Use case
An AI chatbot for coaching institutes
Last updated by Venu Gopal Reddy Muvva, Founder, Surge Software Solutions
Who this is for
This is for coaching institutes, tuition centres and academies. Parents and students ask the same things every day: what is the fee for this batch, when does the next batch start, is there a demo class, do you have weekend classes. Many of them message at night, and they often join whoever replies first. You want quick, correct answers, and you want serious enquiries passed to a counsellor with their details.
How to do it in CustomerReplies
- Sign in and add your website. Sign in at /sign-in with an email code. In onboarding, type your institute's website address.
- Upload your brochures. On the Sources page, upload your fee structure, batch timetable and admission rules as PDF or Word files.
- Test in the Playground. Ask 'what is the fee for the weekend batch?'. If an answer is wrong, correct it once and it becomes a saved answer.
- Turn on lead capture. Under Actions, turn on lead capture so the agent can take a name and phone number from interested parents.
- Go live. Paste the script tag from the Widget page into your site, and connect WhatsApp on the Channels page with your own Meta app token.
- Set hand-off. On the Hand-off page, choose when a counsellor should take over and where alerts go: Telegram or email.
Fees, batches and admissions
The agent answers from your own documents, with a link to the page or file it used. If a fee is not in your sources, the fact guard marks the answer as low confidence instead of letting a guess through.
When fees or batch dates change, update the file or page. Website pages, Notion pages and Google Docs can re-sync daily or weekly, so the agent picks up changes.
Turning enquiries into admissions
Lead capture saves the details of interested students. You see them in the leads list and can export them as a CSV file.
If you run demo classes through Calendly or Cal.com, the agent can book a slot in the chat. If you collect fees through Razorpay, it can check a payment's status.
What you pay
The first 3 months are free. After that you pay only for what you use, at our cost — no markup. Monthly plans are coming soon.
When CustomerReplies is not the right tool
CustomerReplies is not the right tool if most parents write in Hindi or a regional language and expect a reply in the same language. The agent understands those messages but always answers in English. It is not a student management system or a full CRM. It does not take phone calls today; phone calls are in Beta and need a paid add-on that is not available yet.
Questions
Does it answer in Hindi?
No. It understands questions in Hindi and other languages, but it answers in English. Answers in other languages are not available yet.
Can it check if a fee has been paid?
If you take fees through Razorpay, the agent can check a payment's status. It can also check Stripe invoices.
What if it doesn't know the answer?
It says it doesn't know instead of making something up, and it can hand the chat to your team with an alert.
How much does it cost?
The first 3 months are free. After that you pay only for what you use, at our cost — no markup. Monthly plans are coming soon.