Custom Software & Platforms
How we replaced Google Forms and Excel sheets for an online spiritual university — giving 30–40 counselors a real-time Kanban pipeline, a custom form builder, and complete visibility over 1,000+ leads a month.
The problem
The client runs a fully online university offering yoga, Bharatnatyam, and spiritual courses — managing admissions through a mix of paid ads and organic outreach. Their process was entirely manual: counselors created new Google Forms for each campaign, attached the link to ads, and waited for submissions to flow into an Excel sheet.
On the other side, a key team member would manually scan the spreadsheet, pick leads one by one, and assign them to counselors. With over a thousand new leads coming in every month, this quickly became unmanageable. There was no visual pipeline, no assignment visibility, and no way to tell whether a counselor had contacted a lead or let it sit untouched for days.
The biggest breakdown wasn't volume — it was invisibility. The best, most qualified leads were sitting in a spreadsheet with no one following up. By the time someone noticed, the lead had gone cold. There was no system. There was just a file.
The solution
We replaced Google Forms and Excel entirely with a purpose-built CRM that connects three things that were previously separate: a custom form builder that creates the lead capture forms, a real-time Kanban board where every submitted lead appears instantly via WebSockets, and a full access control layer that gives every team member exactly the view their role requires.
Real-time lead board
When someone submits a form, their lead card appears on the Kanban board instantly — no refresh, no export, no manual entry. WebSockets push the update to every connected counselor simultaneously.
● JUST ARRIVED
Priya Sharma
Yoga Foundation
Rohit Mehta
Spiritual Studies
Anjali Singh
Bharatnatyam
Meera Joshi
Yoga Advanced
Vikram Nair
Spiritual Studies
Sunita Rao
Bharatnatyam
Deepak Kumar
Yoga Foundation
Kavya Reddy
Yoga Advanced
Arjun Pillai
Spiritual Studies
Custom form builder
Counselors build their own lead capture forms from scratch — no developer required. Each published form gets a shareable link that can be attached directly to ad campaigns.
Counselors drag and drop the fields they need — short text, long text, phone number, dropdown, file upload. No fixed template. Each form is built for the specific course or campaign it's capturing leads for.
Available field types
Once a form performs well, counselors save it as a template. Future campaigns start from a proven structure instead of a blank page. The university now runs multiple forms simultaneously across different courses and ad sets.
Yoga Foundation Intake
7 fields · 340 leads captured
Bharatnatyam Enquiry
5 fields · 218 leads captured
Spiritual Studies Enquiry
Saved as template
Lead pipeline
Every lead moves through four defined stages. Each transition triggers a notification and adds an entry to the lead's activity timeline — so nothing happens invisibly.
01
Lead submits form. Appears instantly on the board via WebSocket. Unassigned until a counselor or manager picks it up.
Real-time insert02
Counselor reaches out. Stage updated. Timeline entry created. Notification sent to manager. Notes added to lead card.
Notification triggered03
Lead is engaged but not yet ready. Counselor logs follow-up activity. Timeline builds a full history of every interaction.
Activity logged04
Lead converts and enrolls. Stage finalized. Admin and manager see conversion in real time. Course data linked to lead record.
Conversion recordedEverything in the platform
Every feature the university asked for — and the ones they didn't know they needed until they had them.
WebSocket connection means every form submission appears on every counselor's board the instant it's submitted — no refresh, no polling, no delay.
Every stage change, note, and counselor action creates a timestamped entry on the lead's timeline — giving managers a complete, auditable history of every lead.
When a lead moves between pipeline stages, managers receive an automatic notification — so they always know what's progressing and what's stalled.
Leads are assigned to specific counselors. Admins see at a glance who owns which lead, how many are pending per counselor, and where the bottlenecks are.
Counselors add notes directly to each lead card — call summaries, follow-up reminders, context for the next interaction. All visible to managers in real time.
The university's full course catalog — yoga, Bharatnatyam, spiritual studies — is managed inside the CRM. Every lead is linked to the course they enquired about, replacing separate course Excel files.
Access control
Access is structured so counselors focus on their leads, managers oversee the pipeline, and admins have the full picture — with no information leaking between levels.
At scale
What the CRM handles every month for a 30–40 person counseling team.
leads captured and managed per month across all active forms
forms created across all counselors, courses, and campaigns
counselors working concurrently across the Kanban pipeline
pipeline stages with automated notifications and full activity timelines
Integrations
Two communication integrations built in so counselors can reach leads without leaving the platform.
Counselors send WhatsApp messages to leads directly from inside the CRM. Every message is logged against the lead's activity timeline — no switching between apps, no missed follow-ups lost in a personal chat history.
Automated and manual emails sent from within the CRM — admission confirmations, follow-up sequences, and course information dispatched without leaving the platform, all recorded on the lead's timeline.
Tech stack
The full stack powering real-time lead flow, the form builder, Kanban pipeline, notifications, and communication integrations.
Before
After
Start a project
We build CRMs, pipelines, and form systems that fit the way your team actually works — not generic tools you have to adapt to.
Get in touch →