How Akshara International School Scaled Admissions to 4,200+ Qualified Leads a Month with Voice AI

Exterior view of Akshara International School building, a white multi-story structure with orange vertical panels, surrounded by palm trees and a landscaped entrance.

Increase in Hiring Quality

Time saved by recruiters

Location

South India

Industry

Education

The Opportunity

At 10,000 leads per month across 8 branches, Akshara’s admissions team was operating one of the highest-volume enquiry pipelines in K-12 education in Telangana. A team of 5 callers was handling outbound lead qualification and inbound callbacks, but the sheer volume meant response times varied by branch, follow-up cycles stretched across days, and the team’s energy was spread across calls that ranged from highly interested parents to early-stage enquiries that needed nurturing before a human conversation added real value.

Two specific use cases were scoped:

Outbound Lead Qualification

Calling newly generated leads to confirm interest, capture the child’s grade and curriculum preferences, identify the preferred branch, and assess readiness for a campus visit.

Inbound Callback Handling

Responding to parents who had submitted a callback request, ensuring no enquiry went unattended regardless of time or team availability.

LeadSquared was already in place as the CRM. Rootle.ai’s native LeadSquared integration meant structured call outcomes could flow directly into the existing pipeline — no manual data entry, no CRM switching.

How the Workflow Actually Ran

Rootle plugged directly into LeadSquared. No new tools. No switching. No manual steps.

Step 01 — Lead Source

Lead Comes In

Website, campaign, or landing page form submission

Step 02 — Rootle Voice AI

Rootle Calls the Lead

Within minutes. Qualifies grade, branch preference, and visit intent

< 3 mins - Lead Response Time

Step 03 — LeadSquared CRM

Lead Record Updated Instantly

Outcome, grade, branch, and visit intent written back in real time. No manual entry. No CRM switching.

Native Integration — zero middleware

Step 04 — Admissions Team

Team Takes Over With Full Context

Caller sees qualification status, grade, branch, and visit readiness. Focuses on visit confirmation, fees, and decision.

What Rootle Writes to LeadSquared — In Real Time

Qualification Status

Grade and Curriculum

Preferred Branch

Visit Readiness

Call Disposition Tag

Branch Pipeline Routed

The KPIs We Set Before Going Live

Three metrics. Locked upfront. Non-negotiable.

KPI 01

Lead Contact Rate

Target

60%+

Achieved

81%

36 points above the human caller baseline of 45%

Tap to reveal result

KPI 02

Qualification Completion

Target

50%+

Achieved

64%

Nearly double the pre-Rootle completion rate of 38%

Tap to reveal result

KPI 03

Callback Response Time

Target

Under 5 min

Achieved

Under 2.5 min

Every branch. Every hour. Including after hours and weekends.

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Tap each card to see what was achieved

What the Numbers Show

10,000 leads per month. Same 5-person team. A completely different funnel.

Before Rootle

With Rootle

Lead Contact Rate

~45%

81%

Qualification Completion

~38%

64%

Avg Callback Response Time

4 to 18 hours

Under 3 min

Leads Qualified Per Month

~1,800

4,200+

Caller Team on Qualified Leads

~40%

85%+

Akshara's team went from managing volume to managing outcomes.

What Made It Work

Five decisions that changed how the admissions funnel operated.

LeadSquared-Native Integration

Every call outcome was written back to the lead record in LeadSquared in real time. The human caller team picked up conversations with full context already captured. No briefing calls. No duplicate data entry.

Branch-Aware Routing

The Voice AI identified preferred branch during the qualification flow and routed the LeadSquared record to the right branch pipeline automatically. A significant manual sorting step removed across 8 campuses.

Instant Inbound Response

Callback requests from any campaign, landing page, or website form triggered an immediate Rootle call. The 3-minute response window was held consistently, a standard that no human team could consistently maintain at 10,000 leads per month.

After-Hours Coverage

Every lead that came in outside business hours, on weekends, or during branch holidays was called immediately. Zero enquiries sat waiting overnight. No lead left cold at 10,000 leads a month.

Human Team Repositioned

The 5-caller team was freed from first-contact qualification entirely. Their bandwidth was redirected to campus visit confirmations, fee discussions, and parent objection handling, the conversations where human judgment genuinely matters.

The result was not just a better contact rate. It was a structurally different admissions operation.

Every KPI we defined before going live was hit. Every single one.

The Outcome — Beyond the Numbers

The biggest shift at Akshara was not a metric. It was a structural one.

Before Rootle, the admissions funnel had a single chokepoint: 5 callers deciding which 10,000 leads got attention first, and when. Speed, consistency, and coverage depended entirely on who was available and when.

After Rootle, the funnel had a new first layer — one that never sleeps, never has a bad shift, and passes only pre-qualified, context-rich leads to the human team. The 5 callers did not work harder. They worked on better conversations.

Akshara’s team went from managing volume to managing outcomes.