Book Trial Lessons from WhatsApp with Teachworks

This recipe turns a trial lesson enquiry on WhatsApp, Instagram or Messenger into a family, a student and a requested lesson in Teachworks. Part of connecting Teachworks to WhatsApp and AI chat.

What happens today

A parent messages at 9.30pm: “hi my son is in grade 8, struggling with maths. do you have trial class? weekday evening better”. The admin reads it the next afternoon, asks for his name and school, checks which maths tutors have a free evening, and replies. The parent has already messaged two other centres.

Parents often choose the centre that replies first with a concrete time.

The flow that works

The parent asks about a trial. AeroChat collects the student’s name, level, subject and the times that suit.
It checks tutor availability in Teachworks for tutors who teach that subject and level, and offers up to three times.
The parent picks one. AeroChat creates the family and student in Teachworks if they are new.
It adds the trial as a requested lesson and tells the parent the team will confirm.

The lesson goes in as a request, so your team confirms the tutor and time before it is final.

The recipe

Copy this into AeroChat

When a parent or student asks for a trial lesson, follow these steps.

Collect the student’s full name, school level, the subject, and what they want help with. Ask which days and times suit them.

Check tutor availability in Teachworks for tutors who teach that subject at that level, at our location. Offer up to three times closest to what they asked for.

When they choose a time, find the family in Teachworks by the phone number they are messaging from. If they are new, ask for the parent’s name and email, and create the customer and the student.

Create a requested trial lesson in Teachworks for that student, tutor, date and time.

Tell them the trial is requested and that our team will confirm within one working day (example). Tell them the trial fee and what to bring from our knowledge base.

Only quote subjects, levels and fees from our knowledge base. Never promise a particular tutor until the team confirms. If they ask about results or guarantees, do not make claims. Hand over to a team member. Reply in the parent’s language.

Change the confirmation time and the trial fee to your own before you paste it.

What to connect

Teachworks. Turn on the API in Integrations and Add-ons, generate an API token in its settings, and enter it in the AeroChat dashboard when the checklist asks. API access needs Teachworks’ Growth or Premium subscription.
Tutor availability. Keep each tutor’s availability and the subjects they teach up to date in Teachworks, so the times AeroChat offers are real.
Your course details. Upload subjects, levels, trial fees, class sizes and your address to the AeroChat knowledge base.
Trial fees, if you charge them in advance. Airwallex is built in and sends a payment link in the chat. Payment links are included from the Growth plan.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: add the Teachworks token, upload your course details, then switch it on.

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

Whether trials are free or paid, and when they are paid.
Which tutors take trials.
How fast your team confirms a requested lesson.

The result to expect

Parents who ask at night get concrete trial times that night, and the trial is already in Teachworks when your team logs in. Your admin confirms requests instead of collecting details over a day of messages.

Measure it with your own numbers: trial enquiries that become booked trials, and the time from first message to booked trial, for a month before and after.

Next: take make-up lesson requests in Teachworks.