Tuition Enrolment With Payment on WhatsApp
This recipe turns a parent’s “ok we join” into a paid seat. It confirms the class, collects the enrolment details, sends one payment link for the registration fee and the first month or term, and adds the student to your class list once it is paid. Part of the tuition centre workflows.
What happens today
After the trial on Saturday, the parent messages on Sunday night: “she enjoyed it, we want to sign up”. On Monday the admin sends a registration form link, then the fee, then bank transfer details. The parent fills in half the form. The fee screenshot arrives on Wednesday, for the wrong amount. Meanwhile the last seat in that class has gone to someone else.
The decision was made on Sunday. Everything after that was admin.
The flow that works
- The parent says they want to enrol. AeroChat checks your trials Sheet for the child and the class they tried.
- It confirms the class still has a seat, or offers the other classes at the same level that do.
- It collects what you need: the child’s full name, school, level, the parent’s name, phone and email, and any learning needs to note.
- It shows the total, with the registration fee, materials and first month or term as separate lines, and the trial fee credit if you give one.
- It sends a payment link. When the payment is confirmed, it adds the student to your class list, takes the seat off the timetable, tells the teacher, and sends the parent a welcome message with the start date.
The seat is held only after payment. A parent who has paid has a reason to turn up for the first lesson.
The recipe
Copy this into AeroChat
When a parent says they want to enrol their child, follow these steps.
- Look up the child in our trials Sheet by the parent’s phone number. If they had a trial, confirm the class they tried. If not, find out the level, subject and preferred days and offer matching classes from our timetable Sheet.
- Check the class has a seat. If it is full, offer the other classes at the same level and subject that have seats, or the waitlist.
- Ask for the child’s full name, school, level, the parent’s name and email, and whether there is anything the teacher should know. Ask only for what you do not already have.
- Quote the total from our fee table. Show the registration fee, the materials fee and the first month’s fee as separate lines. Example: US$45 registration, US$30 materials, US$240 first month (example fees). If they paid a trial fee, take it off the total.
- Send a payment link for the total. Tell them the seat is confirmed once it is paid.
- When the payment is confirmed, check the seat is still free. Add a row to our class list Sheet with the child’s details, class, start date and amount paid. Reduce the seats for that class by one. Notify the teacher. If the seat has gone, offer the other classes at the same level and keep the payment for the new class.
- Send a welcome message with the class, day, time, start date, our address and how monthly fees are paid after this.
Only use fees from our fee table. Never give a discount that is not in the table. If the parent mentions a learning difficulty, an exam concern or wants to talk to a teacher first, note it, finish the enrolment if they still want to, and hand the concern to a teacher. Reply in the parent’s language.
Change the example fees, the trial credit rule and the welcome message to your own before you paste it.
What to connect
- Your timetable, trials and class list Sheets. The same Google Sheets used for trials, with a class list tab that has one row per enrolled student.
- Tutoring software, if you use it. Teachworks connects through its API: turn on API access in its settings, create an API token, and paste it in when AeroChat asks. The recipe then reads and writes there instead of in your Sheets.
- Your fee table and terms. Upload your fees, payment terms, refund policy and centre rules to the AeroChat knowledge base.
- How AeroChat reaches them. Connect your Google account when AeroChat asks, and approve the access.
- Payments. Airwallex is built in: connect your Airwallex account and AeroChat sends the payment link and confirms the payment. If you already take payments with HitPay or Stripe, both connect through their APIs with your API key. Payment links are included from the Growth plan.
Monthly fee reminders after enrolment are best sent as a WhatsApp broadcast, included from the Growth plan. AeroChat then handles the replies and sends the payment link when a parent asks for it.
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 you still decide
- What is paid at enrolment: first month, first term, or registration only.
- Whether the trial fee is credited.
- Your refund policy if a student leaves early.
- What details you collect, and what you keep.
Collect only the personal data you need, and tell parents how you use it, as data protection laws in most countries expect.
The result to expect
Parents who decide on a Sunday night are enrolled and paid on Sunday night. Fewer seats are lost between the trial and the first payment, and your admin no longer chases screenshots.
Measure it with your own numbers: the share of trials that enrol, and the days between trial and first payment, for a month before and after you start.
Next: make-up class requests. See also payment link.
Enrol your next student in chat
Connect your class list Sheet and Airwallex, paste the recipe, and message your own number saying you want to sign up after a trial.
Start your 7-day free trial. No credit card needed.
On Shopify? Install AeroChat from the Shopify App Store.