The challenge
A K-12 chain running 11 campuses received 9,400 admissions enquiries across the Nov-Mar admissions season. The 18-person admissions office was buried — open-house slots were double-booked, sibling discounts went unclaimed because parents did not know the policy, and grade-level capacity at each campus was tracked on a shared Excel that nobody trusted. Parents waited 2-3 days for a callback.
How we deployed
- Deployed WhatsApp Business intake bot for every enquiry from website, Justdial and Google forms.
- Captured grade, sibling status, current school and pincode in a 6-question conversation.
- Pulled live grade-level capacity per campus from LeadSquared so the bot only offered open seats.
- Auto-booked open-house slots with calendar holds, Google Meet links for virtual tours and SMS reminders T-24h and T-2h.
- Detected sibling enrolments via parent phone match and surfaced the 12% discount in-conversation.
- Routed serious enquiries to the campus admissions counselor with full conversation transcript in LeadSquared.
What changed
- 9,400 admissions enquiries handled across the season with no parent waiting beyond 2 minutes.
- Open-house attendance lifted 62% with WhatsApp reminders crushing no-shows.
- Admissions-office load dropped 48% — three counselors redeployed to in-person tours.
- Sibling-discount capture grew 91% — Rs 1.4 crore in retained revenue from would-be churn.
- Grade-level overbooking eliminated; capacity dashboard trusted by every campus head.
"My counselors used to spend December apologising for callback delays. This year they actually walked the campus with parents."
— Head of Admissions · K-12 Private School Chain