Case Study of EU Helpers

Zoho One Implementation for EU Helpers (4 Users)

Introduction

EU Helpers is a UK-based overseas career consulting company established in 2007. With over 17+ years of expertise, the company guides students, job seekers, and investors through international education opportunities, employment options, and global investment pathways.

With increasing enquiries and expanding operations, EU Helpers needed a centralized and dependable system to streamline their end-to-end operations across Sales, Support, and Finance.

Problem Statement & Key Challenges

Before approaching Worthy Desk, the EU Helpers team managed all operations manually through Google Sheets and Google Docs. This resulted in several critical operational issues:

• High risk of data loss, duplication, and outdated information due to scattered spreadsheets.

• No unified system for follow-ups, reminders, counselling notes, or candidate status updates.

• Manual management of all social media activities, making it time-consuming and inconsistent.

• No proper tracking of payments, outstanding dues, or financial records.

• Difficulty handling new enquiries coming from multiple sources, leading to delayed responses.

• Zero visibility into performance metrics, making decision-making slower and less accurate.

Realizing the limitations, EU Helpers sought a scalable and fully automated system — leading them to Worthy Desk for a Zoho One-powered transformation.

Proposed Solution(s)

After analyzing the company’s workflow, Worthy Desk recommended a complete Zoho One implementation covering all departments:

• Zoho CRM for lead management, candidate processing, activity tracking, reminders, documents, and automation.

• Zoho Creator for custom workflows related to programs, countries, documents, and application stages.

• Zoho Desk to handle student/candidate support tickets.

• Zoho Books for invoice management, payment tracking, and financial reporting.

• Zoho Social to automate and schedule social media content.

• Zoho Analytics for advanced dashboards and business intelligence reporting.

The proposed solution aimed to centralize operations, boost efficiency, eliminate manual work, and create a reliable data-driven system.

Implementation

Worthy Desk implemented a fully integrated Zoho ecosystem that modernized EU Helpers’ operations from the ground up.

1. Zoho CRM — Central Database for All Operations

• Migrated all candidate, enquiry, payment, and notes data from Google Sheets and Docs.

• Created dedicated CRM modules:

  • Leads

  • Candidates

  • Countries

  • Programs/Courses

  • Application Stages

  • Documents Checklist

  • Payments

  • Counsellor Notes

  • Follow-up Activities

• Implemented lead assignment rules for Sales & Support teams.

• Added workflows for:

  • Automatic follow-up reminders

  • WhatsApp/SMS/Email notifications

  • Stage movement automation

  • Activity creation for counsellors

  • Payment reminders

  • Document submission alerts

2. Zoho Creator — Advanced Custom Logic

• Custom forms for country/program selection.

• Automated eligibility checks and validations.

• Document checklist tracking for each candidate.

• Streamlined application stage transitions.

• Additional internal workflows tailored specifically to EU Helpers’ processes.

3. Zoho Desk — Customer Support Automation

• Integrated ticketing system between CRM and Desk.

• Automated ticket assignment based on issue type.

• SLA tracking for support response and resolution times.

4. Zoho Social — Fully Automated Social Posting

• Connected Instagram, Facebook, and LinkedIn.

• Enabled:

  • Auto-posting

  • Post scheduling

  • Content calendar creation

  • Complete engagement analytics

This reduced manual work significantly for their team.

5. Zoho Books — Finance & Payments

• Implemented invoicing for consultation fees, application fees, and visa charges.

• Set up automated payment reminders.

• Synced payment status back to CRM for full visibility.

• Built finance dashboards inside Books and Analytics.

6. Zoho Analytics — Insightful Dashboards

Created detailed dashboards for management, including:

• Leads by source

• Counsellor performance

• Stage-wise application pipeline

• Payment and revenue dashboards

• Month-wise enquiry trends

• Country/program conversion analytics

• Follow-up compliance reports

These dashboards enabled leadership to make fast and informed decisions.

Employee Training

Worthy Desk conducted multiple training sessions covering all apps — CRM, Creator, Desk, Books, Social, and Analytics.

Additionally:

• Provided recorded training sessions

• Shared manuals

• Assisted the team live during early adoption

• Continuously monitored automations and workflows

This ensured every user — Sales, Support, and Finance — could operate the system confidently and efficiently.

Results

The Zoho One implementation delivered immediate and measurable improvements:

• 100% elimination of data loss — everything centralized in CRM and Creator.

• Follow-up accuracy increased drastically, resulting in faster response times.

• Lead response time improved significantly, as enquiries from all sources were captured automatically.

• Social media posting time reduced by over 80%, thanks to Zoho Social automation.

• Improved financial visibility, with payments and invoices fully tracked in Zoho Books.

• Better coordination between Sales, Support, and Finance due to shared data and automated workflows.

• Leadership gained full visibility through real-time analytics dashboards.

EU Helpers now runs on a completely streamlined, automated, and scalable system ready for future growth.

Client Testimonial

“I am delighted to share my review of WorthyDesk’s services. I am delighted with the level of professionalism, attentiveness, and attention to detail that WorthyDesk demonstrated throughout our interactions. The customer support provided by the WorthyDesk team was truly exceptional. Based on my experience, I wholeheartedly recommend the services of this company. I would give it 7 stars if I could.”