Admissions Platform: Follow-up Automation & Website Launch
Overview
The consultancy's director was spending about four hours a day chasing enquiries by hand, reminding students about documents, checking who had replied, and deciding which counsellor should pick up which lead. We launched a new website in four days and built the enquiry-to-enrolment workflow behind it: every form submission and qualified chat triggers routing, status tracking and an automated follow-up sequence. The consultancy now enrols three times as many students with a smaller team.
Website design to launch
Manual follow-up removed per day
Enrolments with a smaller team
Hours returned each working week
The challenge
we had to solve
Follow-up depended entirely on one person's memory and inbox. Enquiries came in through several channels with no single record, duplicates were common, and there was no shared view of where each student sat between first contact and enrolment. Leads went cold not because students lost interest, but because the next message was sent late or not at all, and the consultancy also needed a fast, findable website to bring those enquiries in.
How we
approached it
We designed and launched the website in four days, with lead capture forms, on-page SEO and conversion tracking built in from the first release. Behind it, webhook-triggered workflows deduplicate each enquiry, sync it to a central record, and route it to a counsellor by destination and workload. Status changes drive event-based follow-up sequences (document reminders, intake deadlines, re-engagement nudges) with SLA timers and escalation rules so no enquiry sits unanswered without someone being alerted.
Event-driven Follow-ups
Status changes trigger timed reminder sequences, so students hear back at each stage without anyone scheduling a message by hand.
Routing & SLAs
Enquiries are deduplicated and assigned to a counsellor automatically, with SLA timers and escalation rules when a lead goes unanswered.
Status Tracking
Every student has one record moving through defined stages from enquiry to enrolment, giving the team a shared, current view of the pipeline.
Fast, Findable Website
A website launched in four days with lead capture forms, on-page SEO, Core Web Vitals in mind and conversion tracking on every enquiry path.
Four phases
zero shortcuts
Pipeline Mapping
Mapped every step from first enquiry to enrolment, the follow-ups done by hand at each stage, and where leads were being lost.
4-day Website Build
Designed and launched the website with lead capture forms, on-page SEO, structured metadata and conversion tracking.
Workflow Automation
Built webhook-triggered workflows for deduplication, CRM sync, counsellor routing and stage-based follow-up sequences.
SLAs & Monitoring
Added SLA timers, escalation rules and pipeline reporting so the team can see what is overdue and where enrolments come from.
The work,
in full resolution
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Before vs.
after
Before Algon, I was spending 4 hours a day just managing follow-ups. Now the system does it automatically. Our team is smaller but we're enrolling three times as many students.
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