WhatsApp Admissions and Course Enquiries
Parents and students message schools, tuition centres and colleges on WhatsApp to ask about courses, fees, intake dates and how to apply. AeroChat answers from your course details, asks the questions your admissions team would ask, and records each enquiry in the system you already use, such as HubSpot, LeadSquared or Teachworks. It books a trial class or a counsellor call, and checks where an application stands when the student asks.
What happens today
Enquiries peak around intakes and exam results, often at night when parents are home. Admissions staff answer the same questions about fees and schedules dozens of times a day, and the enquiries they don’t reach in time go to another school.
WhatsApp enquiries rarely make it into the CRM. Counsellors follow up from their own phones, so nobody can see which leads were contacted or which programme they wanted.
How it runs on WhatsApp
- The parent or student asks about a course. AeroChat answers from your course details: subjects, levels, schedules, fees and intake dates.
- It asks the qualifying questions: the student’s level or current school, the programme of interest and the preferred start date.
- It searches your CRM by phone number, or by email when no number is available, and creates or updates the lead with the answers.
- It offers a trial class or a call with a counsellor and books a slot from the calendar.
- For students who already applied, it reads the application stage from your CRM and tells them what happens next.
- Scholarship requests, special needs and fee negotiations go to an admissions counsellor with the conversation summary.
The recipe
Copy this into AeroChat
When someone asks about our courses or admissions, follow these steps.
- Answer their question from our course details: subjects, levels, class times, fees and the next intake date.
- Ask for the student’s name, current level or school, the subject or programme they are interested in, and when they want to start.
- Search our CRM for the lead by phone number. If there is no phone number, ask for the parent’s email. Create or update the lead with their answers and set the source to WhatsApp (example value).
- Offer a free trial class from the class schedule, or a 20-minute call with a counsellor (example). Book the slot they choose and confirm it.
- If they have already applied, read their application stage and tell them the next step.
- If they ask about scholarships, learning support or a fee discount, hand the conversation to an admissions counsellor.
Never promise a place or a discount. Reply in the customer’s language.
Change the trial offer, questions and source value to your own before you paste it.
Connect the systems behind it
- Teachworks: answers parents from your tuition schedule and student records.
- HubSpot: creates or updates the lead with the programme of interest and a note of the conversation.
- LeadSquared: records the lead and its answers, and checks where an application stands when the student asks.
- Google Calendar: reads counsellors’ free times and books the call. Connect it by signing in with your Google account.
To collect a registration fee or deposit in the chat, add an Airwallex payment link to the recipe (Growth and above).
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 it costs on WhatsApp
An enquiry costs nothing. AeroChat’s replies inside the 24-hour window are service messages, free up to 1,000 a month per business phone number and charged per message after that. Intake campaigns run as click-to-WhatsApp ads give each enquirer a free window of up to 7 days. Follow-ups after the window are templates charged per message, and marketing templates have no free allowance. Rates vary by country and are set in Meta’s rate cards. AeroChat passes Meta’s WhatsApp fees through at cost.
Also on Instagram, Messenger, TikTok and web chat
The same admissions workflow runs on Instagram, Facebook Messenger, TikTok (direct messages and TikTok Shop buyer chat), Telegram, the chat on your website and email, with the same CRM connection. A student who asks on TikTok lands in the same pipeline as a parent on WhatsApp.
Who uses it
See how it works for tuition centres, including trial class booking and schedule and fee questions.
Read more: WhatsApp chatbots for educational institutions.
Questions
Can a school handle admission enquiries on WhatsApp?
Yes. AeroChat answers course and fee questions, qualifies the student, records the lead in your CRM and books a trial or counsellor call. Counsellors take over for the conversations that need them.
Do WhatsApp enquiries go into our CRM?
Yes. Each enquiry is created or updated as a lead in HubSpot, LeadSquared or another system with a public API, with the programme of interest and the answers in a note.
Can we follow up with parents on WhatsApp after a few days?
Only with an approved template and the parent’s opt-in, because the 24-hour window will have closed. A follow-up about their application is a utility template. A promotion for a new course is a marketing template. Both are charged per message.
Which AeroChat plan do I need?
Workflows via Skills are on every plan, Free included. Starter has 500 AI responses and 3 seats. Growth has 2,000 AI responses and 10 seats, and adds payment links and broadcasts. Advanced has 5,000 AI responses and 25 seats.
Answer every parent before the next intake closes
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On Shopify? Install AeroChat from the Shopify App Store.
Related: lead qualification on WhatsApp and lead form follow-up on WhatsApp.