Answer Tuition Schedule and Fee Questions on WhatsApp
This recipe answers the questions parents ask before anything else: which classes run at their child’s level, on which days, with how many seats, and what it costs. It reads from your timetable Sheet and your fee table, so the answer is the same at 10pm as it is at 3pm. Part of the tuition centre workflows.
What happens today
“Hi how much for year 9 advanced maths and chemistry, any class on weekday evenings?” Your admin opens the timetable, checks two subjects, works out the monthly fee, remembers the registration fee and the materials fee, and types it out. The next parent asks the same thing for year 8. In the weeks after results come out, this is most of the day.
Fee quotes done by hand also go wrong. A missed materials fee or a sibling rate applied twice becomes an argument at the first invoice.
The flow that works
- The parent asks in their own words. AeroChat works out the level, subjects and preferred days, and asks only for what is missing.
- It checks your timetable Sheet and lists the matching classes with the day, time and seats left.
- It quotes the fee from your fee table, with registration and materials shown as separate lines and a monthly or term total.
- It applies a sibling or multi-subject rate only if your fee table has one.
- It offers the next step: a trial, a waitlist place if the class is full, or a person if the parent has a question outside the table.
The recipe
Copy this into AeroChat
When a parent asks about our classes, schedule or fees, follow these steps.
- Find out the child’s level, the subjects and the days or times that suit them. Treat “year 9”, “grade 9” and “Y9” as the same level. Treat standard and advanced maths as different subjects.
- Check our timetable Sheet and list every class that matches, with the day, time, teacher and seats left. If a class shows no seats, say it is full.
- Quote the fee from our fee table exactly. Show the monthly fee per subject, the one-time registration fee and the materials fee as separate lines, then the total for the first month. Example: US$240 a month per subject, US$45 registration, US$30 a term for materials (example fees).
- If the parent mentions a sibling already with us, or signs up for more than one subject, apply the rate in our fee table. Example: 10% off the second subject (example rule). Do not apply any other discount.
- Offer the next step. If a class has seats, offer to book a trial. If it is full, offer to add the child to the waitlist.
Only use fees, levels and classes from our timetable and fee table. If a parent asks for a fee that is not in the table, a discount, or a class we do not run, tell them a team member will reply and hand over. If they ask about their child’s progress or which level is right, hand over to a teacher. Reply in the parent’s language.
Change the example fees, sibling rule and level names to your own before you paste it.
What to connect
- Your timetable Sheet. A Google Sheet with one row per class: level, subject, day, time, teacher and seats left. The recipe reads seats live, so update it when a student joins or leaves.
- 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. Upload it to the AeroChat knowledge base with the registration fee, materials fee, sibling and multi-subject rules, and the payment terms. If fees change for the new year, replace the file.
- How AeroChat reaches the Sheet. Connect your Google account when AeroChat asks, and approve the access.
This recipe takes no payment, so it runs on any plan.
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
- Your fees, and whether you quote monthly, per term or per lesson.
- Sibling and multi-subject rules, and whether they combine.
- Whether to show seats left as a number or only “available” and “full”.
- Which questions go to a person.
The result to expect
Parents get the class, the seats and a correct fee in one reply, at the hour they ask. Your admin stops typing out the same fee breakdown and handles the conversations that need a person. Fewer disputes at the first invoice, because the quote came from the same table you bill from.
Measure it with your own numbers: how many fee questions the inbox answers without a person, and how many trials follow, for a month before and after. Check a sample of fee replies in the first week against your table.
Next: trial class booking and enrolment with payment.
Answer your next fee question in chat
Upload your fee table, connect your timetable Sheet, and ask your own number how much two subjects cost for year 9.
Start your 7-day free trial. No credit card needed.
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