Education
Automation for academies and training centres
Lots of interest, few enrolments and no follow-up.
In short
Academies usually share the same problem: many enquiries, few enrolments and nobody with a list of who is still pending. We automate the instant reply to every enquiry, qualification by course and timing, and email and WhatsApp follow-up through to enrolment, all measured in GoHighLevel.
Where enquiries get stuck
Enquiries not answered in time
Many arrive in the evening, at night or at weekends. People looking for training ask in several places and go with whoever answers first.
Enquiries nobody follows up
They asked for information and nobody wrote back. In processes without a system, leakage is usually 30% to 60% of contacts.
The same questions every day
Dates, schedules, price, format, free places. They repeat, but require checking something, and the team burns out answering them.
No idea where they drop
Without a measured funnel there is no way to know whether the problem is the response, the information or the follow-up.
What we automate
- 01
Centralise enquiries
Forms, WhatsApp, email and social landing in one CRM, with a clear list of who is pending.
- 02
Instant response
Every enquiry immediately gets the information about the course they asked for and the next step.
- 03
Qualification
Which course, when they want to start and whether it fits, so the team spends its time on people close to enrolling.
- 04
Agent for repeated questions
Answers dates, schedules and places by checking the real information, and hands anything non-routine to a person.
- 05
Follow-up to enrolment
An email and WhatsApp sequence for those not ready yet, who return to the team when they show intent.
What we measure
- How many enquiries come in each month and through which channel.
- How long the first response takes.
- What share of enquiries gets to talk to someone.
- What share ends up enrolling, and at which step the rest drop.
Timeline
Between 4 and 8 weeks depending on the number of courses and channels.
Frequently asked questions
What should an academy automate first?
Centralise enquiries and reply instantly. If enquiries come through four different channels no automation can cope; with everything in one place, the instant reply alone recovers much of what slips away.
Can an AI agent answer questions about courses?
Yes, the repetitive ones that need checking something: dates, schedules, price or places. Anything that depends on nuance, such as advising which training suits someone, goes to a person.
What happens to people who do not enrol now?
They are not discarded: they enter an email and WhatsApp follow-up sequence and return to the team when they show intent, for example when the start date they were interested in approaches.
Services that solve it
Related guides (in Spanish)
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Un agente de IA no es un chatbot. Qué hacen de verdad, en qué casos ahorran horas reales y cuándo no merece la pena montar uno.
Want to know which system you need?
A free 30-minute automation audit, on GoHighLevel or HubSpot.