Admission season brings a wave of calls. Parents ask when the next batch starts, which subjects are covered and where the centre is. Students call after school, often in the evening, when the counsellor has gone home. Coaching institutes, tuition centres, schools and training institutes can lose a student to whoever calls back first.
The calls after the enquiry slip too. The demo class is booked but nobody reminds the family. The parent who said "let me talk to my husband" never gets the second call. Reminders before a new batch or a parents' meeting go out only when someone finds the time.
How BuddyX helps schools and coaching institutes
1. Every enquiry called back
When a parent writes "call me" on WhatsApp, BuddyX calls them back. Enquiries from forms, walk-ins and your website go on a calling list that the BuddyX team sets up with you. If nobody answers, the agent tries again at the times you allow.
2. Demo classes and counselling visits booked
The agent asks the class, the subjects and the goal, in the parent's own words. It offers two slots for a demo class or a meeting with your counsellor, repeats the booking back and sends the details on WhatsApp.
3. Reminders for students and parents
Before a new batch, a demo class or a parents' meeting, the agent calls or a WhatsApp reminder goes out. These run as calling campaigns for your own students, on the days and hours you set.
4. Questions answered, the rest to your counsellor
Teach the agent your courses, batches, timings and address, or upload your prospectus. Admission terms, payments and anything about a particular student go to your counsellor.
What a call sounds like
A made-up example. Gyan Deep Public School is not a real school, and the parent is invented. She had filled the admission enquiry form on the school's website.
BuddyX: Namaste, main Gyan Deep Public School se BuddyX bol rahi hoon, school ki AI assistant. Aapne nursery admission ke baare mein poocha tha. Kya do minute baat ho sakti hai?
Parent: Haan, boliye. Admission abhi chal rahe hain?
BuddyX: Ji, agle session ke nursery admission chal rahe hain. Kya aap school dekhne aur admission counsellor se milne aana chahenge? Thursday subah 10 baje ya Saturday subah 11 baje.
Parent: Saturday 11 baje. School bus Bopal tak aati hai?
BuddyX: Bus routes main counsellor se confirm karwa kar WhatsApp par bhejti hoon. Toh Saturday subah 11 baje, Gyan Deep Public School, admission office, nursery admission ke liye. School ka location WhatsApp par aa jayega.
The bus question goes to a person, and the visit is repeated back before the call ends.
After the call
Write these in your own words and keep them short.
Right after the booking
Your visit to Gyan Deep Public School is booked: Saturday, 11:00 am, admission office.
Our counsellor will meet you. [Google Maps link]
Reply here to change the time.
The evening before a demo class
Reminder: the demo class is tomorrow at 4:00 pm, Room 3.
Please bring a notebook and a pen. Reply here if you cannot come.
When a parent replies "call me", that message becomes a call: BuddyX calls them back.
Your team stays in charge
Calls ring your office first, and BuddyX picks up only when nobody can. It hands a call to your counsellor whenever it is not sure. Your team can watch any call live and take it over in one click, and every call is saved with its recording, full transcript and a short summary. You set the calling hours, the days and a daily limit. One click stops everything.
Calling rules
Call your own students and parents, and people who enquired. Calls that advertise to people who never dealt with you are promotional, and TRAI's rules on commercial calls apply to them. Declare your AI calling, and the numbers you use, to your mobile operator before you start, and let the agent say it is an AI assistant. Read our guide to AI calling rules in India.
Frequently asked questions
Which enquiries does BuddyX call back?
A WhatsApp asking for a call becomes a call by itself. Enquiries from forms, walk-ins and your website go on a calling list that the BuddyX team sets up with you.
Can it call parents back after school hours?
Yes, within the calling hours and days you set. Choose hours that suit the families you serve, and change them at any time.
Who answers questions about admission terms and payments?
Your counsellor. The agent answers from what you teach it and passes anything else to your team, with the notes and the recording.
Can it speak to students in English?
Yes. It speaks Hindi, English and more, in a male or female voice, and switches to English when the caller does.
