Peak-season backlog
Enquiries spike around results and new batches, and counsellors fall days behind.
Coaching institutes, schools & ed-tech
Turn admission enquiries into counselling sessions
In admission season, enquiries pile up faster than counsellors can call. waca.ai calls each one, finds out the class, course, batch and city, books a free counselling session and keeps parents updated on WhatsApp.
Talks to students and parentsLeadSquared and Zoho CRMFree to build and test
The problem
Why enquiries don’t become admissions
Admissions are seasonal and your counsellors are few. The enquiries you lose are mostly the ones nobody called in time.
Students and parents both enquire
You need to know who you’re speaking to, what they’re preparing for and which batch suits them.
Counselling no-shows
Sessions booked without a reminder are easy to miss.
Awkward fee follow-ups
Fee reminder calls take counsellor time and are easy to postpone.
Example, not a benchmark
An institute gets 200 enquiries in the week after board results. Each one gets a call the same day, and counsellors start the morning with a list of booked sessions instead of a list of numbers to dial.
How it works
Live in 5 steps
Connect your enquiry sources
Website and ad forms by webhook, LeadSquared or Zoho CRM, or WhatsApp messages to your number.
An AI counselling call
The agent asks one thing at a time: student or parent, class or exam, online or offline, preferred timing and city.
Book a counselling slot
It offers a free counselling session, books it into the counsellor’s calendar and confirms on WhatsApp.
CRM updated
Course interest, slot and stage are saved to LeadSquared, Zoho or your own API.
Fee reminders
Polite WhatsApp reminders with a Razorpay UPI link; a received payment updates the record.
Sample conversation
Hear how the agent talks
Enquiry call · fictional institute “Vidya Classes”. Illustrative transcript; your agent uses your business name, script and data.
Website enquiry: JEE coaching · Kota
- AI agent
Hello! Main Sneha, Vidya Classes admissions team se. Aapne JEE coaching ke liye enquiry ki thi. Kya abhi do minute baat ho sakti hai?
- Customer
Haan. Main parent bol rahi hoon, beta class 11 mein hai.
- AI agent
Dhanyavaad. Aap online batch prefer karenge ya offline? Aur subah ya shaam?
- Customer
Offline, shaam ka. Hum Kota mein hi hain.
- AI agent
Theek hai. Free counselling session ke liye kal shaam 5 baje ya parso shaam 6 baje, kaunsa theek rahega?
- Customer
Kal 5 baje.
- AI agent
Done! Kal 5 baje counselling book ho gayi hai. Details WhatsApp pe aa jayengi. Fees aur batch ki details counsellor share karenge.
- System
LeadSquared stage → Counselling booked · WhatsApp confirmation sent
Counselling booked and in the CRM, without a counsellor dialling
The journey
What happens, step by step
Every box is a step you can edit in the journey builder.
Integrations
Works with the tools you already use
- LeadSquared
- Zoho
- Razorpay
- Google Calendar
- WhatsApp Business Platform
- Exotel
- Your own API
Anything else connects through your own API or a webhook.
What’s included
Built for this job
Student or parent, handled
The agent asks who it’s speaking with and adjusts how it explains things.
No promises it can’t keep
It never guarantees results, ranks or selections, and doesn’t quote fees you haven’t given it.
Counselling booking
Free slots from the counsellor’s calendar, on a call or on WhatsApp.
WhatsApp for parents
Confirmations, reminders and batch details on WhatsApp, where parents already are.
Fee reminders with UPI
Approved WhatsApp templates with a Razorpay UPI payment link.
CRM sync
LeadSquared or Zoho stages updated after every call.
Recordings for counsellors
Each call’s recording, transcript and summary, ready before the counselling session.
Instagram enquiries
Comments and DMs on your posts can start the same enquiry flow.
Pricing
Pay for what you use, from a prepaid wallet
You pay per connected enquiry call and per WhatsApp message, including fee reminders.
- Free to buildAgents, journeys and every Test lab rehearsal cost ₹0. You pay only once real customers are talking to your agent.
- Prepaid ₹ walletRecharge online and usage draws the wallet down. Every recharge comes with a GST invoice.
- Pay per useAI calls are billed per call, for the minutes actually connected. WhatsApp messages are charged by Meta’s message category.
- Plans are optionalFor steady volume, a monthly plan can include call minutes and AI messages. Rates are shown on your Billing page before you go live.
Will the AI promise ranks or results?
No. It is instructed never to guarantee results, ranks or selections, and it doesn’t quote fees you haven’t given it. The counsellor shares those.
Does it work with LeadSquared and Zoho CRM?
Yes. New enquiries there can start the call, and the course interest, counselling slot and stage are written back.
Can parents book on WhatsApp instead?
Yes. Anyone who messages about admissions, fees or batches can book a counselling slot in the chat.
How do fee reminders work?
A WhatsApp template reminder with a Razorpay UPI link. Template messages need Meta’s approval first; the workspace includes ready drafts you can submit.
Can counsellors listen to the calls?
Yes. Every call has a recording, a transcript and a short summary attached to the enquiry.
Which languages does it speak?
Hindi, English and Hinglish. You can change the greeting and questions.
More ways to use waca.ai
Your process is a little different?
Describe what you want to automate and how you handle it today. A person on our team replies on WhatsApp within one working day.
Contact us now
Tell us a little about your business. A person on our team reads every enquiry and replies on WhatsApp within one working day.
What happens next
- A person reads itNot an auto-responder. Someone on our team reviews your note.
- We WhatsApp you within 1 working dayWith a suggested first journey for your channels, languages and tools.
- You rehearse it for freeTry it in the Test lab with your own scenarios before paying anything.
Prefer to explore first? Create a free workspace →