Reply to every enquiry quickly with a specific trial slot. On the day of the trial, message the family with the batch that fits; follow up once more after 3 days, then close the enquiry. Track one number every month: admissions divided by trials attended.
1. Treat admission as seven steps, each with a next action
- 1
Enquiry: reply and offer a specific trial slot.
- 2
Trial booked: confirm the day, time and what to bring.
- 3
Trial attended: the teacher notes how it went.
- 4
Follow-up: message the family the same day.
- 5
Admission: batch confirmed and form completed.
- 6
Payment: first fee paid, receipt sent.
- 7
First class: the family knows exactly what to expect.
No enquiry should sit at "interested." It should always have a next step and a date: trial booked for Saturday 10 AM, follow up tomorrow.
2. Reply fast, and reply with a slot
Set a target, for example reply within the hour during working hours. And don't send five paragraphs about the academy. Send the next step:
We have a beginner Bharatanatyam batch for her age on Wednesdays at 4:30 PM. Would you like to book a trial this Wednesday?
3. Follow up after the trial — then once more
A family can love the class and still forget to enrol. Same day:
Hi Priya, hope Aanya enjoyed her class today. Meera ma'am felt she'd fit well into the Wednesday beginner batch. If you'd like to continue, you can complete her admission here: [link]
The parent now knows the teacher noticed their child, which batch fits, and what to do next.
No reply in 3 days? Send one short note: "Just checking if you'd like to hold Aanya's seat in the Wednesday batch." Still no reply after that? Mark the enquiry closed, with the reason if you know it. Two messages is attentive; more starts to feel like pressure, and a closed enquiry keeps your list honest.
If a family doesn't turn up for the trial, send one message offering another slot the same day.
4. Track one number
Trial-to-admission rate = admissions ÷ trials attended. Check it monthly. If it drops, check the follow-up step first: it is the step most easily skipped on a busy evening.
5. Make joining feel like joining
Admission shouldn't end with "Payment successful." Send a welcome with:
- The batch, the teacher and the first class date
- What to wear or bring
- Where academy updates will come from
- What comes next: the first level, exam or performance
One message says payment successful. The other says you're part of the academy now.
6. Copy this: the enquiry tracker
| Family | Child, age | Activity | Source | Next step | Date | Status |
|---|---|---|---|---|---|---|
| Priya | Aanya, 7 | Bharatanatyam | Trial, Wed 4:30 PM | 15 Oct | Trial booked |
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