An AI voice agent for coaching institutes: answer every call

These problems usually start with a call nobody took:

• Ad leads go cold before you call them. Parent fills inquiry form on Sunday evening. You call Monday morning. They've already visited 2 other institutes.
• Fee collection by calls is slow and uncomfortable. Calling 200 parents individually every month for fees is not scalable. And it's awkward. WhatsApp reminders aren't.
• Result announcements reach parents late. Board results declared at 10 AM. Students share on social. Parents get random calls. Your institute should have shared it first.

Admission season brings a flood of enquiry calls, many from parents who prefer to speak to someone.

Parents comparing institutes after results, students asking about batches, enrolled students checking schedules, and parents asking about fees and scores. In admission season, counsellors cannot answer every call.

Vajra, Reputoo's voice agent, runs the same workflows over the phone that the WhatsApp agent runs in chat:

1. Lead inquiry → WhatsApp response in 60 seconds — New inquiry from Meta/Google Ad triggers instant WhatsApp with course details and demo class offer.
2. Demo class booked and reminded — Bot books demo class slot and sends reminder night before. No-shows get a re-booking offer.
3. Monthly fee reminder + payment link — Automated fee reminder on the 1st of each month with payment link. Auto follow-up if unpaid.
4. Result and achievement broadcasts — Instant broadcast to all students/parents when results declared or toppers announced.

After each call the caller can get a WhatsApp message with the details, and staff see the call in the call log.

• 36 languages, switching to the caller's — useful where customers mix languages in one sentence.
• After hours it takes the booking or the message instead of letting the call ring out.
• Live transfer to a staff member when the caller asks for one or the call needs a person.
• Outbound calls for reminders and follow-ups, within the calling hours you set. Reply to enquiries the same hour, remind before demo classes and tests, and share results when they are out.

What stays with your staff: Fee concessions, refund requests and parent concerns about performance go to the counsellor or director.

Students and parents from registered numbers ask about schedules, test dates, scores and fees. The agent answers from the records and sends details to WhatsApp.

A monthly voice add-on of ₹1,999 (or $29) on top of your Reputoo plan, plus call minutes billed from a prepaid wallet at ₹4–12 a minute depending on the number and route.

Compare that with the cost of the calls going unanswered, or with the hours staff spend on routine calls, and decide from your own call volume.

• Academic doubts — faculty.
• Career and course-choice counselling — counsellors.
• Concessions and refunds — office.
• Complaints.

In admission season, an institute taking 60 calls a day at about two minutes each uses around 120 minutes a day, roughly 3,600 a month. At ₹4–12 a minute from the prepaid wallet that is ₹14,400–₹43,200 a month in minutes, plus the ₹1,999 monthly add-on. Outside the season, minutes fall.

1. Load courses, batches, fees and verified results; connect student records.
2. Choose forwarding: unanswered, admission season or all calls.
3. Test an admission call, a student score call and a doubt question.

Callers register for scholarship tests by phone; the agent explains the format and slabs, registers the student, and sends the admit card and instructions to WhatsApp.

Parents from other cities call about hostels, safety and reporting dates. The agent answers from the accommodation options and orientation details you publish and books a counsellor call.

Parents of school-age students call to check attendance. The agent reads it from the records for registered parents and books a meeting with the batch mentor if there are concerns.

Parents call about instalments. The agent reads the schedule, sends the payment link to WhatsApp and routes concession requests to accounts privately.

Students call about online classes. The agent explains how to join, sends links to WhatsApp, and passes technical problems to support.

Parents call in Hindi, regional languages and English; the agent follows their language and switches when they do.

Answer with the institute's name, say the caller is speaking to the institute's assistant, and end by confirming what was booked and that details are on WhatsApp.

Compare calls that rang out in admission season, demos booked by phone and enrolments that followed, before and after.

Before exams, students call about crash courses and mock tests. The agent explains the schedule, coverage and fee, registers them, and sends the payment link to WhatsApp.

Students call to change timing. The agent lists batches with seats and passes the transfer request to the office, confirming on WhatsApp when approved.

Students call about missing notes or recordings. The agent sends the links for their enrolled courses to WhatsApp and passes access problems to support.

Parents often want to talk to a person before enrolling. The agent books a counsellor call at a time that suits them and sends a summary of what they asked to the counsellor.

The agent shares scores and attendance only with registered students and authorised parents, never with other callers.

A friendly, encouraging voice suits coaching. Review call summaries in the first weeks and adjust the flow for the questions parents ask most.

When results are out, parents call to compare institutes. The agent shares your verified results honestly, explains the next batch, and books demos and counsellor calls quickly.

Students call about test timing, syllabus and missed tests. The agent answers from the schedule and explains the make-up policy.

If a student sounds distressed, the agent treats it as urgent: it transfers to a counsellor or alerts one immediately, and shares helpline numbers your institute has approved. Exam pressure is real; this path is tested regularly.

Parents of younger students call about foundation courses. The agent explains timings around school, the course and fees, and books a demo.

Parents call after work. The agent answers every call so admission-season enquiries are not lost overnight.

Within the hours you set, the agent can call students the day after a demo to ask how it went, answer questions about fees and batches, and book a counsellor call for families ready to enrol.

Callers asking about refunds hear the policy plainly and have their request recorded for the office, which replies in writing.

Parents call to attend orientations and seminars. The agent registers them and sends details and reminders on WhatsApp.

Review call summaries weekly with the counselling team: courses the agent could not answer, fee objections, and distress calls — every one of which should have reached a counsellor at once.

Students call about mock results. The agent reads their score and topic-wise breakdown from the system and books a mentor call for those who want guidance.

Callers register for free mock tests; the agent confirms the date and format and sends the admit details to WhatsApp.

Students call to check whether the centre is open or whether an extra class is on. The agent answers from the schedule and any recent changes.

Parents call with constraints — school timings, weak subjects, travel distance. The agent suggests batches and centres that fit, books a demo, and sends the options to WhatsApp.

For instalments, the agent sends the payment link to WhatsApp during the call and confirms when it is paid. It never takes card details or OTPs on the phone.

Parents or students call to inform leave. The agent records it, tells the mentor, and sends the catch-up options to WhatsApp.

Students sometimes ask to speak to a teacher about a topic. The agent books them into the next doubt-clearing slot with that faculty member and sends the time to WhatsApp, rather than interrupting a class.