How an Educational Institution Went from Overwhelmed to Empowered with Zoho One

An Australian educational institution required a more efficient system to handle student enrolment processes, aiming to reduce the time and errors associated with manual data entry. Facing an increasing number of enrolments, they needed an automated solution to streamline student onboarding, manage data across multiple systems, and ensure a seamless experience for both staff and students. This case study details how Zoho One—specifically Zoho Forms, Zoho Desk, and Zoho CRM—integrated with aXcelerate to improve enrolment workflows, eliminate repetitive tasks, and enhance the onboarding experience.

This institution, a leading educational provider in Australia, offers a variety of courses to empower students with practical skills and industry knowledge. Committed to excellence, the institution focuses on providing efficient, student-centred processes that support growth and learning. With an increasing number of enrolments, the institution required an automated system to ensure smooth data flow and maintain high-quality support for new students from registration through onboarding.

Founded in Australia, the institution has established itself as a trusted name in education, serving diverse students across various programs. The institution is dedicated to empowering individuals by providing quality education and an efficient, supportive learning environment.

Disconnected enrolment processes impacted the institution’s ability to manage student data accurately, leading to delays, errors, and limited scalability. A centralised, automated solution was essential to ensure accurate data handling, reduce manual work, and support the growing enrolment demands.

The proposed solution was to implement Zoho One, integrating Zoho Forms, Zoho Desk, and Zoho CRM with aXcelerate as the learning management system (LMS). Key components included:

• Zoho Forms: Used to collect enrolment information from new students, automatically transferring data to Zoho CRM to create a student record.
• Zoho CRM: Configured for tracking student records and monitoring each enrolment status.
• Zoho Desk: Generated support tickets for new students, ensuring prompt responses to inquiries and smooth communication.
• aXcelerate Integration: Automated student account creation in the LMS, eliminating the need for manual data entry.

The implementation process involved:

• Zoho Forms Integration: Created forms to gather enrolment details, automatically populating Zoho CRM and generating support tickets in Zoho Desk.
• CRM Setup for Student Tracking: Configured Zoho CRM to manage student records, streamlining the onboarding workflow and ensuring data consistency.
• aXcelerate Account Creation: Set up automated account creation in the LMS, reducing time spent on manual entries and ensuring students received their LMS access promptly.
• Automated Email Communication: Implemented notifications for new students, providing account details and onboarding information automatically, ensuring a seamless experience without manual intervention.

The Zoho One implementation transformed the institution’s enrolment process, resulting in:

• Improved Efficiency: Automation reduced the need for manual data entry, saving staff time and reducing errors in student records.
• Enhanced Student Experience: New students received timely, automated communications, creating a smoother onboarding experience.
• Centralised Data Management: Data centralisation in Zoho CRM allowed staff to manage enrolments more effectively and respond quickly to inquiries.