Stop Losing Prospective Students to Disorganized Lead Tracking Capture Every Inquiry and Convert Them into Enrolled Learners
We understand how frustrating it is when a promising student slips through the cracks because your lead system couldn't keep up. Over 70% of language schools report losing at least 25% of potential enrollments due to fragmented tools—don't let that be you.
Join 150+ businesses with streamlined student pipelines
The "Lead Fragmentation" Problem
Manual tracking of student inquiries across emails, online forms, and LMS portals leads to forgotten follow-ups on potential ESL enrollments
Inability to segment leads by CEFR language proficiency levels or preferred course modalities like online vs. in-person
Delayed responses to international student visa applications and enrollment forms due to time zone mismatches across Asia, Europe, and the Americas
Overwhelmed admissions staff juggling leads from social media campaigns, website chatbots, live webinars, and campus walk-ins
No visibility into which marketing channels, like targeted LinkedIn ads or email newsletters, bring the most qualified prospects for certification programs
Struggling to nurture leads through personalized reminders for language placement tests or skill assessments ahead of cohort start dates
Tailored Lead Management Built for Your Language School
With over a decade of experience optimizing workflows for education providers, we've helped schools like yours turn chaotic inquiries into thriving classrooms.
Why Choose Us
You're not alone in feeling buried under student applications and half-remembered follow-ups. We've seen this before—language schools pouring hours into spreadsheets that don't talk to their enrollment calendars. Our custom CRM replaces that chaos with a unified system designed around your unique flow: from capturing a prospect's interest in Spanish immersion to booking their first lesson. We build it to fit your exact needs, scalable as your programs grow.
What Makes Us Different:
Unlock Scalable Enrollment Growth Without the Hassle
Boost Conversion Rates by 40%
Boost Conversion Rates by 40%: Imagine every interested student receiving a tailored response within 15 minutes, spotlighting courses aligned with their CEFR goals, such as beginner Spanish immersion. Our system analyzes inquiry details to prioritize hot leads—like those inquiring about business English certification—ensuring your team focuses on closing enrollments that fill upcoming cohorts fast, with tracked outcomes showing 25% higher retention in the first semester.
Save 20+ Hours Weekly on Admin Tasks
Save 20+ Hours Weekly on Admin Tasks: No more chasing scattered emails or updating siloed spreadsheets for student data. We automate the essentials—sorting applications by TOEFL scores or preferred learning tracks, scheduling virtual placement interviews via integrated calendars, and syncing seamlessly with your LMS like Canvas or Moodle—so your staff can build meaningful mentor-student relationships and track progress toward graduation milestones instead.
Scale to Handle Seasonal Enrollment Surges
Scale to Handle Seasonal Enrollment Surges: Like a adaptive curriculum that adjusts to varying class dynamics, our CRM flexes effortlessly with your peaks—such as January IELTS prep rushes or summer study abroad intensives. It processes thousands of leads without downtime, using AI-driven forecasts from historical enrollment data to anticipate demand, ensuring your vocational training programs remain fully booked and compliant with accreditation standards year-round.
What Clients Say
"Before AIQ Labs, we'd lose track of nearly 40% of our online inquiries during peak summer enrollment for Mandarin courses. Now, the system auto-tags leads by proficiency levels like HSK 3 and sends multilingual follow-ups in English or Spanish. We enrolled 35 more students in our intermediate program last quarter—it's like having a tireless assistant handling visa query responses around the clock."
Maria Gonzalez
Admissions Coordinator, Lingua Viva Language Academy
"Our legacy system couldn't integrate walk-ins from open houses with web forms for online German classes. After their custom CRM rollout, we slashed response times from 48 hours to under 2, boosting trial lesson sign-ups by 28% among international applicants from Europe and Latin America. It's revolutionized our outreach without the typical integration headaches with our Zoom-based orientations."
David Chen
Director of International Admissions, Global Language Institute
"We were hesitant about custom solutions, but this CRM integrates flawlessly with our Google Classroom portals and virtual booking systems for Russian literature workshops. Within three months, we've cut no-shows for mandatory placement assessments by 45% and accelerated filling our B2-level Italian cohort by two weeks ahead of schedule, all while maintaining personalized nurture sequences."
Elena Petrova
Student Services Manager, EuroLang Training Center
Simple 3-Step Process
Discovery Session
We dive into your current lead process, from inquiry capture to enrollment, identifying pain points like mismatched student expectations or lost group class leads.
Custom Design & Build
Our engineers craft a CRM tailored to your school—think automated paths for ESL beginners versus advanced speakers, with seamless ties to your tools.
Integration & Launch
We connect it all, test with real scenarios like peak application weeks, and train your team for smooth rollout, ensuring zero disruptions to ongoing classes.
Why We're Different
What's Included
Common Questions
How does this custom CRM handle leads from multiple languages?
We design the system to detect and respond in the prospect's preferred language right from the first contact. For instance, if a lead submits an inquiry in Spanish about immersion courses, our AI translates and routes it appropriately, sending tailored follow-ups in Spanish while logging everything in your central dashboard. This ensures no cultural or linguistic barriers slow down your enrollment process. We've built this for schools with diverse offerings, reducing miscommunications that often lead to 15-20% inquiry drop-offs. The result? Faster conversions and happier international students who feel understood from the start. Integration with translation APIs keeps it accurate and scalable as your programs expand.
What if our school has unique enrollment workflows?
Every language school operates differently—some prioritize group classes, others one-on-one sessions. We start by mapping your exact process, like how you handle trial lesson sign-ups or prerequisite assessments, then build the CRM around it. No forcing square pegs into round holes. For example, one client needed custom paths for heritage speakers versus beginners; we engineered branching logic that adapts in real-time. This flexibility means your team uses tools that feel intuitive, cutting training time in half and boosting adoption. Unlike rigid templates, our solution owns your data and evolves with changes, like adding online cohorts post-pandemic.
How secure is the student lead data in your system?
Security is paramount, especially with sensitive info like visa details or language backgrounds. We implement enterprise-grade encryption, role-based access, and GDPR/CCPA compliance from the ground up. Your leads are stored in a fortified, owned environment—not scattered across third-party apps prone to breaches. We've audited systems for education clients, ensuring features like audit logs track every access. In one case, this setup prevented data loss during a server migration, saving weeks of recovery. Peace of mind comes standard, so you focus on teaching, not worrying about compliance fines that could hit $20 million for violations.
Can this integrate with our existing tools like Zoom or payment gateways?
Absolutely—integration is our specialty. We create deep, two-way connections so leads flow seamlessly: a prospect books a trial via the CRM, it schedules Zoom automatically, and processes payments through Stripe or your preferred gateway. No more manual syncing that causes errors. For a bilingual school we worked with, this linked their CRM to Google Workspace and an LMS, reducing double-entry by 90%. If your setup includes custom tools, like in-house grading apps, we'll build APIs to bridge them. The end result is a single pane of glass for your entire student journey, scalable without the integration nightmares of pieced-together software.
What's the timeline for building and launching this CRM?
We aim for efficiency without rushing quality—typically 6-8 weeks from discovery to live deployment for a core lead management system. Week one is all about understanding your flow, like peak inquiry times for summer programs. Then, 3-4 weeks of building and testing with your sample data, ensuring it handles scenarios like high-volume walk-ins. The final two weeks cover integration, training, and tweaks based on your feedback. One school went live in five weeks after we prioritized their urgent enrollment push. Post-launch, we provide ongoing support to refine as your student outcomes evolve, keeping everything running smoothly.
How does the pricing work for this custom development?
Pricing is tailored to your scope—no one-size-fits-all quotes. For a mid-sized language school with standard integrations, expect a one-time build fee starting around $15,000-$25,000, depending on complexities like multi-language AI or advanced forecasting. This replaces endless subscriptions, often saving 30-50% annually. We break it down transparently: discovery is free, then fixed milestones for design, build, and launch. No hidden costs or upcharges for ownership. Clients typically see ROI in 4-6 months through higher enrollments. If budget's a concern, we can phase it—start with core lead capture, add analytics later.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.