Stop Losing High-Potential Students to Cluttered Lead Tracking
We understand the frustration of watching promising SAT or ACT prep leads slip away because your current system can't keep up with enrollment cycles. Over 80% of test prep firms struggle with this, but our custom AI solutions have helped recover 27% more enrollments on average by streamlining lead management from inquiry to class signup.
Join 150+ businesses with streamlined student pipelines
The "Lead Overload" Problem
Manual lead capture from parent inquiries for SAT/ACT prep overwhelms small teams during peak registration seasons in spring and fall
Disjointed tools fail to track student progress from free trial session to paid enrollment
Generic CRMs ignore test prep specifics like LSAT score goals, MCAT retake timelines, and GRE diagnostic results, leading to unqualified follow-ups
Missed opportunities from unsegmented leads, where high-achieving students get buried under casual inquiries
Inconsistent nurturing for diverse learners, from high school SAT takers to adult professionals pursuing MBA GMAT courses, causing drop-offs before conversion
Data silos between online course sign-ups and in-person class bookings, resulting in fragmented student outcomes
Tailored Lead Management Built for Test Prep Excellence
With over a decade in education tech, we've partnered with 50+ training providers to craft AI systems that align perfectly with your enrollment goals
Why Choose Us
We get it—running a test prep company means juggling anxious parents, motivated students, and tight deadlines around exam dates. You're not alone in feeling buried under leads that don't convert. We've seen this before with firms like yours, where off-the-shelf tools just can't handle the nuances of scalable learning paths. That's why we build custom AI-powered lead management solutions from the ground up. Tailored to your exact workflow, our systems capture inquiries from emails, webinars, and social ads, then intelligently score and nurture them based on factors like target scores and study preferences. No more one-size-fits-all limitations. It's flexible, owned by you, and designed to boost student outcomes without the subscription chaos.
What Makes Us Different:
Unlock Scalable Growth with Custom AI Precision
Higher Enrollment Rates
Higher Enrollment Rates: Our AI scores leads by analyzing behaviors like demo class attendance, practice test quiz responses, and parent engagement for SAT/ACT prospects, helping you focus on high-intent students who convert 40% faster within 90 days. No more chasing low-intent inquiries—watch your class sizes grow without extra marketing spend.
Streamlined Student Journeys
Streamlined Student Journeys: From initial contact to post-enrollment support, our system automates nurturing tailored to test prep cycles like 8-week MCAT bootcamps or 12-week LSAT courses, reducing administrative time by 25 hours weekly. This lets your team focus on what matters: improving diagnostic scores and long-term student outcomes.
Data-Driven Insights
Data-Driven Insights: Gain real-time dashboards showing lead-to-student conversion funnels, with breakdowns by course type like LSAT logical reasoning modules or GMAT quantitative prep. Identify bottlenecks early, like seasonal drop-offs in summer retakes, and adjust strategies to hit 95% retention targets for enrolled cohorts.
What Clients Say
"Before AIQ Labs, we were drowning in Excel sheets for tracking LSAT leads from parent webinars—half our inquiries went cold because we couldn't follow up fast enough during peak application seasons. Their custom system now auto-sorts parents by kid's initial practice test scores and engagement levels, and we've seen a 22% jump in enrollments in just three months. It's like having an extra admissions counselor who never sleeps."
Sarah Jenkins
Director of Undergraduate Enrollment, Apex SAT & LSAT Prep Center
"As a small team handling GRE and GMAT courses for business school applicants, we struggled with leads from online ads scattering across multiple apps like Google Forms and email. AIQ built us a unified pipeline that tags leads by target schools like Harvard or Wharton and sends personalized study tip emails based on diagnostic results. Last quarter, our conversion rate went from 15% to 38%, and we're finally scaling without hiring more staff."
Michael Torres
Founder & Lead Instructor, Elite GRE/GMAT Training Institute
"Test prep is all about timing, but our old CRM couldn't handle retake season chaos for MCAT students aiming for med school deadlines. The AI lead manager they created predicts when students need refresher courses based on past performance data from full-length practice exams. We've recovered 12% more repeat enrollments this year, and the setup took less than six weeks with minimal disruption to our live sessions."
Emily Chen
Operations & Curriculum Manager, Summit MCAT & Med School Prep Academy
Simple 3-Step Process
Discovery Session
We dive deep into your current lead flow, from webinar sign-ups to class bookings, identifying pain points like missed follow-ups during peak SAT season. This 60-minute call ensures we understand your unique test prep challenges.
Custom Design & Build
Our engineers craft a bespoke AI system tailored to your workflow, integrating with tools like Zoom for virtual sessions and your LMS for progress tracking. We test rigorously to guarantee seamless handling of 500+ leads per month.
Launch & Optimize
We roll out the solution with full training, then monitor performance for the first 30 days, tweaking AI scoring models based on real enrollment data to maximize your student outcomes.
Why We're Different
What's Included
Common Questions
How does your lead management differ from standard CRMs like HubSpot for test prep companies?
We understand the unique rhythm of test prep—think frantic parent calls before deadlines or tracking retake interest. Unlike generic CRMs that force your workflow into rigid templates, we build custom AI systems tailored to your needs, like scoring leads by target percentile scores or integrating directly with your online practice platforms. This means no more wrestling with irrelevant features; instead, you get a flexible tool that evolves with your programs, reducing setup time by 50% and boosting conversions. We've helped firms handle 300% lead spikes during exam seasons without missing a beat, all while owning the system outright.
What kind of data does the AI use to score leads in education settings?
Our AI pulls from specifics like inquiry source (webinar vs. social ad), engagement levels (e.g., downloaded study guides), and education-focused signals such as stated test goals or prior scores if shared. For test prep, it factors in seasonality—prioritizing June leads for fall SAT courses. This predictive model, trained on anonymized data from similar providers, identifies high-potential students 3x more accurately than manual tagging. We ensure all handling complies with privacy regs, and you can fine-tune criteria, like emphasizing adult learners for professional certs, to fit your exact student-outcome focus.
How long does it take to implement a custom lead management system?
Typically 4-8 weeks, depending on your current setup. We start with a quick audit of your tools—like email lists or enrollment forms—then prototype the core AI workflow in 2 weeks. Testing follows, focusing on real scenarios like nurturing leads from a free diagnostic test. For a mid-sized test prep outfit with 200 monthly leads, full launch happens in 6 weeks, including training. Post-launch, we optimize based on your first cycle's data, ensuring it scales seamlessly as you add courses like IELTS prep. It's far quicker than piecing together subscriptions, and you avoid the ongoing tweaks those demand.
Can this integrate with our existing learning management system?
Absolutely. We specialize in deep, two-way integrations with platforms like Moodle, Blackboard, or even custom LMS builds common in test prep. For instance, leads from a parent seminar can auto-populate student profiles, triggering welcome modules based on their target exam. This creates a unified view—no more switching tabs between lead trackers and course rosters. We've connected systems for clients handling hybrid online/in-person classes, reducing data entry errors by 90% and speeding up onboarding. If your setup is unique, like tying into proprietary practice test software, our engineers handle it without disrupting operations.
What results can test prep companies expect from your solution?
Expect 25-40% higher lead-to-enrollment rates within the first quarter, based on our work with similar firms. One client saw 150 additional students enroll after automating follow-ups for their bar exam program, cutting no-shows by 30%. We tie everything to your goals: better outcomes through timely nurturing, scalable pipelines for growing class sizes, and insights into what drives conversions (e.g., email open rates for study tip content). It's not just leads—it's building a system that supports long-term student success, with ROI visible in reduced marketing waste and higher retention for repeat test-takers.
Is the system secure for handling student data in the education industry?
Security is non-negotiable in education. We build with enterprise-grade encryption, role-based access, and full FERPA/GDPR compliance from the start. Data flows securely between your lead capture points—like website forms—and storage, with audit logs for every interaction. For test prep, where sensitive info like practice scores might be involved, we anonymize during AI processing and offer on-premise options if needed. Our systems have powered compliant workflows for 20+ training providers, preventing breaches that could derail trust with parents and students. Regular audits and updates keep it robust against evolving threats.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.