Tuition Centre Workflows to Automate, Ranked
These are the six workflows a tuition or enrichment centre should automate first, ranked by how much time or revenue each one recovers. The ranking assumes a centre with one or two outlets, a few hundred students, most parent enquiries on WhatsApp, and the timetable and class lists kept in Google Sheets or Google Calendar. Each one links to a recipe page with a description you can paste into AeroChat, what to connect and what you still decide.
For the market data and plan sizing, see the tuition centres overview.
The ranking at a glance
| Rank | Workflow | What it recovers | Why it ranks here |
|---|---|---|---|
| 1 | Trial class booking | New students from enquiries that arrive at night | A booked trial is the step before enrolment, and parents compare several centres on the same evening |
| 2 | Schedule and fee questions | Admin time on the same answers, and fee quotes that are wrong | It is the most common first message, and every other workflow starts from it |
| 3 | Enrolment with payment | Revenue from parents who say yes after the trial | It turns “ok we join” into a paid seat before the parent changes their mind |
| 4 | Make-up class requests | Admin time, and goodwill with paying parents | Frequent, repetitive, and easy to get wrong by hand when classes are near full |
| 5 | Holiday programme sign-ups | Seasonal revenue in the school holidays | Replies to one broadcast arrive in a burst, and each one is a sale |
| 6 | Parent progress questions | Low volume, high stakes | Every setup needs it before going live |
The six workflows
1. Book a trial class
A parent writes at 10pm: “my daughter is in grade 5, any maths trial this sat?”. AeroChat matches the level and subject to your timetable, offers the next trial dates with seats, takes the child’s details, sends a trial fee link if you charge one, and records the trial in your Sheet. This ranks first because a parent who has a trial date has stopped comparing.
2. Answer schedule and fee questions
“How much for 2 subjects in year 9” and “any classes on weekday evenings?” are the same lookups every time. AeroChat answers from your timetable and fee table, shows registration and materials separately, and applies the sibling rate only if you have set one. It never quotes a fee that is not in your table.
Schedule and fee questions recipe
3. Enrol a student and take the first payment
After the trial, the parent replies “ok we want to join”. AeroChat confirms the class, collects the enrolment details, sends a payment link for the registration fee and first month or term, and adds the student to the class list once it is paid.
4. Handle make-up class requests
“Son is sick today, can he make it up next week?” AeroChat checks your make-up policy, finds other classes at the same level with a free seat, books the make-up in your Sheet and tells the teacher. Requests outside your policy go to your admin.
5. Take holiday programme sign-ups
You send one WhatsApp broadcast about your school holiday programme. Fifty parents reply within a day. AeroChat answers the questions, checks the child’s level against each programme, takes the sign-up and the payment, and keeps count of seats in your Sheet.
Holiday programme sign-ups recipe
6. Hand progress questions to a teacher
“My son keeps failing his tests, what should we do?” is a question for a teacher, not a bot. AeroChat does not discuss a child’s progress. It collects the child’s name, class and the concern, passes it to the right teacher and tells the parent when to expect a reply. It ranks last because the volume is low. Set it up before any other workflow goes live.
Parent progress questions recipe
What they connect to
- Google Sheets for the timetable with seats left, the class lists, trial bookings, make-ups and holiday sign-ups, used by every workflow.
- Google Calendar if you keep trial slots or teacher schedules there, used by workflows 1 and 4.
- Tutoring software, if you run your timetable there. Teachworks connects through its API with an API token from its settings.
- Airwallex, built in, for trial fees, registration, term fees and holiday programmes. HitPay and Stripe connect through their APIs if you already use them.
- Your knowledge base for the fee table, levels and subjects, make-up policy, holiday programme details and address.
- AeroChat’s own handover, tags and team notifications for workflow 6 and every exception.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What stays with your team
- Anything about how a child is doing: grades, behaviour, whether to change class or level.
- Complaints about a teacher or a lesson.
- Refunds, fee waivers, and discounts that are not in your fee table.
- Make-up requests outside your policy.
- Special needs or learning support questions.
Each recipe hands these over with the details collected, so your team picks up the conversation without asking the parent to repeat themselves.
How they fit together
Schedule and fee questions are the base. A trial booking starts from an availability answer, an enrolment follows a trial, and make-ups and holiday sign-ups read the same timetable and class lists. The progress handover runs alongside all of them. When a parent mentions their child is struggling in the middle of a trial booking, the booking continues and the concern goes to a teacher.
You can paste the recipes one at a time. When you paste the second, AeroChat sees what you already have and adds to it rather than building a duplicate.
Build your first one
Start with trial class booking and the progress handover together. Upload your timetable and fee table, paste both recipes, and message your centre’s number asking for a grade 5 maths trial this Saturday.
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