How MailEasy helped BetterMind Labs scale personalized follow-ups across complex stakeholders
About the Client
BetterMind Labs is a mentor-led education company focused on high-school students exploring AI, ML, and applied research. Their programs are selective, cohort-based, and heavily relationship-driven.
Unlike traditional EdTech platforms, BetterMind Labs operates in a high-trust, high-context environment where each student engagement involves multiple decision-makers and contributors.
After MailEasy
$400k
Value Delivered
The context was not an issue, with our automatic stakeholder identification, all the follow ups were highly personalized.
Industry & Company Size
Education / EdTech, during engagement 35–40 team members
Value Delivered
$400K+ in operational value unlocked through time savings, error reduction, and avoided headcount expansion in 6 Months.
The Problem
BetterMind Labs was growing in applications and cohorts, but their internal systems were not designed for multi-stakeholder complexity.
1. One lead, many people, zero structure:
Their CRM treated every contact as a flat record. In practice, this meant:
Parents and students living as separate, loosely linked contacts
Mentors and instructors tracked outside the deal flow
Critical context scattered across notes, emails, and WhatsApp
Sales Representatives constantly had to ask:
Who am I talking to right now, and what do they already know?
2. Manual follow-ups were breaking:
Sales and admissions teams were manually:
Checking notes before every follow-up
Rewriting messages for parents vs students
Verifying stage, mentor assignment, and prior promises
As the volume increased the personalization degraded a lot. Mistakes were occurring frequently and response times slowed.
How do you scale high-context communication when each deal involves multiple stakeholders?
The Solution
MailEasy was implemented as a stakeholder-aware communication and CRM layer, purpose-built for multi-person deals.
Instead of forcing BetterMind Labs into a linear funnel, MailEasy adapted to how their business actually worked.
Highlights
10,000+ hours saved annually
Follow-up preparation time dropped by ~70%
Internal handoff effort reduced by ~60%
Faster responses, higher trust
Median response time reduced from ~18 hours to under 4 hours
Parents experienced consistent, informed communication
No headcount increase during growth
No additional sales or ops hires were required
Existing teams handled more load with less stress
Book a Call with our Team
In this discovery call we will:
Understand your current sales workflow
Pinpoint where real issues are
Check if MailEasy would work for your team
Decide next steps together
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