Lead & CRM Automation

(01)Challenge

What was slowing things down

Leads from Meta ads arrive on WhatsApp at all hours. If nobody replies within minutes, the student has already messaged another institute, and leads handled by hand got lost between phones, chats and the CRM.

BeforeAd enquiry lands on WhatsApp → someone notices it later → lead shared with a salesperson by hand → typed into the CRM if remembered → course details sent manually → conversation history lost.

(02)Solution

What we built

We built the workflow in n8n. Each new lead is stored in the CRM, given to a salesperson and announced to them on WhatsApp straight away. Until they reply, an AI assistant answers from Gurcademy's own knowledge base and sends course menus and brochures. Every message is saved and synced to the shared inbox.

AfterMeta ad → WhatsApp message → lead stored in CRM → salesperson assigned and alerted on WhatsApp → AI replies and course brochures until they take over → every message saved → inbox synced with SendBroad.

Integrations: n8n · Meta ads · WhatsApp Business API · OpenAI · Gurcademy CRM · SendBroad

(03)Product

What's inside

• Lead capture

  Every enquiry from Meta ads becomes a lead in the CRM the moment it arrives.

• Auto-assignment

  Each lead is given to a salesperson automatically. No one shares leads by hand.

• Instant alerts

  The assigned salesperson gets the new lead on WhatsApp within seconds.

• AI first reply

  An AI assistant answers from Gurcademy's knowledge base until a person takes over.

• Course menus & brochures

  Interactive course lists, with AI, web, mobile and full stack brochures sent on request.

• CRM & inbox sync

  Every message in and out is stored and synced to the CRM and SendBroad inbox.

(04)Results

What it does

24/7

First reply to every lead, even at night and on Sundays.

0

Leads typed into the CRM by hand. Every one syncs itself.

1

WhatsApp alert to the right salesperson for every new lead.

4

Course brochures the bot sends on request.