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The Challenge

Interest was never the problem. What happened after the enquiry was.

1. Five lead sources, no single home. Website, Teachable sign-ups and free downloads, WhatsApp, demo bookings, webinar registrations. Each sat in its own tool. Course interest and source were tagged differently depending on who typed them, and the same person could exist three times over.
2. Webinars ran outside the pipeline. Zoom hosted them, so registrations and attendance never reached the CRM. Reps worked from exported spreadsheets. Follow-up depended on somebody remembering to do it, which at volume means it doesn't happen.
3. Marketing couldn't see the calendar. Reminders and nurture emails weren't tied to the course and webinar schedule. Students who had already enrolled kept getting promotions for the course they'd just bought, the fastest way to make a paying customer unsubscribe.

What We Built

A short discovery on the existing setup, the course data structure and the Teachable configuration, then delivery in two phases. Zoho One was the backbone, and seven of the apps were already in the subscription. The custom work was the logic between them: mapping Teachable's resource names to the right course, a form that reads live CRM data, WhatsApp capture, and de-duplication across every channel.

Every channel lands in one CRM

• Website forms, Teachable sign-ups and free-resource downloads, WhatsApp enquiries through SalesIQ, demo bookings and webinar registrations all create or update a Zoho CRM lead automatically.
• Tagging standardised on arrival: source, course interest, engagement level. That includes name mapping for Teachable, so a free download still tags the course it was built to promote. The mapping was the fiddly part and the reason the reporting is trustworthy.
• Duplicate prevention on email and phone. One person stays one lead no matter how many channels they touch.

A pipeline the sales team can actually run

• Leads, Contacts, Accounts, Deals, Tasks and Activities set up with real stages, assignment rules and instant notification to the owning rep.
• Role-based profiles for reps, admins and management.
• Pipeline dashboards, lead-source reports, and email open, click and conversion tracking.

A registration form that never goes stale

• A public Zoho Form whose course dropdown pulls live records from the CRM, with subform and lookup handling and CRM workflows triggered on submit. Add a course to the CRM and the form updates itself. Nobody maintains a list.

Webinars moved off Zoom and into the pipeline

• Zoho Webinar set up and branded, historical records migrated, Zoom retired from hosting.
• Native Webinar-to-CRM integration, so every registration becomes a lead, with confirmations, reminders and follow-up sequences running on their own.

Marketing that follows the course calendar

• Templates in Zoho Campaigns, with campaigns triggered by the webinar and demo schedule. Reminders 24 hours before each event, filtered by course and tag.
• Enrolled students excluded from promotional sends automatically, and nurture sequences that step up or back depending on engagement. See our workflow automation services.

Results

• Five channels, one lead repository. Everything lands in the CRM already tagged by source and course, with duplicates caught on arrival.
• Webinars feed sales. Registrations become leads automatically, reminders and follow-ups run themselves, and the Zoom subscription is gone.
• Promotions stop reaching people who already bought.
• First click to enrolment is visible in one place. Pipeline, lead source and email performance all report from the same data.

Why It Worked

They didn't buy anything. That was the point.

The company was already paying for seven of the tools it needed and using two of them properly. Most of what looks like a software problem at this stage is a wiring problem, and the honest version of this project was telling them so rather than proposing a platform.

The other decision was sequencing. CRM and webinars went first, capture and marketing second, so the sales team felt something change in week three instead of waiting for one big launch at the end. Phased delivery isn't a project-management preference. It is how you keep a team's confidence while you're still building. It is the same approach that put a multi-location retailer on one system in three weeks.

Frequently asked questions

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