When a new Shiksha lead arrives, create a HubSpot CRM contact and notify counselors on Telegram

When Shiksha captures a new student lead, this workflow creates a contact in HubSpot CRM and sends a Telegram message to your counselors, so every enquiry is recorded and someone knows to call back.

Shiksha

HubSpot CRM

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3 steps Setup ~5 min Used on 1.4k sites Free to import

The When a new Shiksha lead arrives, create a HubSpot CRM contact and notify counselors on Telegram workflow on the FlowMattic canvas, with 3 steps across Shiksha, HubSpot CRM, Telegram — The workflow as it appears in the builder after import. Each step opens for editing.

What this workflow does

Student enquiries from Shiksha are time-sensitive. A lead that sits in a portal inbox until someone checks it may already be talking to another institution. This workflow records each lead in your CRM and tells your counseling team about it in the chat app they keep open.

The Shiksha trigger, New Leads, starts a run each time Shiksha captures a lead for you. The student's details from Shiksha become values you can map in the next two steps.

First, HubSpot CRM creates a contact from those details, so the enquiry has a record your team can track. Then Telegram sends a text message to the chat you set, with the lead details you choose to include. The HubSpot step only creates contacts and does not look for an existing one. If the same student enquires twice, HubSpot may refuse a duplicate email. Task History shows each run, the data sent and any error HubSpot returned.

Admissions team at a private college

Each Shiksha enquiry becomes a HubSpot contact, and the counselors' Telegram group gets the student's name and course interest to pick up the call.

Coaching institute with several centres

Leads from Shiksha are logged in one HubSpot account, while a Telegram message tells the counseling team that a new student is waiting.

Study-abroad consultancy

Counselors work from their phones. Telegram puts each new Shiksha lead in front of them, and HubSpot keeps the full history for follow-up.

How this workflow runs

What happens at each step once the workflow is on, and what you need before you import it.

Step 1Trigger
Shiksha New Leads
Fires when Shiksha captures a new lead for your institution. The student's details are passed on to the HubSpot and Telegram steps for mapping.
Step 2Action
HubSpot CRM Create Contact
Creates a contact in HubSpot CRM from the Shiksha lead. Map the student's details, such as email and name, into the contact and connect your HubSpot account.
Step 3Action
Telegram Send a Text Message
Sends a text message through your Telegram bot to the chat or group you set. Write the message and include the lead details counselors need to make contact.

What you need

FlowMatticCore
Shiksha AccountAccount
HubSpot CRM AccountAccount
Telegram AccountAccount

After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.

Make it yours

Changes worth making after you import it.

Map the HubSpot contact ID from step 2 into the Telegram message, if your test run shows one, so counselors can open the right record straight away.
If counselors split by course, add a Router between the HubSpot step and the Telegram step, one route per course value if Shiksha sends one. Give each route its own Telegram step for that team's chat, with conditions that can't both match.
Run a test lead through after import and check that the Telegram message reads well on a phone before you activate the workflow.

Questions about this workflow

What if the Shiksha lead is already a contact in HubSpot?

The Create Contact step does not search first, so HubSpot may refuse a duplicate email. You can read what HubSpot answered for that lead in Task History.

Who receives the Telegram notification about a Shiksha lead?

The chat or group you set in the Telegram step. Add your Telegram bot to the counselors' group so it can post there.

Are leads Shiksha captured before I turned this on sent to HubSpot?

No. Only leads captured while the workflow is active start a run.

Can counselors see the student's phone number in the Telegram message?

Yes, if Shiksha sends one with the lead. The Telegram step ships unmapped, so after a test lead you write the message and map in what counselors need, such as name, phone and course.