Scenario: what we would build
Automation for schools and coaching institutes: admissions, fees and parents
An institute’s office is busiest exactly when it can least afford to be: admission season, fee deadlines, result days. The same questions arrive by phone and WhatsApp hundreds of times, and each one answered by hand is time taken from the students and parents at the desk.
In short
For a school or coaching institute, automation handles the questions and the reminders. A voice and WhatsApp agent answers admissions questions from the institute’s own documents, books counselling slots and follows up until the family decides. Fee reminders go out on schedule and stop when a payment is recorded, attendance and progress updates reach parents on time, and admission forms are read and filed. Counselling, fee concessions and talks with teachers stay with people.
The operations map
Who could take each part of the work
Admissions enquiries arrive by phone and WhatsApp in waves, fee reminders are sent by hand, and parents ask for attendance and progress updates one at a time.
- Voice agent
- Task agent
- Repetitive-work agent
- Customer agent
- By rule
- Admissions enquiries Manual Automated Answered from the institute’s documents
- Counselling slots Manual Automated Booked and confirmed
- Follow-ups Manual Automated Enquiries chased until decided
- Fee reminders Manual Automated On schedule, stopped when paid
- Attendance updates Manual Automated Parents told the same day
- Progress summaries Manual Automated Sent on schedule
- Parent questions Manual Automated Routine answers on WhatsApp
- Admission forms Manual Automated Read and filed
- Counselling Manual People A counsellor meets the family
- Fee concessions Manual People A person decides
An illustration, not a client story: a typical map for this kind of business, drawn from what such businesses ask for. Your own map comes out of the study.
Where the office’s time goes
In admission season the phone and WhatsApp never stop: fees, batches, timings, eligibility, the syllabus, transport. The answers are in the prospectus, but every caller wants them now, and an enquiry that is not followed up goes to another institute.
Through the year, fee reminders are sent by hand from a register, parents ask about attendance one by one, and forms are typed into the system from paper.
- Admission questions answered one by one
- Enquiries never followed up
- Fee reminders from a register
- Parents asking about attendance
- Forms typed from paper
What we would build
A voice agent and a WhatsApp agent answer admissions questions from the institute’s own prospectus, fee structure and policies, and only from them. They book counselling slots and campus visits against the counsellors’ calendars and follow up on each enquiry until the family decides, with every enquiry and its source recorded.
Fee reminders go out on the schedule you set and stop the moment a payment is recorded. Parents get attendance and progress updates on the days you choose, on WhatsApp. Admission forms and documents are read into the record for a person to check.
- Admissions answers from your own documents
- Counselling slots booked and followed up
- Fee reminders that stop when paid
- Attendance and progress updates to parents
- Forms read and filed for review
What stays with people
The counselling itself, fee concessions and scholarships, any concern about a child, and every conversation a parent wants with a teacher. Students’ and parents’ data is handled with access by role, and messages go only to the contacts the institute has on record.
What it connects to
Telephony and WhatsApp Business, the institute’s management software or registers for students, fees and attendance, the payment gateway or bank records, and the prospectus and policy documents the agent answers from.
- Telephony and WhatsApp Business
- Student, fee and attendance records
- Payment gateway or bank records
- Prospectus and policy documents
Questions
Common questions
Can it answer in Gujarati and Hindi?
Yes. Questions can be asked and answered in English, Hindi and Gujarati, from the institute’s documents, including documents written in English.
What if the agent does not know the answer?
It says so, takes the question and the contact, and passes them to the office. If the answer is not in your documents, it is not in the reply.
We already use school management software. Does this replace it?
No. It works with the records you have, where the software offers an interface, a database or an export, and sends the messages your software does not.
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