Driving enrollment conversions through AI-powered lead ops

Context

Poly LAB is a school specializing in 3D modeling and animation. The business required rapid processing of incoming student requests, automated contact collection, and ongoing communication quality monitoring to drive enrollment conversions.

Problem

• Manual Lead Qualification

Managers spent hours conducting dialogues, qualifying prospects, and manually entering data into the CRM — a significant drain on team resources.

• Insufficient QA Coverage

The QA team could only selectively audit 10–15% of dialogues, leaving most communication quality blind spots unaddressed.

• Manual Reporting Overhead

Consolidating weekly lead metrics took 3–4 hours of a manager's time and became increasingly unsustainable as lead volume grew.

Solution

• Workflow 1 — Lead Qualification Agent

An AI sales agent that independently leads conversations, qualifies prospect needs, creates lead cards in Zoho CRM, confirms tariff selection, and collects contact details for a seamless handoff to a live manager.

• Workflow 2 — Dialogue Analyzer

An automated QA inspector that retrieves full chat histories, analyzes conversations, and structures findings into a clear Google Sheet — enabling instant identification of communication issues and quick prompt optimization.

• Workflow 3 — Lead Monitoring

A weekly reporting agent that aggregates all lead analytics and key metrics, generating ready-to-read executive summaries delivered to Telegram — completely free of manual work.

Process

• Prompt engineering: Iteratively developed two distinct AI personas — an empathetic sales assistant and a strict QA inspector. Implemented structured output parsers to enforce consistent response formats and prevent hallucinations.
• Multi-agent architecture: Designed an ecosystem of three independent AI agents with clear role separation — one collects data, one analyzes quality, one compiles executive reports.