Use cases

What an AI agent does for your school

Channels

By phone or on WhatsApp, the same agent

You choose how it reaches each lead. The agent can start with a call and continue on WhatsApp, or the other way around, without losing the context of what has already been discussed.

By phone

It talks to the lead in a natural voice, answers their questions during the conversation and books the appointment on the spot.

Best for: Leads who prefer to talk, qualification and appointments.

On WhatsApp

It writes and replies to messages, sends information and documents, and follows up in writing.

Best for: Leads who don't pick up the phone or prefer to text.

When needed, it can also continue the conversation by email or SMS.

01 · Recruitment and sales

Talk to every lead at the right moment

Speed-to-lead use cases: the agent reaches your leads in seconds, re-engages the ones that went cold, qualifies them and gets the next step done.

4 use cases

Use case 01

  • Call
  • WhatsApp

Call every new lead instantly

When someone fills out a form or comes in from a campaign, the agent calls them or messages them on WhatsApp within seconds, while they're still thinking about your school.

When to use it: You get leads from forms or campaigns, and your team takes hours or days to contact them.

  1. 01.

    A new lead comes in

    A web form, a Meta or Google campaign, or your CRM creates the lead, and the agent picks it up instantly.

  2. 02.

    The agent reaches out in seconds

    It calls or messages them on WhatsApp, confirms which program they're interested in and answers their first questions. If they don't answer, it tries up to eight times, combining calls and WhatsApp.

  3. 03.

    It hands the lead off ready to go

    If the lead is interested, it offers a meeting with an advisor and confirms it on the calendar.

What ends up in your CRM: The lead contacted in seconds, with a summary of the first conversation and the appointment booked.

Use case 02

  • Call
  • WhatsApp

Re-engage your cold lead databases

The agent reconnects, by phone or WhatsApp, with leads who requested information a while ago and never moved forward, and finds out in minutes which ones are still interested.

When to use it: You have leads from past campaigns or intakes that nobody has followed up with.

  1. 01.

    You choose who to contact

    For example, people who requested information last year and didn't enroll. The agent receives each lead's history from your CRM.

  2. 02.

    The agent calls or messages

    It reminds the lead which program they were interested in and asks if they're still looking. If they don't pick up, it messages them on WhatsApp.

  3. 03.

    It acts on the response

    If they're still interested, it books an appointment. If they want information, it sends it. If now isn't the right time, it schedules a follow-up.

What ends up in your CRM: Every lead updated with its status (interested, later or not interested) and the next step.

Use case 03

  • Call
  • WhatsApp

Qualify leads and book meetings

On the call or on WhatsApp, the agent asks each lead the questions your team needs and, if they're a fit, confirms the interview, call or campus visit.

When to use it: Your team spends too much time on leads that aren't a fit and on coordinating appointments over multiple emails or calls.

  1. 01.

    You define the criteria

    For example: prior degree, start date, study mode, budget or whether they need a scholarship.

  2. 02.

    The agent asks during the conversation

    Questions come up naturally while it answers their questions, so it never feels like a form.

  3. 03.

    It books the right leads

    It checks your team's availability, confirms the appointment, sends a reminder and, if the candidate can't make it, reschedules.

What ends up in your CRM: Each lead's answers on their record, a clear priority and the appointment on the advisor's calendar.

Use case 04

  • Call
  • WhatsApp

Trigger custom actions during the conversation

If the lead asks for something or meets a condition, the agent acts right away: it sends the brochure or scholarship details by WhatsApp or email, updates your CRM or transfers the call to your team mid-conversation.

When to use it: Next steps depend on someone on your team remembering to do them later.

  1. 01.

    You define the actions

    For example: “if they ask about scholarships, send the document” or “if they're ready, alert their advisor.”

  2. 02.

    The agent executes them instantly

    Without waiting on anyone: it sends the information, fills in the data in your CRM or creates a task for your team.

  3. 03.

    It checks in and follows up

    It confirms with the lead that they received what they asked for and, a few days later, reaches out again if needed.

What ends up in your CRM: Every action logged in the CRM alongside the conversation that triggered it.

02 · Student services and front office

Answer the phone when your team can't

The agent answers calls and messages from students and families, resolves their questions, flags what needs a person and routes every issue to the right team.

4 use cases

Use case 05

  • Call
  • WhatsApp

After-hours reception

In the evening, on weekends or in the middle of enrollment season, the agent answers incoming calls and WhatsApp messages and sets up the next step.

When to use it: You get calls or messages at times when your team isn't available.

  1. 01.

    It answers instantly

    It handles calls and WhatsApp messages at any hour and in multiple languages.

  2. 02.

    It resolves or logs the request

    It answers frequently asked questions about programs, deadlines or tuition, and notes anything that needs a person.

  3. 03.

    It sets up the next step

    It books an appointment with your team or hands off the case with a summary, so nobody has to repeat themselves.

What ends up in your CRM: First thing in the morning, your team finds questions answered, appointments booked and the CRM up to date.

Use case 06

  • Call
  • WhatsApp

Screen and route incoming calls

The agent picks up every call first, understands what the caller needs, handles the simple requests and transfers anything that needs your team to the right department.

When to use it: Your switchboard gets a high volume of calls, and your team wastes time on repetitive questions or calls meant for someone else.

  1. 01.

    It answers and asks the reason

    It greets callers on behalf of your school and works out whether it's an admissions inquiry or a call from a student, a family or a vendor.

  2. 02.

    It handles the common questions

    Schedules, deadlines, documents or directions: whatever can be answered, it answers on the spot.

  3. 03.

    It routes with context

    If a person is needed, it transfers the call to the department you've defined without dropping the conversation, along with a summary of what was discussed.

What ends up in your CRM: Every call categorized by reason, with its summary and who it was transferred to.

Use case 07

  • Call
  • WhatsApp

Log issues and route them to the right department

The agent assists students and families when they call or write to report something —an absence, a payment problem, an issue on campus— and sends the complete report to the right department.

When to use it: Reports land at the front office or the switchboard and get lost, pile up or take too long to reach whoever needs to resolve them.

  1. 01.

    It answers the call or message

    It identifies who's reaching out (student or family) and understands the type of issue: academic, administrative, billing or facilities.

  2. 02.

    It collects all the details

    It asks for anything missing —course, date, reason, contact details— so nobody has to call back.

  3. 03.

    It sends it to the right team

    It routes the report to the department you've defined for each type (academic advising, administration, front office…), logs it in your system and confirms receipt with the person.

What ends up in your CRM: Every issue logged with its type, its details and the department it was sent to.

Use case 08

  • Call
  • WhatsApp

Support your students with all the information they need

The agent answers your students' questions by phone or WhatsApp: schedules, exam dates, procedures, documents, the learning platform or internships. It gives them everything they need instantly, without waiting for someone to reply.

When to use it: Your team answers the same student questions over and over, especially at the start of the term and during exam season.

  1. 01.

    The student asks

    They call or message on WhatsApp with their question, at any hour.

  2. 02.

    The agent gives them everything they need

    It answers using your school's information and sends whatever they need by WhatsApp or email: a calendar, a form or the steps for a procedure.

  3. 03.

    It escalates only what needs it

    If the request requires a person, it hands it off to the right department with a summary of the conversation.

What ends up in your CRM: Questions answered instantly and a record of your students' most frequent questions.

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