A simple Google Sheet system to find missed and inactive enquiries, decide who to contact first, send the right follow-up and track what happened. Set up in about 30 minutes.
| Priority | Lead | Course | Workflow | Due |
|---|---|---|---|---|
| HOT | Rohan | Digital Marketing | WF5 · Fee stalled | Overdue 1d |
| HOT | Ritika | Digital Marketing | WF5 · Fee stalled | Today |
| WARM | Yash | Advanced Excel | WF3 · Interested | Today |
| WARM | Divya | Full Stack Web Dev | WF3 · Interested | Today |
| WARM | Gaurav | Full Stack Web Dev | WF5 · Fee stalled | Overdue 2d |
| COLD | Pooja | Spoken English | WF2 · No response | Today |
You already paid for these enquiries with ads, time and effort. Then the follow-up got lost in a busy week.
A form filled at night. By the time someone saw it, the moment had passed.
You shared it. Then silence, and nobody followed up properly.
Booked a demo or counselling session and didn't come. Nobody asked why.
They asked for a callback. Nobody wrote down when.
Hundreds of old enquiries in a sheet or WhatsApp that nobody has touched since.
Many of these people just never got a clear, useful, timely follow-up. This system gives each one a fair chance, or a clear end.
Copy your existing enquiries into the tracker: name, phone, course, date, source. No CRM needed.
7 yes/no questions put each lead in one of 7 categories and one of 6 follow-up plans. A score shows who to contact first.
Today's Actions lists who is due today. Pick a ready message in English or Hinglish, personalise it, and send it yourself.
Update 4 fields after each contact. The dashboard shows replies, appointments, admissions and the fees you recovered.
After setup, the daily routine takes about 10–15 minutes: open Today's Actions, send the next message to whoever is due, update the lead.
Google Sheet (also works in Excel): leads, priority score, Today's Actions, message picker, dashboard.
The same sheet filled with 50 fictional enquiries, so you can see everything working first.
A 1-page decision tree: 7 yes/no questions.
A printable playbook: what to send, when, what to do when they reply, and when to stop.
52 in English (Professional, Friendly, Short) + 18 in Hinglish, for every step of every workflow.
Builds a ready prompt for ChatGPT, Gemini or Claude from a lead's details. Free plans work.
The 30-minute setup, a first-campaign checklist, FAQs, and illustrated step-by-step tutorials.
Printable one-pagers for the counselling desk: who first, timing, replies, when NOT to contact.
Every plan caps a lead at 2–3 messages, spaced out, each with a real reason to write. Then it stops.
Recover enquiries nobody properly answered. Own the miss, answer what they asked, and make replying easy.
You replied or shared details and they went quiet. Re-open the conversation with something useful, not pressure.
The lead showed real intent, then stopped. Your job is to find out what changed — not to push.
Recover people who booked a demo, counselling session or visit and didn't turn up. Make rebooking effortless.
The fee and course details were discussed, but no decision. Understand the real blocker and help them decide — either way.
Restart conversations with old, dormant enquiries — only when you have a genuine new reason to get in touch.
Enter your monthly enquiries, your usual conversion and your average fee. The free Lost Revenue Calculator shows how many enquiries may be worth contacting again, with every calculation shown. It's an estimate, not a promise.
That's who this is built for. If your leads are in WhatsApp chats, a spreadsheet, a register or a basic CRM export, paste them into the tracker (All Leads, columns B–G) and start. You don't need a CRM.
Yes. The tracker works in Excel 2016 / Microsoft 365 as well. Google Sheets is recommended because your whole team can use one shared copy.
Yes — send the messages yourself from the WhatsApp Business app. The system doesn't connect to WhatsApp. Follow WhatsApp's Business Messaging Policy: only message people who gave you their number and agreed to hear from you, and respect every opt-out. If you use the WhatsApp Business Platform (API), use approved message templates where required.
It still works — the sample file has exactly 50. Setup takes about 15 minutes. With small numbers the value is in consistent follow-up, not big totals.
The tracker holds 2,000 leads. Start with your most recent 2,000, or keep one copy per branch or per year. Work HOT and WARM leads first, 20–30 at a time — never all at once.
Stop immediately. Reply once to apologise if appropriate, then set Opt-Out = Yes in All Leads. The lead disappears from every action list. Never contact them again, on any channel.
Yes. Phone enquiries work exactly like WhatsApp or form enquiries. For missed calls, Workflow 1 tells you to call back first and message only if they don't pick up. Record the call outcome the same way.
No. It's a process and a toolkit. It doesn't guarantee admissions, appointments, sales, revenue or replies. Results depend on your leads, offer, timing, pricing, team and follow-up.
No, on purpose. You send every message yourself, one person at a time. That keeps messages personal and within WhatsApp's rules, and avoids spam.
Optionally. The AI Personalizer tab builds a ready prompt for ChatGPT, Gemini or Claude (free plans work). It uses first names only — never paste phone numbers or emails into an AI tool — and you always read the draft before sending.
Yes. Share the Google Sheet with your team. Each counsellor picks their name in the Today's Actions filter, and the Dashboard shows results by counsellor. Agree that only the assigned counsellor updates a lead.
Daily: 10–15 minutes on Today's Actions. Weekly: review the Dashboard. Monthly: import new enquiries, classify them, and run Workflow 6 whenever you have a genuine update (a new batch, timing or course).
Yes. It's a one-time purchase with no subscription. Keep adding leads to the same tracker. Once a year, save a copy and start a fresh one if it gets full.
Set up in about 30 minutes. 10–15 minutes a day after that.