A WhatsApp AI agent for your coaching institute: what it does and where it stops

Start with what customers ask. Students and parents ask about batch timings, fees and instalments, demo classes, study material and test results. An agent answers all of that from your own information. Then give it the work coaching institutes repeat every day:

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.

The agent runs these on WhatsApp in the customer's language, day and night, and writes what it did back to the contact record so staff see the full history.

1. Courses — exams covered, duration, batch timings, mode.
2. Fees — structure, instalments, scholarships, refund policy.
3. Faculty — subjects and experience you publish.
4. Results — verified figures and consented toppers.
5. Practical details — centres, timings, study material, test schedules.

An AI agent is only as accurate as what you give it. On Reputoo it answers from your knowledge base — pages crawled from your website, documents and price lists you upload, and policies you write down — rather than from general knowledge. Two rules keep it right:

• If it is not in the knowledge base, the agent says it will check and hands over, rather than guessing.
• Prices, timings and policies live in one place. Update the source and the agent's answers change with it.

It also needs to see the records your coaching institute already keeps — what to connect: A student management system or spreadsheet of batches and fee status; it decides who gets which reminder.

Students and parents ask whether joining guarantees selection. The agent answers honestly: results depend on the student's effort and many factors, and it can share the institute's verified past results. It never promises ranks or selection. A counsellor can discuss the student's situation.

These are the moments customers remember, and they are worth a human:

• 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.

The agent can open each of these conversations and collect the details; a person should close anything involving a complaint, an exception to policy, or money that has not been agreed. Handover goes to the shared inbox with the full conversation attached.

The same agent that answers on WhatsApp can answer your coaching institute's phone line as Vajra, Reputoo's voice agent, so a customer who calls gets the same answers as one who messages. It speaks 36 languages and switches to the caller's.

The agent books demos in the right batch and counselling calls for families with bigger questions, sends reminders, and follows up after the demo.

For registered students, the agent answers timetable, test and score questions, sends study-material links, and records leave. Parents of school students get the same for their child.

The agent sends instalment links, confirms payments and sends receipts. Concessions and refunds go to the office. It never asks for card numbers, PINs or OTPs.

The agent replies in the student's or parent's language across 36 languages.

1. Load courses, batches, fees, faculty and verified results.
2. Start with enquiries and demo booking.
3. Add student self-service once records are connected.
4. Review conversations daily with the counselling team.

The agent explains scholarship tests — dates, syllabus, scholarship slabs — registers students, sends admit cards, and shares results privately.

"Should I take the one-year or two-year programme?" — the agent explains the differences from your course information and books a counsellor for the decision. It does not decide for the student.

For students moving to the city, the agent shares accommodation options you list, the reporting date, orientation schedule and local contacts, and answers parents' logistics questions.

The agent sends class and test links to enrolled online students, explains how recordings work, and passes technical problems to support.

For school-age students, the agent gives registered parents attendance, test scores and fee status, and books parent meetings. Adult students' information goes to parents only with the student's agreement.

A season of conversations shows which courses and timings families want, which fees put them off, and why demo attendees did not join — inputs for next year's batches.

Supportive and honest. Students under exam pressure need encouragement and clear information, never pressure or false promises.

The agent sends links to notes, previous papers and recordings for the student's enrolled courses, and passes access problems to support.

Students asking to change batch timing see batches with seats; the agent passes the request to the office to approve and confirms when done.

Before exams, the agent sends the exam-day checklist and faculty's final tips, and answers logistics questions — reporting time, documents, what is allowed.

Doubts to faculty, counselling to counsellors, fees to accounts, complaints to the centre head — with the student's batch and question attached. The agent tells the student when to expect a reply.

Scores, attendance and fees are shared only with the student and the parents the student has authorised (or registered parents for minors). Rankings are shared only as your policy allows.

The agent reminds students of test syllabus and timing, tells them when scores are out, and explains the make-up policy for missed tests.

For course choice, drop-year decisions or stress, the agent books a counsellor with the topic noted. If a student expresses distress, the agent treats it as urgent and alerts the counsellor, sharing helpline numbers your institute has approved.

For younger students, the agent explains foundation courses, school-friendly timings and the demo process, and books a demo.

Review the agent's handovers weekly with the counselling team, and update courses, fees and batches before admission peaks.

Tell the agent your institute's tone — encouraging, disciplined, friendly — and read its conversations regularly to keep it consistent.

After a demo, the agent asks how it went and handles the answer — enrolment details, a counsellor call, or a note of what was missing.

When students share their exam results, the agent congratulates them and asks whether the institute may include their result in its announcements, recording the answer. Students who struggled are offered counselling.

The agent explains the refund policy and records withdrawal requests for the office. It never approves refunds itself.

Parents of outstation students ask about safety, meals and travel. The agent answers from the accommodation and orientation information you publish and books a counsellor call for anything more.

After mocks, the agent gives each student their score and topic-wise breakdown from your system and books a mentor or doubt session for those who want help. It does not invent study plans; mentors do that.

For adult students, the agent shares information with parents only after the student adds them. School-age students' registered parents see attendance, scores and fees.

Centre timings, festival closures and extra classes before exams live in one place; the agent answers from it and tells students about changes.

"I'm weak in physics and can only come after school" — the agent suggests batches that fit the timing, mentions the faculty who teach the subject and any extra doubt sessions, and books a demo in that batch.

Students tell the agent when they will miss class; it records the leave, tells the mentor, and explains how to catch up — recording, notes or a make-up session — per your policy.

Students study late and ask logistics questions at night — tomorrow's timing, test syllabus, where to find notes. The agent answers from the schedule and platform, and queues anything for faculty until doubt hours.