How Aptech Connected 84% of Its Leads During Peak Admissions Season with Voice AI

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Increase in Hiring Quality

Time saved by recruiters

Location

Pan India

Industry

EdTech

A global leader in IT education, operating at extraordinary scale

Aptech has been shaping technology careers since 1986. With over 800 centres across India and a footprint spanning more than 40 countries, it's one of the most trusted names in vocational and professional IT education. Every year, thousands of students walk into an Aptech centre at a turning point in their lives, looking for a qualification that'll take them somewhere.

At that scale, the admissions pipeline is the engine that keeps everything moving. Aptech generates over 10 lakh leads every month across digital campaigns, walk-ins, referrals, and events. The April to July window alone drives 60% of annual enrolments. When Aptech partnered with Rootle, the goal was clear: make sure every single one of those leads got the attention it deserved, at exactly the right moment.

10 Lakh+ Leads generated every month across digital and offline channels nationwide

800+ Centres across India, each running its own admissions cycle year-round

90 Days April to July, the critical window that drives 60% of annual enrolments

40+ Years Of brand equity in IT and vocational training, trusted across India and beyond

The Opportunity

Speed and scale, working together for the first time

With 10 lakh leads coming in every month and 60% of annual admissions concentrated into a 90-day sprint, the opportunity for Rootle was straightforward: help Aptech connect with more students, faster, and give the counselling team the context they needed to convert those conversations into enrolments. Three areas shaped how the partnership was scoped.

Reaching Every Lead at the Right Moment

At 10 lakh leads a month, the window between a student expressing interest and making a decision is narrow. Students comparing courses across institutions tend to go with whoever connects with them first and most clearly. The opportunity was to put a warm, intelligent first touchpoint in front of every lead within minutes of it being generated, so no one slipped through simply because the timing wasn't right.

10L+ Leads to engage each month

Making the Most of the April to July Season

Board results come out, students start making decisions, and inquiries spike simultaneously across the country. This 90-day window is when speed of response matters most. A student reached within the first hour is far more likely to book a centre visit than one reached three days later. The opportunity was to build a system that could handle this surge without any drop in the quality of the first conversation.

60% Of annual revenue in 3 months

Freeing Counsellors to Do What They Do Best

Aptech's admission counsellors are skilled at reading a student's motivations, addressing real concerns, and guiding them toward the right programme. The opportunity was to give them a smarter starting point, leads that had already been engaged, qualified, and prioritised, so every counsellor conversation could begin from understanding rather than from scratch.

3.2x More conversions per counsellor

The Solution

A Conversational OS for the entire admissions funnel

Rootle didn't layer on a tool. It became the operating system for Aptech's lead engagement, running every first conversation, qualifying every student, and handing off to human counsellors with full context already in hand.

90-Second First Contact

Every lead triggers an outbound Voice AI call within 90 seconds, before interest fades, before the student checks a competitor. No queue, no delay, no missed timing.

Intelligent Lead Qualification

The AI gathers course interest, preferred location, timeline, and readiness to visit, then scores and tags each lead before it reaches any counsellor.

Smart Counsellor Handoff

High-intent leads are escalated with full conversation context. Counsellors pick up already knowing the student, removing repetition and making every call count from the first line.

Multilingual, Pan-India Ready

Conversations run naturally in Hindi, English, and Hinglish, switching based on how the student speaks, so every lead gets a comfortable, personalised exchange.

Live Funnel Visibility

A real-time dashboard gives admissions leadership full visibility into call outcomes, lead quality, centre-wise conversion rates, and pipeline movement, all in one place.

Consistent Brand Experience

The same warm, informed, on-brand conversation for every lead, whether it's the first call of the day or the fifty-thousandth of the season. No variation, no drop in quality.

The Working

How the call flow works, step by step

From the moment a lead is generated to the moment a counsellor has a productive conversation, every step is handled, tracked, and optimised.

Lead Captured and Synced Instantly

A student fills in a form, clicks an ad, or walks into a centre and gets registered. That lead data flows into Rootle in real time via CRM integration. No manual uploads, no batch delays, no lag.

Rootle Calls Within 90 Seconds

Before the student has closed the browser tab, Rootle's Voice AI places a call. The greeting is warm and personalised, using the student's name and the course they expressed interest in. It sounds like someone who was expecting them.

AI Gathers Intent in a Natural Conversation

Over a 3 to 5 minute call, Rootle asks about the student's preferred programme, timeline, city, and interest in a centre visit. These are natural exchanges that surface the information a counsellor needs to have a productive follow-up.

Lead Scored and Routed

Each lead is scored and tagged based on the conversation. High-intent students asking about fees or batch dates are flagged for priority callback. Mid-intent leads enter a nurture track. The counsellor's queue arrives pre-filtered and prioritised.

Counsellor Picks Up a Warm Lead

When a counsellor calls back, they already know the student's name, course interest, timeline, and what came up in the AI conversation. The opening line is a continuation, not a start-from-scratch introduction.

Follow-Ups and Re-engagement, Automated

If a student doesn't pick up, Rootle retries at different times over the next 48 hours. If a lead goes quiet after a counsellor conversation, Rootle reaches back out automatically, keeping the pipeline active without adding to anyone's task list.

Results