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

Start with what customers ask. Parents ask about admissions, fee due dates, transport, timetable changes, holidays, and how their child is doing. An agent answers all of that from your own information. Then give it the work schools repeat every day:

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.

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. Admissions — classes, age rules, process, documents, dates.
2. Fees — structure, due dates, payment methods.
3. Calendar — terms, holidays, exams, events.
4. Transport — routes, timings, contacts.
5. Policies — uniform, attendance, leave, communication.

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 school already keeps — what to connect: A school ERP holds students, parents, fees and attendance; messages should use it rather than a copied contact list.

Write the rules into the agent's instructions: share a child's attendance, fees or reports only with messages from that child's registered parent numbers; never confirm whether a child studies at the school to anyone else; never discuss one child with another family. When in doubt, hand over to the office.

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

• 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 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 school'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.

Messages about bullying, health, safety, or a child's emotional state go to the counsellor or principal's office at once, with the parent told who will contact them and when. The agent does not attempt advice.

The agent answers eligibility, fees, facilities and process in the parent's words, books visits, and passes applications and exceptions to the admissions office.

The agent replies in the parent's language across 36 languages, helping families who find English notices hard.

Warm, respectful and clear. Parents are trusting the school with their children; every reply should reflect that.

1. Load admissions, fees, calendar, transport and policies.
2. Start with general questions; add child-specific answers once parent numbers are verified.
3. Review conversations weekly with the office.

The agent answers exam dates and syllabus questions from the published schedule, and gives registered parents their child's results once the school releases them. It never discusses results with anyone else.

The agent explains trip details, records parental consent, takes payment and answers questions about safety arrangements as the school has described them.

The agent answers for all children linked to the parent's registered number and respects the guardian rules the school has recorded, handing any conflict to the office.

The agent explains the fee structure and dues and sends payment links. Requests for concessions, scholarships or instalments go to accounts privately.

For colleges, the agent answers students' questions about admissions, hostels, fees, exam schedules and placements, respecting the rules on what can be shared with parents.

A term of conversations shows which notices confused parents, which questions recur, and where information is missing — improvements for circulars and the website.

Wellbeing, complaints, concessions and exceptions go to the right person with the parent's words and child's class; the agent tells the parent when to expect contact.

The agent tells registered parents the day's homework, upcoming tests and class timetable changes for their children's classes, from the school system.

The agent takes requests for bonafide, transfer and fee certificates, explains timelines, and notifies the office. Documents are sent to registered parents when ready.

The agent answers routes, timings and transport fees, and routes change requests and safety concerns to the transport office.

Prospective parents ask how the school differs — curriculum, class sizes, activities. The agent answers from what the school publishes and books a visit; it never compares itself with named schools.

Tell the agent the school's tone — warm, formal, progressive — and read conversations with the principal's office each month.

For questions about learning support, accessibility or inclusion, the agent shares what the school publishes and passes the enquiry to the special educator or counsellor for a personal conversation. It never assesses a child.

The agent books parent-teacher meeting slots with each child's teachers, sends reminders, and arranges a call for parents who cannot attend in person.

Parents inform leave through the agent; it records the leave against the child and tells the class teacher. Long absences are passed to the office.

The office reviews the agent's handovers weekly and updates calendar, fees and policies — the facts that change most around term starts and exams.

The agent sends book lists and uniform details for each child's class, and explains where official supplies are available.

Families relocating mid-year ask about seats and documents. The agent explains the transfer process and passes the enquiry to admissions with the class and dates.

On closure days, the agent answers every "is school open?" with the official notice and any instructions — pickup arrangements, online classes — so the office can focus on the emergency.

The agent logs small requests for the class teacher or office and tells the parent when to expect a reply.

Parents write when they are worried — a child upset about school, a sudden fever, a fight. The agent responds with care, does not try to resolve it, and passes it to the class teacher, counsellor or nurse immediately, telling the parent who will contact them and when.

The agent explains published scholarship criteria and how to apply, and passes concession requests to accounts privately. It never discusses a family's finances with anyone else.

For prospective families, the agent books campus visits, sends the campus-tour video, and arranges a video call with admissions for families who cannot visit.

When parents ask for event photos, the agent shares only photos the school has approved for sharing with that family, respecting other families' consent choices.

Parents ask about bus safety — attendants, GPS tracking, driver verification. The agent answers from what the school publishes and passes specific concerns to the transport office immediately.

Parents ask which clubs and activities are available, their timings and fees. The agent answers from the activities list and records registrations, with payment links where there is a fee.

Before long holidays, parents ask about holiday homework, reopening dates and any vacation camps. The agent answers from the circulars and sends the relevant documents for each child's class.

Parents ask whether their child's photo can be excluded from school media. The agent records the request against the child and confirms it, and passes questions about already-published images to the office.