Punta Galea saves over 200 hours a year by automating manual work using Zoho Flow

The company

Punta Galea is a Spain-based private, co-educational and non-denominational school located in Las Rozas de Madrid. It offers infant, primary, and compulsory secondary education (ESO) and baccalaureate. They have over 130 employees and provide education from nursery school to baccalaureate for over 1,400 students.

The challenge: Manual transfer of data across systems was time-consuming

Punta Galea use Mi Cole, an academic management and communication platform designed for educational centers in Spain to collect and manage their leads. Mi Cole is used as a reference platform in Spain for families to get information about schools so that they can compare them and choose the best one for themselves. Mi Cole is Punta Galea's most important lead generation channel.

When people inquire about a school in Mi Cole, the inquiry information can be accessed by the schools in the form of a spreadsheet in Google Sheets. Punta Galea would obtain this information and have it updated in Zoho CRM, which they used to manage their leads.

Since Mi Cole doesn't directly integrate with Zoho CRM, they had to manually update each lead's information from Mi Cole to Zoho CRM, and it was extremely time-consuming. They also had to create different modules and update them from time to time. This wasn't just monotonous—it affected the efficiency of the school's administration.

They also had to monitor their email inbox for new updates, and if they had any, they had to move it to Zoho CRM manually; sometimes this could lead to errors or missing out on potential leads.

The solution: Eliminating busywork and streamlining lead management with automation

With this problem in hand, they reached out to their partner, Pinout Solutions, who offered them a solution in the form of Zoho Flow. Zoho Flow offered them the bridge to connect the third-party application and the Zoho application together through a webhook trigger.

Zoho Flow automatically detects when new data is entered into Mi Cole's Google Sheet and updates it in Zoho CRM, segmenting it by the type of request. This applies to all sources of their leads, including emails and appointments.

The process of manually transferring lead information from email inboxes to Zoho CRM is also completely automated, drastically reducing the risk of omissions or human error. Additionally, whenever a customer makes a booking for an information session through Zoho Bookings, Zoho Flow automatically creates a new deal in Zoho CRM.

Once all the lead information has been perfectly segregated in the CRM, the other relevant automations, like sending email updates as the booking progresses and automatically deleting requests if the customer cancels the booking, are triggered.

"The speed of communication provided by Zoho Flow automations resulted in a greater promptness in contacting leads, and increased the likelihood of lead conversion."

Luis Carlos Palacios Moreno,Deputy Director,Punta Galea

Benefits and ROI

Punta Galea aimed to achieve three objectives:

• To reach out to a wider range of leads.
• Manage the leads efficiently with minimal human intervention.
• Offer personalized treatment for each lead.

And Zoho Flow offered them a solution to make all three happen.

"If you're looking to optimize processes and eliminate manual tasks, Zoho Flow is your solution. It automated our flow of information, saving us around 4 hours/week with virtually zero errors. It's made us much more productive and efficient."

Luis Carlos Palacios Moreno,Deputy Director,Punta Galea

The manual transfer of data from Mi Cole to Zoho CRM had been consuming a large amount of time for Punta Galea. Automating this process eliminated an average of 3-4 hours worth of tasks per week, offering them the time to focus on reaching out to a wider range of leads.

Similarly, the leads get segregated perfectly in the CRM, eliminating any scope of error and time spent on this process, helping them manage their leads efficiently and eliminating manual intervention.

Finally, automating other processes, like scheduling appointments and managing email requests, ensured that they could make use of their tools to the maximum extent and provide personalized solutions for each family.

"We chose Zoho Flow because it helps us implement integrations without code. Its activity log provides full traceability of potential issues and eliminates uncertainty. In short, Zoho Flow provides simplicity of use, great integration capacity, and ease of maintenance."

Laura Prado Marchal,Software Engineer,Pinout Solutions