Total Leads
0
All time
New This Week
0
Last 7 days
Enrolled
0
Converted
Lost
0
Not converted
Pipeline Overview
Recent Leads
Lead Pipeline
All Leads
| Name | Phone | Course Interest | Type | Stage | Priority | Source | Added On | Actions |
|---|
Admissions
Students being admitted and students already enrolled.
| Student ID | Student | Course | Status | Batch | Course Dates | Course Fee |
|---|
Fees & Dues
Standard course fees and the payment position of enrolled students.
Standard Course Fees
Staff may override a fee for an individual admission.Student Fee Status
| Student ID | Student | Course | Course Fee | Paid | Balance | Status | Last Payment |
|---|
Analytics
👆 Tap chart → what it means → exact numbers → backPipeline by Stage
Course Demand
Where Leads Come From
Daily Lead Flow — 30 Days
Monthly Enquiries vs Enrolments
Best Converting Channels
Conversion Rate by Course
Domestic vs International
📖 CRM Handbook
Quick reference for all staff · Last updated August 2026Everything you need to know to use the Rosemounts CRM confidently — colour codes, abbreviations, pipeline stages, and how the key buttons work.
🎨 Colour Codes
Brand / Stat Cards
Blue #135786
Total Leads · Primary UI · Headings
Gold #F9B500
New This Week · Alerts · Highlights
Green #54AD08
Enrolled / Converted · Success
Red #C92629
Lost Leads · Overdue · Errors
Follow-Up Date (FUD) Status
🔴
Overdue — The follow-up date has already passed. This lead needs immediate attention.
🟡
Due Today / Tomorrow — Follow up is coming up very soon. Prioritise this today.
⚪
Upcoming — Scheduled in the future. No action needed right now.
—
Not Set — No follow-up date assigned. Set one when you contact the lead.
Priority Badges
High
Medium
Low
Assign priority based on how ready the student seems to enrol — High = very interested, Low = just enquiring.
🔄 Pipeline Stages
Every lead moves through these five stages. Move them forward as you take action.
🔤 Abbreviations & Full Forms
CRM Terms
| Short | Full Form / Meaning |
|---|---|
| FUD | Follow-Up Date — when to next contact the lead |
| ENQ | Enquiry — a domestic lead (e.g. ENQ0001) |
| INT | International — a lead from outside India (e.g. INT0080) |
| NR | Not Responded / Contacted stage in the sheet |
| AE | Already Enrolled → Counselled stage in the sheet |
| Sr. No. | Serial Number — the unique ID of each lead |
| GAS | Google Apps Script — the backend that talks to the sheet |
Course Short Forms (as they appear in the sheet)
| Sheet Code | Full Course Name |
|---|---|
| IA | IELTS Academic |
| IG | IELTS General Training |
| ILS | IELTS Life Skills |
| SE | English Speaking — In Person |
| SEO | English Speaking — Online |
| DET | Duolingo English Test |
| PTE | PTE Preparation |
| PDP | Personality Development Programme |
| VIP+ | VIP+™ Career Pathway Program |
| FR-I | French — Individual |
| FR-G | French — Group |
🖱️ Buttons & Icons Guide
Opens WhatsApp with the lead's number and a pre-filled message — greets them by first name, mentions their course, and asks when to connect. For 10-digit Indian numbers, +91 is added automatically. Just hit Send.
Opens your email app with the staff email pre-filled in To: and the lead's name in the subject line. International leads go to Rashmi's email; domestic go to [email protected].
Opens the lead form pre-filled with existing details. Make your changes and click Save Lead to update the record in the sheet.
Permanently deletes the lead from both the CRM and the Google Sheet. This cannot be undone — use with care.
Pulls the latest data from the Google Sheet into the CRM. Always Sync first thing when you open the CRM for the day to get fresh data.
Downloads all currently visible leads as a CSV file. You can open this in Excel. Useful for sharing a filtered list with management.
Checkboxes
Every row in All Leads now has a checkbox. Tick one or more leads and a blue bar appears at the top showing how many are selected. From there you can send a bulk WhatsApp message to all of them at once.
Appears in the blue selection bar when leads are checked. Opens a modal where you pick a message template (Follow-up, Reminder, Offer, Re-engage), preview the personalised message — {name} and {course} are auto-filled for each student — then opens WhatsApp for each one, 0.6 seconds apart. You can also click Copy Numbers to get all phone numbers on your clipboard for a WhatsApp Broadcast.
Bulk-add leads from a .csv or .xlsx file. Drag & drop or click to upload → the CRM reads the columns automatically (it recognises variations like "Mobile", "Contact Number", "Remarks" etc.) → shows a 5-row preview → click Import X Leads to add them all. Duplicate phone numbers are skipped. Leads are saved locally first and then pushed to the Google Sheet in the background.
Opens the Call Log for that student. You can see the full history of every call made, and add a new entry — select the outcome (Answered / Not Answered / Switched Off etc.), add notes, and save. The log is stored in the Google Sheet under a separate CRM_CallLog tab.
🎓 Enrolled Student Tracking
Once a lead is moved to Enrolled, fill in the extra fields below in the Edit Lead form. These help track payments, batch timings, and course renewals.
| Field | What to enter |
|---|---|
| Fee Paid (₹) | Amount received so far. Leave blank if fee has not been collected yet. |
| Last Payment Date | The date of the most recent payment. Update this each time a new payment is received. |
| Batch Timing | Morning / Evening / Weekend / Online — whichever batch the student has been assigned to. |
| Course Start Date | The date the student actually started classes. |
| Course End Date | When the current batch / fee period ends. This is the most important field — the CRM uses it to send renewal reminder emails when the date is 7 days away. |
⏰ Renewal Reminders — Every morning at 9 AM, the CRM automatically emails [email protected] and [email protected] with a list of any enrolled students whose Course End Date is within 7 days. The Dashboard also shows this list in the "Courses Ending Soon" section. Days left appear in red (≤2 days), amber (≤5 days), or green (≤7 days).
📡 Lead Sources — What They Mean
Walk-in — Student or parent walked into the institute in person.
Phone — Called the institute directly (incoming call).
Website — Filled the contact form on rosemounts.org.
Referral — Referred by an existing student or parent.
Social Media — Came via Instagram, Facebook, or WhatsApp broadcast.
School Visit — Met at a school seminar or outreach session.
Other — Any source not listed above — note it in the lead's Notes field.
💰 Standard Course Fees
These are auto-filled when you select a course while adding a lead. You can manually override if the actual fee is different.
| Course | Standard Fee |
|---|---|
| IELTS Foundation | ₹5,000 |
| IELTS Academic | ₹7,500 |
| IELTS General | ₹7,500 |
| IELTS Online | ₹9,000 |
| Duolingo English Test (DET) | ₹6,000 |
| Duolingo English Test (DET) — Online | ₹8,000 |
| PTE Preparation | ₹7,500 |
| PTE Preparation — Online | ₹9,000 |
| Spoken English — In Person | ₹3,500 |
| Spoken English — Online | ₹5,000 |
| Kids MBA | ₹7,000 |
| Personality Development (PDP) | ₹4,000 |
⚡ Quick How-To
Add a new lead
Click Add Lead in the topbar or sidebar → fill in Name, Phone, and Course (required) → select Stage and Priority → Save Lead. The lead is instantly saved to the Google Sheet.
Start your day
Click Sync to pull fresh data from the sheet → check Dashboard for Follow-ups Due → action the red and yellow ones first.
Move a lead's stage
Open the lead (click on the name in All Leads or on the Pipeline card) → click Edit → change the Stage dropdown → Save. Or drag the card to a new column on the Pipeline board.
Set a follow-up date
Edit the lead → set the Next Follow-Up Date field → Save. The Dashboard will show this lead in Follow-ups Due when the date arrives.
Read the analytics charts
Go to Analytics → click any chart once to see what it means → click again to see the exact numbers → click a third time to go back to the chart.
Who handles which leads?
Rashmi ([email protected]) handles all International leads. Institute staff ([email protected]) handle all Domestic leads. The Type column shows 🇮🇳 / 🌍 to tell them apart.
Enrol a student
Move the lead to Enrolled → click Edit → fill in Fee Paid, Last Payment Date, Batch Timing, Course Start Date, and Course End Date → Save. The renewal reminder will fire automatically 7 days before the end date.
Log a call
Click the 📞 button on any lead in the All Leads table, or click 📞 Log Call in the lead detail — select the outcome, add notes, and Save Call. Every call is stored in the sheet so the full history is always available.
Send a bulk WhatsApp
Go to All Leads → use the filters to narrow down (e.g. Stage = Contacted, Course = IELTS Academic) → tick the checkboxes for the leads you want → click 💬 WhatsApp All in the blue bar → choose a template or write your own message → click Open WhatsApp. WhatsApp opens for each lead one by one with the message pre-filled and personalised.
Import leads from Excel or CSV
Go to All Leads → click ⬆ Import → drag and drop your file or click to upload → check the preview → click Import X Leads. The file must have a header row with at least a name and phone column. Any common variation of the column name works — the CRM maps them automatically.
💳 Payment Ledger
Every payment from a student can be logged individually — not just a single total. The CRM keeps a full receipt history and automatically calculates the running balance against the quoted course fee.
How to log a payment
Open any lead's detail card → scroll to 💳 Payment Ledger → click + Add Payment → enter amount, date, method (Cash / UPI / Card / Bank Transfer / Cheque), staff name, and an optional note → click Save Payment. The total paid and balance update instantly.
Balance display
If the course fee is set on the lead, the ledger shows Total Paid, Course Fee, and Balance due in red, or ✅ Paid in full in green when fully settled.
Deleting an entry
Click the 🗑 icon on any payment row to remove it. The total and balance recalculate automatically. The deletion is also recorded in the Activity Timeline.
Where it's stored
All payments are saved to the CRM_Payments tab of the ENQUIRY TRACKER sheet. Columns: PAY_ID, CRM_ID, DATE, AMOUNT, METHOD, NOTE, ACTOR. The FEE_PAID column on the main Enquiries tab is kept in sync automatically.
📋 Activity Timeline
Every significant action on a lead is recorded automatically. Open any lead's detail card and scroll to the bottom — you'll see a full chronological log of everything that happened.
| Icon | Event Type | When It's Recorded |
|---|---|---|
| ✅ | Lead Created | When a new lead is added — via form, bulk import, email parser, or Meta Ads |
| 🔄 | Stage Changed | When the pipeline stage changes (e.g. New → Contacted, Counselled → Enrolled) |
| 📝 | Note Updated | When the Remarks / Notes field is edited and saved on a lead |
| 📞 | Call Logged | When a follow-up call is recorded via the 📞 Call Log button |
| 💳 | Payment Received | When a payment is added or deleted via the Payment Ledger |
Note: Only events that happen after the backend is deployed are logged. Pre-existing leads will show a "Lead created" entry as the first item.
Rosemounts Institute · Dehradun · Staff CRM Handbook · June 2026
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