Automation for academies and training centres
An academy lives on two moments: the enquiry about a course and the enrolment that closes. In between sit hours of answering the same questions, chasing people who do not reply and moving data from a form to a spreadsheet to the system. We automate that chain so every enquiry gets an answer within minutes and no payment slips through.
Signs you need this
- Someone asking about a course on Friday afternoon hears nothing until Monday.
- The list of prospects lives in a spreadsheet that only one person maintains.
- Bounced payments are spotted weeks later, when someone goes through the bank.
What we automate in this sector
The catalogue processes that come up most often here. Each card links to the full spec.
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Lead capture and qualification
Every incoming contact gets qualified, recorded and turned into a meeting or a concrete task.
- In
- Website forms, WhatsApp, Meta Ads, Google Ads, email campaigns, calls and trade shows.
- Out
- A meeting booked in the rep’s calendar, or a task prepared with the full context.
Outcome: A reply within minutes at any hour — the single biggest lever on lead conversion.
See the full spec : Lead capture and qualification -
Web and WhatsApp support
An assistant that answers with your company’s real information and books, at any hour.
- In
- Customer questions in your website chat or over WhatsApp.
- Out
- An instant answer, a booked appointment, or the enquiry handed to a person with the whole conversation.
Outcome: Most repeat questions get resolved without interrupting anyone on the team.
See the full spec : Web and WhatsApp support -
Collections and payment reminders
Overdue invoices chase themselves, and you always know what is still unpaid.
- In
- Issued invoices, due dates and bank transactions.
- Out
- A clear list of outstanding items, reminders sent and fewer forgotten invoices.
Outcome: Shorter collection cycles, because no overdue invoice goes unchased.
See the full spec : Collections and payment reminders -
Customer onboarding
When a new customer signs, everything that needs doing gets done, in the right order.
- In
- An accepted quote or a signed contract.
- Out
- Customer set up, documents collected and the team notified, with the checklist closed.
Outcome: Faster starts and a first impression that does not depend on who happens to be in that day.
See the full spec : Customer onboarding
A typical scenario
Example scenario, not a client: a language academy running several groups per term.
- Situation
- Prospects arrive via the website, Instagram and WhatsApp. They are answered when possible, noted in a spreadsheet and places are confirmed by phone one by one.
- What we build
- Every enquiry lands in the CRM, immediately receives the course details and available places, and is offered a level test. Anyone who does not reply gets an automatic follow-up. Enrolment creates the record and the first payment.
- What changes
- Everyone gets an answer the same day, the spreadsheet disappears and the team spends its time on the calls that actually close an enrolment.
What we get asked in this sector
- Can the AI answer questions about courses, timetables and prices?
- Yes, with your information and only yours. We give it the course catalogue, timetables and terms, and it answers quoting that source. What it does not know, it hands to a person instead of making it up.
- We are small. Does this make sense for us?
- If the same tasks repeat every week with clear rules, yes. We start with a single process, usually answering enquiries, and measure before extending.
Does any of this sound familiar?
Tell us the one that takes most of your time. The diagnosis is free and in writing, with a fixed scope and price. If automating it does not pay off, we will tell you.
Scenarios are illustrative examples, not clients. The concrete target for your process is set after the diagnosis, in writing.