Holiday Programme Sign-Ups on WhatsApp for Tuition Centres
This recipe handles the replies to your holiday programme announcement: the mid-year holiday intensives, the year-end camps and the exam revision workshops. It answers questions, matches the child’s level to the right programme, takes the sign-up and the payment, and keeps count of seats. Part of the tuition centre workflows.
What happens today
You send the holiday programme poster to your parents’ list on a Friday evening. By Saturday afternoon there are 60 replies. “How much?” “Can my grade 4 child join the grade 5 one?” “My two kids, any discount?” “Is lunch provided?” Your admin answers until late, loses track of who has paid, and the Monday workshop is oversold by three.
The demand was there. The bottleneck was answering it in the two days that matter.
The flow that works
- You send the announcement as a WhatsApp broadcast to the parents who have opted in. This is a Growth plan feature.
- When a parent replies, AeroChat answers from your programme details: dates, times, levels, fees, what is included.
- It matches the child’s level to the programme and checks seats in your programmes Sheet.
- It takes the child’s name and level, applies a sibling or early-bird rate only if you set one, and sends a payment link.
- When the payment is confirmed, it records the sign-up, takes the seat off the count and sends the confirmation. When a programme is full, it offers a waitlist place.
The recipe
Copy this into AeroChat
When a parent asks about or replies to our holiday programme, follow these steps.
- Answer their question from our holiday programme details in the knowledge base: dates, times, levels, fee, what is included and what to bring. Do not add anything that is not there.
- Find out the child’s name and current level. Match them to the programme for that level. If the parent asks for a programme above or below the child’s level, say our team will check and hand over.
- Check our programmes Sheet for seats left in that programme. If it is full, offer the waitlist and record the child’s details in the waitlist tab.
- Quote the fee from our programme details. Apply an early-bird rate only before the date we set, for example US$280 before 15 May and US$310 after (example fees). Apply the sibling rate only if a sibling also signs up, for example US$20 off each child (example rule). Do not combine rates unless our details say so.
- Send a payment link for the total. Tell them the seat is held once it is paid.
- When the payment is confirmed, check the seat is still free. Add a row to our programmes Sheet with the child’s name, level, programme, parent’s phone number and amount paid. Reduce the seats left by one. If the seat has gone, offer the waitlist or another programme and keep the payment for it.
- Send a confirmation with the programme, dates, times, address and what to bring.
If a parent asks for a refund, a transfer to another programme, or about a child with special needs, hand the conversation to our team. Reply in the parent’s language.
Change the example fees, dates and rules to your own before you paste it. Update the programme details file each holiday.
What to connect
- Your programme details. Upload the poster text, dates, levels, fees, what is included and your refund rules to the AeroChat knowledge base.
- A programmes Sheet. A Google Sheet with one row per programme and seats left, and a tab for sign-ups and the waitlist.
- How AeroChat reaches it. 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.
- WhatsApp broadcasts. Send the announcement as a broadcast to parents who have opted in, from the Growth plan. Meta’s template and opt-in rules apply.
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
- Programme fees, early-bird dates and sibling rates.
- Seats per programme, and whether to open a second session when one fills.
- Whether children can join a programme outside their level.
- Your refund and transfer rules.
The result to expect
Parents who reply to the broadcast get an answer and a payment link while they still have the poster open. Seats are counted as they are paid, so programmes are not oversold. Your admin handles the exceptions.
Measure it with your own numbers: sign-ups in the first 48 hours after the broadcast, and replies that went unanswered, against your last holiday.
Next: enrolment with payment. See also payment link.
Open your next holiday programme in chat
Upload your programme details, connect your programmes Sheet and Airwallex, and reply to your own broadcast as a parent would.
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