Educap – an English center for teachers – had a clear mission, loyal students, and an effective training model. Yet as it grew, the organization faced a significant challenge: How to operate more systematically and care for students better without losing the original dedication?

Educap – From a Beautiful Mission to an Operational Challenge

Founded in 2016, Educap began with a simple yet profound goal: to improve English proficiency for teachers and help them create more career opportunities for themselves and their communities.

Through every course and sharing session, Educap did more than teaching – it inspired students with the belief that: “Education can change lives.”

As its true value spread, Educap naturally grew. More students joined, courses ran continuously. But along with this came a pressing concern:

How can we maintain meticulous, heartfelt care when the number of students keeps increasing?

Educap tried to address this using multiple tools – CRM from Getfly, Pancake chat platform, etc. But the more they used, the more exhausted they felt. Data was fragmented, departments didn’t understand what others were doing, and tasks that seemed simple took hours.

Students couldn’t see professionalism, staff became increasingly stressed, and Educap realized: It was time for a fundamental change.

Meeting Bizfly and Transforming the Entire Process

When Bizfly received the challenge from Educap, we understood this wasn’t just a technical request. It was a genuine need from a business wanting to do better – because they valued their students and were serious about their educational mission.

We started with one thing: listening. Listening to real people:

• Sales staff, filtering through messy data every day to find client information.
• Customer service staff, who didn’t know which classes students had attended, whether they had paid, or given feedback.
• The training department, unable to track class progress.
• The accounting team, always delayed in updating payment status.

Each had their own pain point. And the only way to “heal” them was to standardize the entire process.

Redesigning an Ecosystem from the Ground Up

Together with Educap, we reviewed and redefined all information:

• Which data fields needed to be stored? How should customers be segmented?
• What should the customer care process look like – from first contact to post-course support?
• How could training, sales, customer service, and accounting smoothly connect through data?
• Most importantly: How could the system be strong enough to scale as Educap expanded?

From there, Bizfly built a complete process map and deployed a trio of solutions:

• BizCRM – managing customers, products, classes, and orders.
• BizChatAI – consolidating conversations across all platforms (Facebook, Zalo, website…).
• BizMail – automating care, reminders, and reports via email.

Real Value After Transformation – Beyond Numbers

Interestingly, no one at Educap calls this “digital transformation.”

For them, it’s simply: “Finally, we have a system that truly supports us to work more easily and effectively.”

• The marketing team can see clearly for the first time: where data comes from, whether it’s nurtured, if sales have called, or if the customer opened the email.
• The sales team no longer fight over data. Leads are auto-assigned, processes are clear, and they can focus solely on selling.
• The training team knows which classes students attended, which classes are full, and which need to be opened.
• Accounting can track orders and payment status directly in the system – no need to ask sales or check Excel files.
  

Everything is linked in a unified, automated system, updated in real time.

And most importantly: They regained the time and peace of mind to care for students – true to their original philosophy.

Bizfly Martech – The Technology Suite Tailored for Education

Educap is not the only educational center facing challenges in student management, customer care, and cross-departmental operations. On the journey of growth, any educational institution – from English centers, skills training organizations, to school systems – will eventually need a system strong enough to:

• Track the student journey from initial interest – registration – class participation – post-graduation.
• Automatically nurture and remind students across all touchpoints: Facebook, Zalo, email, SMS, etc.
• Assign, connect, and monitor across Sales, Customer Service, Training, and Accounting seamlessly.
• Customize according to each institution’s training model (by class, by teacher, by package…).

That’s why Bizfly developed the trio of solutions BizCRM – BizChat – BizMail specifically for the education sector – enabling customized processes, cross-departmental data integration, and unlimited scalability as the organization grows.

With Bizfly, technology is not just software – it’s a long-term partner helping educational institutions care for students the way they truly deserve.

Leave your information below to receive detailed consultation and try out our solution suite!