An AI voice agent for schools: answer every call

These problems usually start with a call nobody took:

• Circulars distributed by notebooks get lost. School circular goes in notebook. Notebook stays in bag. Parent never sees it. Event attendance suffers.
• Fee collection calls take a week. Fee clerk calls 200 parents individually. It takes a full week. Many parents say "I didn't know the date."
• Emergency notifications are slow to reach parents. School closes due to heavy rain. Parents are calling each other, calling the school. WhatsApp broadcast in 2 minutes fixes this.

The school office is flooded with calls around admissions and exam results, and after any unexpected closure.

Prospective parents asking about admissions, current parents asking about fees, holidays and buses, and everyone at once when there is an unexpected closure. The office has a handful of staff and a queue at the counter.

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

1. Fee reminder broadcast on 1st of month — Automated reminder with payment link to all parents. Class-wise segmentation for targeted follow-ups.
2. Circulars broadcast to all parents in 2 minutes — Important notices, holiday announcements, and event details broadcast to all parents instantly.
3. Exam schedule and PTM slot notifications — Exam timetable, result dates, and PTM slots sent to each parent with their child's specific information.
4. Emergency broadcasts in under 2 minutes — School closure, schedule change, or emergency notice broadcast to all parents simultaneously.

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. Circulars and holiday notices when they are issued, fee reminders ahead of the due date, and urgent notices immediately.

What stays with your staff: Concerns about a child's wellbeing or behaviour, fee waivers and admission exceptions go to staff.

Parents calling from registered numbers can hear their child's fee due and attendance, book PTM slots and inform leave. Anyone else gets general information and an offer to be called back by the office.

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.

On a closure day, hundreds of parents call. The agent answers with the official notice immediately, freeing staff to handle the emergency itself.

• Wellbeing, safety and health concerns.
• Fee concessions.
• Complaints.
• Admission exceptions.

In admission season, a school might take 60 calls a day at about two minutes each — 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 admissions, fees, calendar and transport; connect parent records.
2. Choose forwarding: unanswered, admission season, or all calls.
3. Test an admission call, a parent fee call, a closure call and a wellbeing concern.

When results are out, phones ring nonstop. The agent tells parents how results are being shared, gives registered parents their child's result if the school has released it for phone enquiries, and books teacher calls for questions.

Registered parents call to ask what is due. The agent reads the dues, sends the payment link to WhatsApp, and routes concession requests to accounts privately.

Parents call when a bus is late. The agent gives the transport update the school has shared and the route contact, and passes safety concerns to the transport office immediately.

Parents call to inform leave. The agent records it against the child and informs the class teacher, so the absence is not flagged as unexpected.

Parents call in the language they are comfortable in; the agent follows, which helps families who struggle with English notices.

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

Compare calls that reached the office, calls answered by the agent, and admission visits booked, before and after — especially in admission season and on closure days.

Parents call for bonafide or transfer certificates. The agent takes the request, explains the process and time, and tells them it will be sent on WhatsApp when ready.

Registered parents can ask about homework and timetable changes for their child's class; the agent reads them from the school system.

Prospective parents call to attend an open house. The agent books them, asks the class they are seeking, and sends the details and a map to WhatsApp.

For colleges, students and parents call about eligibility, fees, hostels and deadlines. The agent answers from published information and books counselling calls.

The agent never confirms whether a child attends the school to an unregistered caller, and never discusses one child with another family.

Choose a calm, courteous voice. On closure days and results days, callers are anxious; review summaries to make sure the agent's answers are clear and brief.

Parents call to book PTM slots. The agent offers each teacher's slots, books them, and sends confirmations to WhatsApp, or arranges a phone call for parents who cannot come in.

Parents asking about learning support are given what the school publishes and booked for a personal call with the special educator or counsellor.

Working parents call after office hours. The agent answers routine questions from the calendar and records, and books callbacks for anything needing the office.

Parents sometimes ask for the principal. The agent takes the reason and books a callback with the principal's office, marking it urgent if it concerns a child's safety.

Relocating families call about mid-year admission. The agent checks the class, explains documents and the transfer certificate, and books a call with admissions.

At the start of the year, parents call for book lists and uniform details. The agent sends the lists for the child's class to WhatsApp.

Registered parents can ask for their child's report card; the agent sends it to WhatsApp and books a teacher call if they want to discuss it.

The office reviews call summaries weekly — especially around admissions and exams — and updates the calendar and information the agent answers from.

A parent calling about a child who is upset, unwell or in trouble is transferred to the class teacher, counsellor or office at once, or given an urgent callback. The agent listens and routes; it does not try to resolve the concern.

Prospective parents call to visit. The agent books a campus tour, sends the address and a map, and offers a video tour and call for families who cannot come in person.

Callers ask about scholarships. The agent explains published criteria and how to apply, sends details to WhatsApp, and passes concession requests to accounts privately.

Parents call about after-school activities. The agent explains options, timings and fees from the activities list, registers the child, and sends a payment link to WhatsApp.

Parents asking about bus safety are told what the school publishes — attendants, tracking, verification — and specific concerns are passed to the transport office immediately.

Before and after long holidays, parents call to confirm reopening dates and holiday homework. The agent answers from the circulars and sends documents for the child's class to WhatsApp.

Parents call to opt their child out of school photos. The agent records the request against the child and confirms it on WhatsApp.