E-sports academy CRM: from trial lesson to tournament every student in one panel
E-sports academy software, program and CRM on one platform: E-sports academy appointment software, customer management software and sales automation with WhatsApp.
Parents asking for a trial lesson, asking which game group their child is in, reaching fee due dates, waiting for tournament announcements... At an e-sports academy, communication runs with both students and parents. Track trial lessons, organize discipline groups, keep parents informed, and run the tournament with tasks.
Which CRM software should be used for E-sports academy? ÖzgürKod is a CRM for E-sports academy businesses: Trial lesson tracking, groups by game and discipline, parent communication, tournament organization tasks and fee tracking in one panel. Setup takes minutes; try it free for 7 days.
The tangle of students, parents and discipline groups
Communication runs with both young students and parents; trial lessons, game groups and tournaments are too fast-moving to track in a notebook.
The trial-class student who never enrolls
The parent of a student who attends a trial lesson says “let us think about it” and leaves; the number is written down somewhere and never called again. How many trial lessons were given, how many turned into enrollments — there’s no data beyond the coach’s guess, and undecided families are lost to missed follow-up.
Game and discipline groups get mixed up
Valorant, League of Legends, the weekend kids’ group, coaching sessions — each group is separate, and student lists are scattered. Which student is in which game group, which group has room: as the academy grows, these questions get harder to answer, and groups blur together.
Parent communication gets mixed up with students
The student is young, and most messages are written by the parent; sometimes messages come from the student’s own account too. Which number belongs to whom, who has been informed, whether the message went to the parent or the student — it all gets mixed up. When the relationship with a family isn’t gathered on a single card, it breaks down.
Overdue tuition goes unnoticed
Whose fee is due this week, who hasn’t paid for two months — tracking it on a notebook chart gets forgotten when things are busy. Asking a parent for payment feels awkward; overdue fees quietly pile up and only show up at month end in revenue.
Tournament organization is scattered
Organizing an internal tournament or an external event runs on paper and chat; who will take part, what tasks remain, whether registrations are complete can’t be tracked. On tournament day, a missed detail or an incomplete attendance list holds up the event.
Messages left unanswered during lessons
Questions about pricing, groups and games arrive right during lessons; coaches can’t check their phones while teaching. By the time they reply in the evening, the sender has already messaged another academy. Interest coming in from Instagram often goes unseen; hot leads cool down.
What does ÖzgürKod do for esports academies?
Adds an organized layer on top of coaching: trial lessons, discipline groups, parent communication and tournament tracking.
The student journey from first message to tournament player
- Log trial lesson requests as leads with a source tag; schedule the appointment with the online appointment page and open a task for parent follow-up after the lesson
- Group students by game and discipline tag (Valorant, LoL, kids group); which group each student is in and their level stay on the student card
- Keep parent communication on the student card; which parent writes from which number, who has been informed, and the whole conversation all live in one place
- Track tuition with due-date tracking; AI detects the payment receipt a parent sends, and with one click you send a reminder for overdue tuition using a Meta-approved template
- Manage tournament organization on the task board: participant lists, registrations and tournament-day tasks move forward as checklists on cards
- During class hours, the chatbot gives 24/7 first responses to questions about pricing, games and groups; it classifies serious requests and hands them off to you, and you announce events with campaigns
A parent or student asks about a trial lesson and pricing on Instagram, the web form or WhatsApp; the message becomes a card with a source tag, and the chatbot gives the first response while the coach is teaching.
The available time is picked from the online appointment page and added to Google Calendar; parent follow-up after the trial is opened as a task, so the decision is not left to chance.
The student gets a game and group tag; their age, level and parent contact are recorded on the card, and the full message history stays on one screen.
The student is placed in a discipline group; group changes and game questions are answered in the unified inbox, and quick-reply templates cover common questions.
Due dates are tracked on the dashboard; AI detects the receipt a parent sends, and with one click a gentle reminder goes out using a template for overdue tuition.
The tournament announcement goes out to the right segment as a campaign; sign-up responses are collected, and the organization runs with checklists on the task board.
Students whose last contact is growing old show up in the engagement report; win-back announcements go to those who left with a Meta-approved template, and their history stays on their card.
Not from a personal phone, but from the business line
Don't let Student messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects student information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the student group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new student came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, appointment, payment collection and your team — in one account
When a student writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Student cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own students.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Student write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the student card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for E-sports academy?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months E-sports academy choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey student most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
E-sports academy program, software or CRM?
Most business owners search for the solution they need as “E-sports academy program,” “E-sports academy software,” “E-sports academy appointment software” or “E-sports academy customer management software.” “CRM” is the international name for this solution, and the need is the same: keep student information in one place, never miss a request, and bring order to your work.
As a E-sports academy automation, ÖzgürKod gathers student messages from WhatsApp, Instagram and the web in one panel and handles appointment and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for E-sports academy
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and appointment reminders ready |
| Student history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, appointment, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
A no-show appointment isn’t an empty hour — it’s an hour you’ve already paid for.
If you charge ₺1,000 per service: the monthly cost of your subscription equals 3 appointments.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What is a CRM for in an esports academy?
It organizes everything outside of teaching on one panel: trial lesson requests, students' game and discipline groups, parent communication, tuition, payment receipts and tournament organization. Messages from WhatsApp, Instagram and the web form come together in a unified inbox; each student's card holds their group, level, tuition status, parent contact and all correspondence in one place. Trial lesson prospects get called, discipline groups do not get mixed up, late tuition is noticed, and tournaments are organized properly — none of it is left to the coach's memory.
We have a Discord community; does ÖzgürKod integrate with Discord?
No. ÖzgürKod does not integrate with Discord, and we want to say that plainly. You run your Discord community separately as usual; there is no automatic link between academy management (registration, tuition, parent communication, trial lesson tracking) and Discord. The unified inbox covers WhatsApp Cloud API, Instagram DMs and comments, Messenger, Telegram, TikTok DM, Web Chat and the web form. So community chat stays on Discord, while you manage the sales, registration and tuition side and official communication with parents in ÖzgürKod; the two are separate channels, and we think it is right to state that as it is.
How do I organize students by game and discipline group?
There is no ready-made group module built specifically for academies, and we want to say that plainly. The right setup works with tags: you give each student a game and group tag (such as Valorant, League of Legends, weekend kids group) and a level note. The student card shows which group each student is in; when you want to announce something to a group, the segment filter produces the “Valorant group” list in seconds, and you send the campaign to that segment. When a new coach joins, the student's group and level are ready on the card; groups are tied to a traceable tag, not to the coach's memory.
Communication happens with both the student and the parent; how do I manage that?
This is the reality of the industry: since the student is young, messages are often written by a parent, and sometimes contact comes from the student's own account too. In ÖzgürKod, you add multiple contact notes and tags to a student card and keep a record of which parent wrote from which number and who was informed. Messages from different numbers appear in a single inbox; by linking them to the right student card, you bring all correspondence together in one place. So even if a parent writes one day and the student another, the process stays intact, and who said what stays on record.
When the tuition due date arrives, does an automatic message go to the parent?
No. ÖzgürKod does not send scheduled messages on its own — let’s be honest about that. Here’s how it works: each student’s tuition due date is recorded in the panel, and students with upcoming or overdue dates stand out in the list. You send the reminder yourself to a single parent in one click with a quick-reply template, or in bulk to the segment with due dates through the campaign module using a Meta-approved template. AI detects the payment receipt the parent sends and matches it to the payment record. Duplicate prevention stops double messages to the same parent; you always stay in control of sending.
Can I manage tournament organization from the system?
Yes. The task board is built for this. For a tournament, the participant list, registrations, setting up matchups and tournament-day to-dos move forward as checklists on task cards; you assign each task to an owner and set a due date. You send the tournament announcement to the relevant student segment with a Meta-approved WhatsApp template and collect responses. You attach posters and registration forms to the card as files. One thing to note: ÖzgürKod is not an in-game tournament platform or a match result tracker; it organizes the communication, registration and task side of the event, not the game itself.
E-sports academy software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "E-sports academy software", "E-sports academy software", "E-sports academy appointment software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: student communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Bring trial lessons and subject groups together in one panel
Free for 7 days, no card details required. Add your students to the panel with game and group tags on day one; this week, see the memberships due in a single list.