One platform from first enquiry to placement

What was the problem?

An institute that promises placement runs two long journeys per person: enquiry to enrolment, then enrolment to job offer. Run across spreadsheets, phone notes and WhatsApp threads, candidates go cold between stages and nobody can see where the pipeline is stuck.

What made it hard

What we built

A CRM and operations platform covering lead capture, pipeline and follow-ups, lead-to-student conversion, batches, instalment fees, placement, email automation, role-based access and reporting.

What it does

• Secured enquiry webhook

  Website enquiries arrive in real time, authenticated by a shared-secret header and an approved-origin list, with every submission logged — including failures.

• Drag-and-drop pipeline

  Every lead's stage visible at a glance and changed by dragging a card.

• Import with duplicate detection

  CSV and Excel import that catches duplicates automatically, with admin merge.

• Follow-ups and alerts

  Scheduled follow-ups, overdue alerts and an in-app notification bell.

• Lead-to-student wizard

  A guided conversion from enquiry to enrolled student.

• Batches and transfers

  Capacity limits, lifecycle stages and batch transfers with history kept.

• Instalment fees and receipts

  Paid, partial and pending tracking, with receipts sent by email.

• Placement tracking

  Placement outcomes and campus-drive records per student.

• Email automation and campaigns

  Branded, editable templates; four switchable automated emails; bulk campaigns with duplicate-send protection.

• Roles across 14 modules

  No access, read-only or full access per module, with per-user exceptions.

• Activity log

  System-wide, filterable by user, action, record type and date.

• Reports and export

  Lead, conversion and revenue dashboards; PDF and Excel export; full data backup.

Engineering decisions

Choices that could have gone another way, and what each one bought.

1. 1

   A public webhook that only listens to the right callers

   Website enquiries arrive in real time through a webhook that checks a shared-secret header and an approved-origin list, and logs every submission — accepted or rejected.

   Why it matters. An open lead endpoint fills a CRM with junk. Logging rejections too means a broken form is visible the same day, not discovered weeks later.

2. 2

   The browser never touches the database

   Firestore rules deny all direct client access. Every read and write goes through Server Actions, validated with Zod and authorised against the user's role.

   Why it matters. Student, fee and placement data is only reachable through code that checks who is asking. There is no client-side rule to get wrong.

3. 3

   Access control a manager can run themselves

   Admins create roles and give each one no access, read-only or full access to each of 14 modules, then grant individual users exceptions — all without a developer.

   Why it matters. Counsellors, trainers and accounts staff need different views. The institute can change who sees what the day a job changes.

4. 4

   Campaigns that cannot double-send

   Bulk email to a batch, course, leads, all students or a custom list is logged per recipient, and a repeat send of the same email is blocked.

   Why it matters. A duplicate email to hundreds of students is a visible, embarrassing failure. It is prevented, not apologised for.

Technical detail

Collapsed by default. Open whichever part you are evaluating.

Before and after

The build, by the numbers

What was built, at what scale. These describe the system's size, not its business results.

access-controlled modules

14access-controlled modulesEach with no access, read-only or full access per role, plus per-user overrides

automated email types

4automated email typesReceipts, welcomes, new-lead alerts and follow-up reminders, each switchable

campaign audiences

5campaign audiencesA batch, a course, leads, all students or a custom list

record per person

1record per personFrom website enquiry to placement, with batch history kept

What changed as a result?

The institute runs its whole student lifecycle in one platform instead of across spreadsheets and message threads.

• One platform from first enquiry to placement
• Website enquiries flow straight into the CRM through a secured webhook
• Custom roles across 14 modules, with every action logged
• Routine emails automated; campaigns protected against duplicate sends

Why does this matter in EdTech & training?

Training providers usually have the harder half solved already: an audience that trusts them. What leaks is the path from interested to enrolled. WezvaTech reaches over ten thousand learners; the work was making the site convert that reach rather than admire it.

• A large audience and a thin enrolment path

  Reach does not convert on its own. Course pages, a visible enrolment route and instant-response contact options are what turn followers into paying learners.

• Placement claims nobody can verify

  Every training provider claims placements. The ones that convert show named outcomes, real project work and reviews a prospect can check, rather than a percentage with no source.

• Enquiries arriving where nobody is watching

  Technical learners message on WhatsApp and expect a fast reply. An enquiry that waits overnight is usually an enrolment lost to whoever answered first.

• No visible difference between courses

  When a flagship bootcamp, an internship and a webinar all look alike, prospects default to the cheapest. Distinct pages with distinct outcomes let people self-select correctly.

More on what we build for EdTech & training →