From the start of the season you see how many families are enquiring per programme, and more of them enrol from the same number of enquiries, without hiring temporary office staff.
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Schools & institutes · 10 / 12
Admissions and parent agent
In admissions season, parents get answers on programmes, fees and documents at once, and the office spends its time on the families who mean it.
Schools & institutes “In admissions season the office answers the same questions about programmes, fees and documents hundreds of times a day, with no time left for the families who are serious.”
The problem
Two months before term, three office staff take calls and answer LINE about the same things hundreds of times a day. How much are the fees, is there a school bus, which documents do we need. The answers are in the brochure and on the website, but parents would rather ask a person. The families who are serious and want to see the school wait for a call back because everyone is on the phone.
The list of enquiries sits in several Excel files. Nobody knows which family reached which stage, who still owes a document, or in the end how many enrolled out of everyone who ever asked.
How we solve it
We give the agent the school’s programmes, fees, scholarships, entry criteria and document list, and it answers parents on LINE OA or the website at once, in Thai or English. When a parent is interested it offers the campus visit or trial lesson slots that are actually free, books one and records the family in the admissions system along with what they asked.
After the application the agent chases missing documents, sends payment deadlines and tells parents which stage they have reached. The office sees on one page which families are waiting on a document and which have gone quiet, and calls only the ones who need a real conversation. For current parents the same agent answers about timetables and holidays and passes absence notices to the class teacher.
Admission decisions, scholarships and fee extensions always belong to the management and the admissions office. The agent gathers the information and queues it. Pupil and parent data is accessed by permission under PDPA.
How it runs
Work comes in from
- LINE OA
- Form on the school website
- Facebook Messenger
- Programme and fee information
What the AI does
- Answer programme and fee questions
- Book a visit from free slots
- Record the enquiry and chase documents
- Route scholarship and fee requests to staff
Where it lands
- Parents answered at once
- Visit booked in the calendar
- Applicant in the admissions system with stage
- Dashboard of enquiries per programme
Before and after
Before
After
The office answers fee and document questions hundreds of times a day
The agent answers at once; the office calls only the families who mean it
Families who want to see the school wait for a call back
Parents book the campus visit themselves from the free slots
Enquiries sit in several Excel files; nobody knows who reached which stage
Every family is in one system, with the document each one is waiting on
What you get
- 01
An agent that answers about programmes, fees, scholarships, entry criteria and required documents from the school’s latest information, in Thai and English
- 02
Campus visits and trial lessons booked against the slots actually free, with confirmation and a reminder before the day
- 03
Every enquiry and the stage it reached recorded in the admissions system, with applicants chased for missing documents
- 04
For current parents, answers about timetables, holidays and extra charges, and absence notices passed to the class teacher
- 05
A dashboard of enquiries per programme, the stage where applicants most often drop out and the questions worth adding to the website
Who gets what
Connected to the admissions and records systems the school uses through their API or the Google Sheets the team already keeps, with pupil data accessed by permission and non-enrolled applicants’ data deleted on a schedule under PDPA.
The office stops answering the same questions and talks to the families who are deciding.
Who this fits
International schoolsPrivate schoolsTutoring schoolsUniversities & collegesLanguage & music schoolsNurseries & kindergartens
Connects with what you already run
Admissions systemStudent recordsLINE OAGoogle CalendarGoogle WorkspaceOmise
Development process
- 1
Discover
Requirements, users and success metrics, with scope and price fixed before we start.
- 2
Design
UX and system architecture; the prototype is approved before anything is built.
- 3
Build
AI-accelerated sprints with a demo every week, reviewed by senior engineers.
- 4
Test
QA, security and performance verified against the agreed scope.
- 5
Launch & care
Production deploy, team training, and a monthly care plan.
Turn your business problem into a system that works for you
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