For education · Admissions · Study abroad · Coaching

Save student WhatsApp chats to the student record.

Students and parents ask about courses, fees and deadlines on WhatsApp. ConvoSync saves those chats, so any counsellor can pick up.

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Student counsellor helping a student with applications

IN SHORT

Study-abroad consultants, admissions teams and coaching institutes handle student enquiries on WhatsApp. Those chats rarely reach the CRM, so documents go missing and parents repeat themselves. ConvoSync saves each chat to the student's record with an AI summary of course, budget, intake, documents and next steps.

The application that almost missed the deadline

One student, three universities, and a CRM stuck at "Enquiry"

The CRM says "Enquiry". The student has sent everything and the deadline is next week. Only the first counsellor knew, and they've been reassigned.

In the CRM

Priya R. · Student

MSc Data Science · September intake

StageEnquiry

DocumentsNot recorded

Last activity3 weeks ago

CounsellorReassigned

"Interested in UK. Call back."

On WhatsApp, the counsellor's phone

2 Jun

I've shortlisted three UK universities. Budget is around £25k including living costs.

Course and budget

5 Jun

Please send your IELTS score and transcripts by 20 June so we can apply.

Documents requested

18 Jun

Sent IELTS 7.0 and transcripts. My father wants to know about scholarships.

Parent involved

8 Jul

Has my application gone in? The deadline is next week.

At risk

What gets lost

What disappears when admissions run on counsellors' phones

Course and intake interest

Which programmes, institutions and start dates the student wants.

"MSc Data Science, September"

Budget and scholarships

What the family can afford and what funding they asked about.

"Around £25k with living costs"

Documents received

Test scores, transcripts and IDs sent as attachments.

"Sent IELTS 7.0 and transcripts"

Deadlines

Application, fee and visa dates mentioned in passing.

"The deadline is next week"

Parent conversations

Questions from parents who often make the final decision.

"My father wants to know…"

Counsellor handovers

Everything the last counsellor knew when a student is reassigned.

"Who's my counsellor now?"

What ConvoSync captures

Every enquiry, document and deadline on the student record

Each synced conversation lands on the right record with an AI summary of what matters, plus the full chat.

Interest: course, institution, intake and budget.
Documents: what's been received and what's still missing.
Deadlines: application, fee and visa dates mentioned.
Next step: what the counsellor promised to do.

The AI summary is set up during onboarding to match how your team works. It runs on your own AI provider account, and every summary is reviewed before it's saved.

Priya R.

Student · September intake · Your CRM

✓ Synced today

AI summary

CourseMSc Data Science

BudgetAbout £25k incl. living

DocumentsIELTS 7.0, transcripts ✓

DeadlineNext week

Scholarship question Parent involved Ready to apply

Student shortlisted three UK universities and sent IELTS (7.0) and transcripts on 18 Jun. Her father asked about scholarships and hasn't had an answer. The application hasn't been submitted and the deadline is next week. Submit and reply today.

whatsapp-priya-r.mdAttachment

Who it's for

Who uses ConvoSync in education

Study-abroad consultants

Track every student's courses, documents and deadlines across counsellors.

University and college admissions

Keep enquiries from students, parents and agents on the applicant record.

Coaching and test-prep institutes

Follow up enquiries for courses, batches and fees, and see what converts.

Schools and online course providers

Keep admissions and parent conversations on record across the team.

How it works

How ConvoSync gets WhatsApp chats into your CRM

Your team keeps using WhatsApp the way clients prefer. Works with Zoho CRM today, and other CRMs through a custom integration.

Counsellors chat as usual

On their own number or a business one. ConvoSync runs next to WhatsApp Web.

Matched to the student

The phone number is matched to the student or parent in your CRM.

Summarised and reviewed

The AI summary picks out course, budget, documents and deadlines. The counsellor checks it.

Saved to the record

The summary and the full chat as a .md file land on the student record.

Data and privacy. ConvoSync only reads chats with students and parents already in your CRM and assigned to that user; personal chats are never read. Conversations go to your system, not to us; we hold user accounts, settings and sync logs. If AI summaries are on, chat text is processed by the AI provider you choose, and you can switch AI off. How we handle your data →

Questions

WhatsApp for education: common questions

How do admissions teams track student enquiries on WhatsApp?

Save each WhatsApp conversation to the student's record in your CRM. ConvoSync runs next to WhatsApp Web on the counsellor's laptop, matches the chat by phone number and saves an AI summary plus the full conversation, so anyone on the team can see the student's interest, documents and deadlines.

Can study-abroad consultants save WhatsApp chats to their CRM?

Yes. Each counsellor's WhatsApp conversations with students and parents are saved to the matching record in your CRM, with an AI summary of courses, universities, budget, documents and next steps.

Does it work for coaching institutes and schools too?

Yes. Any team that handles enquiries or admissions on WhatsApp can use it, including coaching and test-prep institutes, schools, colleges and online course providers. The AI summary can be set up to match your own admissions process.

Can it track which documents a student has sent?

Yes. The AI summary can list the documents a student has sent on WhatsApp and what's still missing. Capturing the files themselves can be added as a custom option.

Does it work with counsellors' personal WhatsApp numbers?

Yes. ConvoSync works with whichever personal or WhatsApp Business app account is linked to WhatsApp Web on the user's laptop. No new number and no WhatsApp Business API account are needed.

Which CRM does ConvoSync work with?

ConvoSync has a ready connector for Zoho CRM. Other CRMs and industry systems can be connected through a custom integration built on that system's API.

Does ConvoSync send WhatsApp messages to students?

No. ConvoSync captures and saves conversations; it doesn't send messages. For bulk updates and reminders from a company number you'd use the WhatsApp Business API, and many teams use both.

Will it read counsellors' personal chats?

No. ConvoSync only reads conversations with students and parents already in your CRM and assigned to that user. Personal chats are never read.

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