc.)?
Yes — we can integrate with your existing CRM such as Meritto, LeadSquared or HubSpot, or run as a standalone dedicated instance.
Can Virallens handle the ads and the system integration end to end?
Yes. We run the entire pipeline under one roof — from paid campaigns on Google, Meta and other channels that generate the enquiries, through to the instant-response automation, CRM setup and counsellor handoff. You get a single accountable partner for both lead generation and conversion, not one agency for ads and another for the tech.
Do we need a separate agency for lead generation, or is that included?
It's included. Admissions Automation sits on top of the lead generation we already do for you, so the ads and the follow-up system are designed to work together. If you already run ads with another partner, we can still plug the automation layer onto your existing enquiry sources.
Can you run this across multiple campuses or markets at once?
Yes. The system handles multiple campaigns, campuses and regions in parallel, with reporting broken down by source, campaign and counsellor — so a group operating across several cities or countries can manage everything from one dashboard.
Can the automation be customised to our admissions process?
Yes — it's configured per institution, not off a template. We tailor the AI qualification logic, follow-up scripts and routing rules to how your admissions team actually works, so the system fits your process rather than forcing you to change it.
How fast can we get started?
Live within 7 days of kickoff.