Branch ownership and handoff
When another team or location should handle a lead, the record keeps clear responsibility.
Case study · Multi-Branch Performing Arts Academy
From scattered enquiries to one connected lead-to-enrolment system.
Niks 7826 Entertainment needed a clearer way to manage interest arriving across channels and locations, from the first message through trial scheduling, follow-up and enrolment.
- WhatsApp Automation
- Enquiry Qualification
- Trial Booking
- Custom CRM
- Multi-Branch Operations
- Management Reporting
See it work, step by step
What we built for Niks 7826, and what it changed.
Follow one enquiry through the system. Tap any step, or let it play.
Step 1 of 5
Enquiry in
What we built
One entry point for WhatsApp, campaign, phone and walk-in enquiries, each recorded with its source.
What changed for them
No interest is lost just because it started offline or at a different branch.
Step 2 of 5
Need understood
What we built
A WhatsApp conversation that asks which programme and which location suits the prospect.
What changed for them
Staff stop repeating the same basic questions and start with a prepared lead.
Step 3 of 5
Trial booked
What we built
A booking step for a trial class, followed by a reminder.
What changed for them
Interest turns into a concrete appointment instead of “we’ll call you back”.
Step 4 of 5
Outcome tracked
What we built
Clear statuses in the CRM: attended, missed, rescheduled, enrolled or follow-up pending.
What changed for them
A missed trial becomes a visible next step for the branch team rather than a forgotten lead.
Step 5 of 5
Owner overview
What we built
Branch ownership, handoffs and reports across locations.
What changed for them
Management sees activity across branches without chasing each team for updates.
What they got
- One shared view across branches
- Trials and no-shows tracked to an outcome
- Walk-ins in the same process
- Clearer handoffs between locations
Niks 7826 × ScaleYukti · WhatsApp · CRM · Business workflows
The challenge
Where the journey needed more structure.
Niks 7826 is a performing-arts academy serving prospects interested in different classes and programmes. Enquiries arrive through WhatsApp, marketing channels, phone conversations and walk-ins. A first response is not the same as a completed follow-up: teams need to know whether someone has been qualified, whether a trial has been arranged, what happened at that trial and whether another follow-up is still required.
Our approach
Start with the work. Connect the next action.
ScaleYukti mapped the enquiry, qualification, trial and follow-up stages before treating the automation as finished. The WhatsApp journey handles part of the initial conversation; a connected CRM provides a shared operational record for staff actions, follow-ups and outcomes. The goal was not to remove people from important conversations, but to make the next human action easier to identify.
What ScaleYukti built
WhatsApp at the front. A managed workflow behind it.
Trial scheduling and rescheduling
Trial interest can lead to an actionable booking. A missed or moved trial remains visible as a distinct next-step situation.
Multi-branch CRM
A central lead record helps authorised teams manage opportunities and their current stage without access to information outside their responsibilities.
Structured enquiry qualification
Important information can be collected earlier in the journey, reducing repeated basic questions during follow-up.
Lead source and offline entry
Relevant enquiry sources, including walk-ins, can be included in the same lead-management framework.
Management reporting
Reporting provides a structured view of enquiry and trial activity, so decisions are not based only on ad hoc staff updates.
Before & after
A clearer way to manage the work.
Tap a card to flip it from the old way of working to what was implemented.
The operational outcome
More connected work. Clearer visibility.
The implementation gives Niks 7826 a more structured way to coordinate incoming interest, trial scheduling, follow-up and final enrolment status across the business. WhatsApp supports the first stages; the CRM lets branch teams manage the next steps, while management can review activity with greater consistency. The documented outcome is a connected operational foundation that can be refined as real usage shows where to improve.
These are process and capability comparisons, not a measured increase in enrolment, conversion or revenue. No customer data, branch counts or live figures are shown.
“As an administrator, I can now clearly see across all branches what is happening in each location—what specific actions teams are taking on leads, and how they are progressing those leads forward.”
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