AI Counsellor for Admissions Team
Pre-qualified student enquiries across WhatsApp, web, and Meta — scheduled counsellor calls only for high-intent leads with routing by programme interest.
Client snapshot
The challenge
Admissions counsellors were drowning in enquiries during peak season — most of them unqualified or already decided on another institute.
Follow-up took 24-48 hours because every enquiry was treated the same. Parents and students lost interest waiting.
The ad spend was growing every year but enrollment conversion wasn't — the team couldn't tell which programmes, sources, or creatives were worth scaling.
Our approach
- 01
Programme-aware qualifier
Built a counsellor bot that understood the 12 programmes, eligibility, fees, placements, and asked the right follow-up questions based on which programme the student was considering.
- 02
Intent-scored routing
Scored every enquiry on intent (12th % known, city, asked about fees, asked about placements) and routed high-score leads to live counsellors within the hour.
- 03
Parent + student duality
Designed separate conversation tracks — parents want fees, ROI, placements; students want campus life, specialisations, faculty. Bot detected and adapted.
- 04
Source attribution + feedback
Every enrolled student is traced back to the first-touch source. The team now knows exactly which Meta creative and which programme page drives enrollments.
What we built
- WhatsApp + web counsellor bot covering all 12 programmes
- Intent scoring + hot-lead routing to human counsellors
- Parent + student conversation tracks with different content
- Full funnel attribution (lead → counsellor call → application → admit → enroll)
- Counsellor dashboard with lead cards, scripts, and call recordings
- 14-day nurture for undecided students with content by programme
Results
- 3.5× more enrolled leads from the same ad spend
- Cost per enrolled lead down 55% year-over-year
- Follow-up time down from 24-48 hr to median ~4 hr for hot leads
- Counsellors spend 70% of their time on pre-qualified hot leads
Tech stack
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Client identity kept confidential under NDA. Metrics reflect the actual project at the time of delivery — full decks available on request.