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IELTS and language test coaching institutes · CRM

Keep one record per student from first call to retake, not a notebook per counsellor.

A CRM for a coaching institute is the single place that holds every enquiry, demo attendance, batch choice and follow-up date. GullySales works on setting up the fields, stages and reminders in a tool your team will really use.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

A language instructor leads conversational practice with adult learners using picture cards and notebooks

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for IELTS and language test coaching institutes

Sales and marketing for IELTS and language test coaching institutes, the overview.

Last updated 17 Oct 2026.

For IELTS and language test coaching institutes

Where it usually goes wrong, and what we would do.

  • “The notebook leaves with the counsellor”

    When a counsellor goes on leave or resigns, their list of enquiries goes with them. A shared record keeps the student's history with the institute.

  • “A name and a number are not enough”

    A record without the test, the target score and the test date cannot be matched to a batch. The counsellor must ask again, and the student notices.

  • “Stages must follow how a student really decides”

    Enquiry, demo booked, demo attended, fee discussed, enrolled and finished are the stages that matter. A generic sales pipeline with unclear labels gets abandoned.

  • “A finished student is not a closed record”

    After a batch ends, the record should hold the test date and a note to ask about the result. Without that, the retaker conversation never starts.

What we do

What we deliver for IELTS and language test coaching institutes.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. Field and stage design

    A short list of fields, including test, target, test date and batch preference, and the stages from enquiry to finished.

    Result: Each record shows where the student stands at a glance.

  2. Tool selection and set-up

    A recommendation among CRM tools in ordinary use in India that fits your size and budget, set up with your fields.

    Result: The team logs in and finds its own students ready.

  3. Import of existing enquiries

    Existing sheets and notebooks cleaned and loaded, with duplicates merged and gaps flagged.

    Result: Past enquiries live in one place.

  4. Follow-up reminders

    A reminder attached to each stage so a demo attendee is called and a retaker is remembered.

    Result: Every open record has a next action and a date.

  5. Short training for counsellors

    A walk-through of how to log a call, with a one-page card to keep at the desk.

    Result: Each counsellor logs the same details in the same way.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Who it is for

This is written for these IELTS and language test coaching institutes.

  • IELTS coaching institutes
  • PTE and TOEFL coaching centres
  • Institutes coaching for multiple tests
  • Online and hybrid test preparation
  • Coaching attached to study abroad consultancies
  • Institutes serving nurses and healthcare migrants

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    The numbers this work is meant to move, such as enquiries, quotations, orders, visits or renewals, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is a reply, a follow-up, a page, a listing or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the CRM work runs

  1. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Is a spreadsheet enough?
For a small centre, a well-organised sheet can serve at the start. Move to a CRM when several people share the enquiries and reminders get missed. We can design the sheet so it moves over cleanly.
Who should own the CRM?
One named person, usually the head of counselling, who checks that records are complete. Without an owner the data decays and the team stops trusting the screen.
What about student privacy?
Collect only what you need, say why, and restrict who can see it. Rules on personal data are for your own adviser to confirm. We set up access levels but do not give legal advice.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

From the blog

Further reading for IELTS and language test coaching institutes.

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Everything else we would do for you.

Closest to this: leads and follow-up

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Or start from the overview: sales and marketing for IELTS and language test coaching institutes.

Your next practical step

Tell us what you are trying to grow, and we will read it before we call.

Eight short steps, mostly taps. Skip anything you would rather answer on the call.

Tell us what you need