How to organize MBBS admission leads: stages, follow-ups and records
Published 2026-09-20 · General information, not legal advice
Short answer: Use a small set of lead stages (new, contacted, negotiation, won, lost), give every active lead a next follow-up date, and log notes after each conversation. Review overdue follow-ups every morning.
Key takeaways
- Five stages are enough for most admission teams.
- Every active lead needs a next follow-up date.
- Write a note after every conversation.
- Track the channel of every lead to learn what works.
Keep the stages simple
- New: enquiry received, not yet contacted.
- Contacted: first conversation done.
- Negotiation: comparing options, discussing package or fees.
- Won: enrolled or ordered.
- Lost: not proceeding. Record the reason.
Always set the next step
Most leads are lost because no one follows up, not because the prospect said no. Give every active lead a next follow-up date and review the overdue list first thing each day.
Log notes, not memories
After each call or message, write what was discussed, objections raised and what you promised. Anyone on the team can then continue the conversation without asking the family to repeat themselves.
Track where leads come from
Add campaign tags such as utm_source, utm_medium and utm_campaign to links you share on LinkedIn, WhatsApp groups, directories or ads. After a month, compare channels by leads and by wins, not just by clicks.
Respect opt-outs in your records
Record any do-not-contact request against the lead immediately and stop outreach. Your process should make it impossible for another counsellor to contact that person again.