CRM for Test Prep Centers

• The problem

  A student takes the diagnostic test and the parent waits days to hear what the score means.

  In Kompot.ai

  Moving the opportunity to “diagnostic done” triggers a workflow that creates a task for the advisor to call the parent. The section scores are fields on the student, the score report is a file on the record, and the recommended course goes out as an estimate.

• The problem

  Nobody can say at a glance which students take the exam this spring and which in the fall.

  In Kompot.ai

  Exam date and registration deadline are custom fields on each student. A scheduled workflow messages the parent before the deadline and creates a task for the advisor, so nobody discovers a missed registration in the last week of the course.

• The problem

  The parent pays and the student attends, and what you tell one never reaches the other.

  In Kompot.ai

  Keep the parent as the contact, with the student's name, grade, school and phone as custom fields. Emails to the parent and messages with the student land in one conversation log, next to the tutors' notes, so anyone at the center can see what was said to whom.

• The problem

  Practice test scores sit in a tutor's spreadsheet, and parents ask for them after every session.

  In Kompot.ai

  Set up each student's prep as a project: the diagnostic, each practice test and each review session are tasks. Share it with the parent by link: they see which tests are done and which are coming, and can leave a comment. The tutor records each score in the progress notes.

• The problem

  A course package is paid in installments, and no one tracks which family is behind.

  In Kompot.ai

  Bill the package as one invoice per installment, each with its own payment link and due date. An installment that is not paid on time is flagged as overdue, so the conversation with the family happens before the final intensive, not after the exam.

What you keep on record

Exam date and target score

The test date, registration deadline and the score the student is aiming for, as custom fields on the contact.

Diagnostic and practice scores

Section scores from the diagnostic and from each practice test in fields and notes, with score reports attached as files.

Parent and student details

The parent who pays as the contact; the student's name, grade, school and phone in custom fields on the same record.

Courses and packages

Group courses, one-to-one tutoring hours, practice test days and pre-exam intensives in your price list.

Questions owners ask

Can I keep every student's exam date and be reminded before registration deadlines?

Yes. Exam date and registration deadline are custom fields on the student. A scheduled workflow can message the parent and create a task for your advisor ahead of the deadline.

How do parents follow their child's progress between practice tests?

Run each student's prep as a project and share it with the parent by link. They see the tasks — diagnostic, practice tests, review sessions — and can comment. Scores are kept on the student's record, so staff can answer a parent's question from one page.

Can a prep course be paid in installments?

Yes, with a separate invoice for each installment, each paid by card through its own link via Stripe or PayPal. If a family pays part of an invoice by transfer or at the desk, your staff record it and the invoice shows what is still open.

Can families book the diagnostic test online?

Yes. Put your diagnostic sessions on the online booking page and send families the link. They pick a free slot, and it appears on the shared calendar for whoever proctors the test.