What's really going on

You're running a high-volume, low-ticket funnel: strangers fill a form, and someone has to reply fast before they cool off. The real problem isn't tracking — it's speed to first reply and follow-up on the "maybe later" pile. Most video-editing course leads go cold in 48 hours. With 3 people and no shared view of who owns which lead, you're either double-messaging or dropping them.

What to do instead

1. Zoho Bigin — free for 1 user, low per-user paid tier (India-priced) — one pipeline with stages like New → Contacted → Demo booked → Enrolled. Built for Indian small teams, ₹-priced.
2. Wati — paid monthly — connect your web form to WhatsApp so every lead gets an auto-reply in 60 seconds, and your 3 mentors share one inbox. This is where you'll actually convert.
3. Habit — every morning, one person clears the "New" column before doing anything else.

First action, next 30 min: sign up for Bigin's free plan, create one pipeline, and paste in your last 20 leads by hand. You'll see the leaks by lead 10.

What you're being oversold

Someone will push you toward HubSpot or a full Pipedrive setup with automations, sequences, and lead scoring. For a 3-person course business selling 1-to-1 mentorship, that's a year of setup you don't need. Skip Airtable too — you'll spend a weekend building what Bigin gives you in an hour. Every week you run this on WhatsApp chats and a memory, you're losing enrolments you already paid ads to get.

When to revisit this

When your monthly inquiries cross ~800, or you hire a 4th person who needs their own "my leads" view.

The part worth getting right

The one call is where the lead lands first — CRM or WhatsApp. If most of your enrolments close over WhatsApp chats, Wati is the spine and Bigin is the ledger. If most close over a scheduled Zoom demo, Bigin is the spine and WhatsApp is just the reply channel. Pick wrong and you'll have mentors living in the tool nobody uses, and leads dying in the tool nobody watches. So: where does the actual selling conversation happen today?