CRM for Language Schools

• The problem

  A prospect takes the placement test, gets a level, and nobody calls back with a group offer.

  In Kompot.ai

  Each inquiry is an opportunity moving through stages you set: inquiry, placement test, group offered, enrolled. The level from the test is a field on the contact, so the board shows who has been tested and still has no group.

• The problem

  An intermediate evening group is one student short, and nobody remembers who asked about it.

  In Kompot.ai

  Level, preferred days and time of day are custom fields on every contact. Look through the tested leads who have not been placed, pick the ones who fit, and write to them from the contact page by WhatsApp, Telegram or email.

• The problem

  The term is ending and re-enrollment is done by catching students in the corridor.

  In Kompot.ai

  Keep the term end date on the student. A scheduled workflow sends the re-enrollment message before the last lesson and creates a task for the administrator to call those who have not answered. The invoice for the following term goes out with a payment link.

• The problem

  A company orders a course for its staff, and the contract, the quote and the invoices are scattered across inboxes.

  In Kompot.ai

  The company is a contact with the HR manager's details. The course goes out as an estimate built from your price list, the contract is signed online from a template, and the approved estimate converts into an invoice. All of it sits on the company's page.

• The problem

  Term fees come in installments, and by mid-term nobody is sure who still owes what.

  In Kompot.ai

  Each term is an invoice with a payment link. When a student pays part of it at the front desk or by transfer, the administrator records the payment, the invoice shows what is still open, and the link charges the remainder. Students who pay month by month can be put on a subscription invoice instead.

What you keep on record

Level and placement result

The level from the placement test, the date it was taken and the teacher's comments, as custom fields and notes on the student.

Group and schedule

Current group, teacher, days and time as custom fields; the lessons themselves as events on the shared calendar.

Term dates and payments

Term start and end dates on the student, with every term invoice and each installment on the same page.

Courses and price list

General, exam preparation, corporate and one-to-one courses in the product catalog, ready for estimates and invoices.

Questions owners ask

Can I see who has taken the placement test but has no group yet?

Yes. Make “tested, no group yet” a stage in your opportunity pipeline. The level and preferred schedule sit on the contact, so the board shows who is still unplaced and which group would suit them.

How do I run re-enrollment at the end of a term?

Keep the term end date on each student. A scheduled workflow messages students before the term ends and creates tasks for the administrator, and the invoice for the term that follows is sent with a payment link.

Can students pay for a whole term or month by month?

Both. A term is one invoice with a payment link for card payment through Stripe or PayPal. If a student pays part of it at the front desk, your staff record that payment and the link then charges what is still open. Monthly payers can be put on a subscription invoice issued every month.

Where do group lessons and teachers' schedules live?

On the shared calendar. Each group's lessons are events the teacher can see, and teachers who use Google Calendar get them through the sync. Placement interviews are booked into free slots through the online booking page.