An admission enquiry chatbot for your busiest weeks
Admission enquiries arrive in waves after board results and around entrance counselling. Parents and students ask about courses, eligibility, fees and last dates, again and again. The bot answers from your published prospectus and books a counsellor call when a question needs judgement.
Example workflow. Not client work.
How an enquiry moves
- If families reach you through an “Admissions open” ad that opens WhatsApp, the bot picks up the chat there. Callers reach the same flow by phone.
- The bot answers from the current prospectus and names the page it used.
- It collects the applicant’s details listed below.
- Scholarship and concession requests, unusual eligibility cases and parents who want to talk it through get a counsellor slot.
- The enquiry is saved with the course, its stage, the assigned counsellor and a checklist of documents still to come.
Applicant details it collects
- student’s name, and a parent or guardian’s mobile number
- course or class applied for
- current class or qualification, and board (CBSE, ICSE or a state board)
- entrance exam and score, where the course needs one
- home city, and whether hostel or transport is needed
- preferred time for a counsellor call
Cases that go to a counsellor
- Eligibility edge cases: a gap year, a different board, lateral entry.
- Money questions: scholarships, sibling or merit concessions, instalments.
- Courses missing from the prospectus. The bot tells the family it has no information on that course and books a counsellor reply.
The bot does not promise a seat or confirm admission. Those decisions stay with your office.
After the last date
Each course in the prospectus carries its application deadline. Once a course’s date has passed, the bot stops collecting applications for it. It tells the family the date has passed and shares your late-application note if your office has written one. If not, a counsellor gets the enquiry marked “after deadline”.
Boards, entrance exams and parents
A parent may lead the conversation, so the bot asks early whether it is talking to the student or a parent. Entrance exams such as JEE, NEET and CUET shape which courses a student can apply for. Fee structures can change during the season, so your office updates one approved prospectus file and the bot answers from that version.
Documents after the enquiry
We can let applicants send document photos on WhatsApp into one folder per applicant. Checking those documents and chasing missing ones is automation work. How a bot like this answers from documents is explained on the AI bots page.
Sample admissions chat
Interactive simulation · sample data
Sample Institute of Technology, answering from one sample prospectus. In this sample the B.Tech application date is open and the MBA date has passed.
Choose what happens
Pick one above. Nothing here is live: no call is placed, no message is sent and nothing is saved.
FAQ
Can we see it working before admissions open?
Yes. You see the bot working at regular demos while we build, and we can use questions from your own prospectus in those demos.
How is data from applicants under 18 handled?
Where the applicant is under 18, you obtain the consent and we build the bot to it: what it may ask a student, what it stores and what it must not collect at all. What is kept, and for how long, is agreed with you before launch and written into the scope.
Which language will the agent speak?
The one your callers use. Language is a project decision rather than a fixed list: tell us who the agent will talk to, and we test a model in that language before we commit to it in the scope. That includes languages spoken outside India.
Before your next admission season
When do enquiries start to pile up? Someone from our team replies within one business day.