Academy setup programme

Academies automate enrolment with Zoho One

From the first course enquiry to the attendance certificate, everything runs in one system, your team focuses on content, not lists.

  • Enrolment to certificate without manual work
  • Participants, courses and payments in one place
  • Reminders and invoices run automatically
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Transformations

What we changed for real businesses.

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Case study·Germany

Consulting

A German management consultancy wanted to run on a fully integrated Zoho One platform from day one.

Pain
  • Multiple logins for every app in the daily workflow
  • Project billing required manual Excel mapping
  • DATEV handover ran on email attachments and follow-ups
  • Historical projects sat unlinked outside the CRM
Gain
  • One password unlocks the whole Zoho One ecosystem
  • Timelogs in Projects flow automatically into invoices in Books
  • Receipts move via auto-BCC to the tax advisor with no detour
  • Excel timelog mapping imports the legacy project history into CRM
Project Duration ~7 months
Built with
Zoho OneMicrosoft AzureZoho CRMZoho ProjectsZoho BooksDATEV
Case study·Germany

Coaching

A German business-coaching provider running multiple programs, multiple sites and Meta ads needed a complete lead-to-coaching machine.

Pain
  • Leads from Meta, multiple sites and WhatsApp landed in separate inboxes
  • Quotes were assembled manually per program
  • Coaching completions stayed scattered in email threads with no file
  • Forgotten follow-ups left pipelines cold
Gain
  • One lead pool across all channels with clear source tracking
  • Dynamic quotes at the push of a button, program- and client-specific
  • Coaching-complete automatically files the Workdrive folder
  • Reminder and follow-up sequences keep every lead warm
Project Duration ~13 months
Built with
Zoho CRMMetaWhatsAppZoho ProjectsZoho BooksZoho Writer
The problem

Full courses, but the back office is drowning in manual work

At training institutes, time isn't lost in the classroom, it's lost in the admin behind it, because everything runs by hand and across too many lists.

  • Manual enrolments

    Every enrolment is retyped, confirmed and kept in lists, error-prone and slow.

  • Participant chaos

    Who's paid, who's missing, who needs a certificate? The answer is spread across several spreadsheets.

  • Follow-ups drop

    Reminders, feedback and rebookings depend on individuals instead of the system.

The solution

One system for the entire academy process

From enrolment to billing, every course follows the same flow. Participants, dates and payments in one place, nothing gets lost between spreadsheet and inbox.

An adult-education instructor presenting to engaged participants in a modern training seminar room

Enrolment straight into the system

Online enrolments land in the CRM automatically, nothing retyped, no form lost.

Enrolment formAuto participantConfirmation
Adult-education participants collaborating at tables in a workshop, taking notes

Courses and participants in one place

Courses, dates and participant lists managed centrally: who's booked, paid, attending.

Course managementParticipant listSchedules
An instructor in a friendly one-on-one moment congratulating an adult learner

Invoices and certificates in one click

Invoices, reminders and attendance certificates generate themselves per course.

Auto invoiceCertificateReminders
Zoho · configured for academies

Your Zoho apps, tailored to the academy process.

No off-the-shelf CRM. We set up each app around your flow: from the course enquiry through enrolment to the attendance certificate.

Zoho CRM Search… + Add
Prospect2
Cls
M. Krüger · Project Management
€ 1.450
Onl
S. Vogel · Excel Advanced
€ 690
Enrolled1
Cls
Bauer GmbH · Leadership Training
€ 4.200
Attended1
Onl
L. Hoffmann · Scrum Master
€ 1.180
Zoho CRM

CRM · Enrolment Pipeline

Every course enquiry as a deal: classroom or online, course fee, stage and next step.

  • Pipeline by enrolment status
  • Classroom & online separated
  • Enrolment instead of spreadsheet
Zoho Books Search… + New
InvoiceParticipantCourseFeeStatus
RE-2025-082M. KrügerProject Management€ 1.450 Paid
RE-2025-085S. VogelExcel Advanced€ 690 Open
RE-2025-088Bauer GmbHLeadership Training€ 4.200 Part payment
RE-2025-091L. HoffmannScrum Master€ 1.180 Sent
Zoho Books

Courses & Payments

Course fees, part payments and open items per participant in one place.

  • Fee per course & participant
  • Part payments tracked
  • Open items in view
WorkDrive · Sign Search… + Upload
Courses›Project Management›Materials
ParticipantContract_Krüger.pdf 12.05 signed
CourseScript_PM.pdf 10.05 approved
FeedbackForm.docx 14.05 waiting
AttendanceCertificate_Krüger.pdf — draft
WorkDrive · Sign

Course Materials & Certificates

Contracts, scripts and attendance certificates right on the course, including e-signature.

  • Everything filed on the course
  • E-signature for contracts
  • Certificates from template
Zoho Bookings Search… + Add
Course planning & dates Mon
Enrolment phase Tue–Wed
Delivery Thu
Certification Fri
Zoho Bookings

Course Planning

From planning to certification: every step scheduled and assigned.

  • Dates & rooms scheduled
  • Trainer assignment
  • Progress live
Program & workflow

How we roll out Zoho One in your business

We think our way into your workflow and see ourselves as a long-term development partner. Here are the four phases.

  1. AnalysisWe review your workflow from the course enquiry through enrolment to billing and find your biggest time sinks.
  2. ConceptWe design your processes in Zoho One and plan the Zoho architecture (business process mapping).
  3. ImplementationSetup, configuration, the automations and migration of your participant and course data.
  4. SupportTraining for your back-office team, fine-tuning and ongoing support, so the system becomes a fixed part of your everyday work.
AI in practice

Where AI genuinely takes work off an academy.

No gimmicks: concrete points where we build AI into real Zoho setups for academies, so your back office types less and no enrolment slips through.

  • Routing course enquiries by hand
    Enquiry triage

    Course enquiries land sorted on the right course

    Incoming enquiries are read automatically, matched to the right course and prioritised, without anyone sorting the inbox by hand.

  • Typing enrolments by hand
    Form extraction

    Enrolments read themselves out

    Name, company and chosen course are extracted from submitted enrolment forms via OCR and written into the CRM as a participant, nothing retyped.

  • Retyping standard replies every time
    Reply assistant

    Standard replies prepared in seconds

    For recurring questions on dates, prices or content, the AI suggests ready-made reply drafts in your academy's tone. Your team only reviews and confirms.

Contact

Ready to fill more courses with the same team?

Let's find out in a free Zoho system review where your workflow holds the most potential. Non-binding, concrete and tailored to your academy. As an authorised Zoho partner we support you from setup to running operations.

● Free system review · no obligation

Open the Workflow Planner

We use your details only for the call. No spam.

Frequently asked

What you'll want to know before the call.

Can we manage several courses and dates in parallel?

Yes. Each course has its own dates and participant lists. For every course you see at a glance who's booked, paid and attending, even when several runs happen at the same time.

Does the system generate attendance certificates automatically?

Yes. Once a course finishes, attendance certificates are generated per participant from your template and can be sent straight away, without anyone filling them in one by one.

How long does rolling out Zoho One take?

Depending on scope, typically a few weeks to a few months. After our first meeting we give you a rough estimate, and after the requirements meeting a realistic estimate for your specific business.

What does Zoho One cost?

Zoho One costs €37 per employee per month on an annual plan, or €45 per employee with monthly billing. That includes all 50+ Zoho apps. We show you which option fits your business in the consultation, including a comparison with your current tools if you like.

Do we have to re-enter our existing data?

No. We migrate existing customer, quote and job data into Zoho One as part of the implementation, provided it can be exported from your current system.

Can Zoho One connect to our existing tools?

In most cases yes. Google and Microsoft connect easily for email, calendar and drive, as do many other common applications. Beyond that, almost any system can be integrated individually via the Zoho API.

Does Zoho One suit smaller businesses and mobile teams?

Yes. Zoho One works for sole traders as well as growing teams. Your team accesses records, tasks and documents on the go via the app, even when out of the office.

Where is our data stored?

On request in Zoho's EU data centres, GDPR-compliant. Your data stays within the European legal space, an important point for businesses with sensitive customer and project data.

How much time does the project cost us day-to-day?

As little as possible. Your team is only involved at a few clearly agreed points, such as analysing the workflow, providing information and training, so your day-to-day work keeps running.