Enroll More Students, Collect Fees on Time & Keep Parents Happy—All on WhatsApp

Turn demo attendees into enrolled students. Automate fee reminders, send batch updates, share progress reports, and build trust with parents through consistent communication.

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45%
Higher enrollment
Automated follow-ups convert more inquiries
80%
Demo attendance
Multi-step reminders reduce no-shows
10+ hrs
Saved per week
Automate replies, reminders, and follow-ups
3x
More testimonials
Automated requests after success stories
The Problem

Challenges Coaching Centers Face

Demo Class No-Shows — 50% of students who register for demo classes don't show up. You've prepared faculty, reserved seats, and they simply don't come.

Demo Attendees Don't Enroll — students attend demo, seem interested, then disappear. No follow-up means you lose potential enrollments to competitors who chase harder.

Fee Collection Delays — students delay monthly/term fees. Chasing payments awkwardly affects the teacher-student relationship. Cash flow suffers.

Batch Timing Changes Chaos — you change a class timing and half the batch doesn't know. Students show up at wrong times, parents call confused.

Same Questions, All Day — "What batches do you have?" "What subjects?" "What's the fee?" Your front desk answers these 30+ times daily during admission season.

Parents Feel Out of Loop — parents pay fees but don't know how their child is doing. No progress updates means unhappy parents and dropouts.

Solutions

10 Ways WhatsApp Automation Grows Your Coaching Institute

Handle more inquiries, convert demo to enrollments, and automate parent communication

1

Course Inquiry Auto-Response

Rule Starter

When someone messages asking about courses, instantly send available programs, batch timings, fee structure, and demo class option.

TRIGGER: Any new message OR message contains "course" OR "class" OR "tuition"
ACTION: Send course overview with subjects, timings, fees
THEN: Tag contact as "Inquiry - Class 10"
THEN: Notify admin team for personalized follow-up
How it works: Instant response captures interest before they message other coaching centers. Detailed info (timings, fees, faculty credentials) answers common questions upfront. Prominent demo class CTA moves them to next stage. Tag by class helps segment communication.

Workflow tip: Create separate auto-replies for each class level (Class 8, 9, 10, 11, 12, JEE, NEET) triggered by keywords.
2

Class Reminder System

Rule Starter

Send automated reminders before scheduled classes to reduce absenteeism and keep students prepared.

TRIGGER: 3 hours before scheduled class time
ACTION: Send class reminder with topic, timings, room details
THEN: Include "what to bring" checklist
THEN: Mention homework submission if applicable

TARGET: All students in specific batch
How it works: 3-hour advance notice is enough time to prepare but not so early they forget. Specific topic mentioned helps students revise prerequisites. "What to bring" checklist ensures students come prepared. Reduces "I forgot" excuses for homework.

Workflow tip: Tag students by batch (e.g., "Class-10-Evening-Batch-A") so reminders go to correct group automatically.
3

Student Progress Updates

Journey Pro $99

Send regular progress reports to parents showing test scores, attendance, teacher feedback, and areas needing improvement.

JOURNEY: Monthly Progress Reports
TRIGGER: Tag "enrolled-student" + monthly schedule
STEP 1 (1st of month): Collect data from faculty
STEP 2 (5th of month): Send progress report to parents
STEP 3: Include test scores, attendance, teacher comments
STEP 4: Suggest focus areas for next month
THEN: Track replies for concerned parents
How it works: Monthly cadence keeps parents informed without overwhelming them. Specific scores and feedback show you're tracking individual progress. Teacher's personal comment adds human touch. Focus areas demonstrate proactive teaching approach. Builds trust and justifies fees.

Workflow tip: Create simple Google Form for teachers to submit monthly feedback. Auto-populate WhatsApp message with this data.
4

Fee Payment Reminder

Sequence Pro $99

Automated fee reminders before due date and escalating follow-ups for overdue payments. Professional and consistent collection.

SEQUENCE: Fee Collection
DAY -5: Gentle reminder with all payment options
DAY 0 (Due date): Final reminder before due
DAY +3: First overdue notice (polite)
DAY +7: Second overdue notice (firmer tone)
DAY +14: Final notice (mention class suspension)

EXIT SEQUENCE: When payment received (tag "paid-march")
How it works: Advance reminder (5 days before) catches early payers and prevents forgetting. Offering installment option helps genuinely struggling families. Escalating tone (gentle → firm) is professional yet effective. Automation removes awkwardness from collection conversations. Exit sequence prevents sending reminders to paying students.

Workflow tip: Include all payment methods (SnapScan, payment link, cash) to remove excuses. Track payment via simple tag to stop sequence immediately.
5

Test/Exam Schedule Alerts

Campaign Starter

Notify students about upcoming tests, mock exams, and board exams with syllabus and preparation tips.

CAMPAIGN: Monthly Test Alert
TARGET: All students in Class 10 batch
TIMING: 7 days before test date
MESSAGE: Test details + syllabus + prep tips
FOLLOW-UP: Day before test with timing reminder

SEGMENT: By class/batch to send relevant syllabus
How it works: 7-day advance notice gives enough prep time. Clear syllabus coverage removes confusion about what to study. Preparation tips show you care about performance. "What to bring" checklist prevents test day issues. Sending to batch segments ensures relevance.

Workflow tip: Schedule these campaigns in advance for the whole term. Include results announcement campaign 2-3 days after test.
6

Study Material Distribution

Journey Pro $99

Automatically share study notes, practice worksheets, and reference materials based on current curriculum progress.

JOURNEY: Study Material Distribution
TRIGGER: After chapter completion (faculty tags "chapter-4-completed")
STEP 1: Send chapter summary notes (PDF)
STEP 2: Send practice worksheets with problems
STEP 3: Share previous year question papers
STEP 4: Include video links if available
THEN: Set deadline for worksheet completion
THEN: Reminder 1 day before deadline
How it works: Timely material distribution keeps students engaged outside class. Multiple formats (notes, worksheets, videos) suit different learning styles. Clear deadlines create accountability. Download links make materials easily accessible on phone. Faculty name adds personal ownership.

Workflow tip: Store materials in Google Drive/Dropbox. Generate shareable links. Use WhatsApp file sharing for small PDFs.
7

Doubt Resolution Tracking

Rule Business

Students can ask doubts on WhatsApp. System tracks, assigns to faculty, and ensures every query gets answered within 24 hours.

TRIGGER: Message contains "doubt" OR "don't understand" OR "confused" OR "question"
ACTION: Acknowledge doubt receipt immediately
THEN: Tag with "doubt-mathematics" (detect subject)
THEN: Notify relevant faculty member
THEN: Track in doubt log with 24-hour SLA
THEN: Send resolution (explanation/video/promise to cover in class)
THEN: Follow-up after class to confirm clarity
How it works: Immediate acknowledgment shows you care. Assigning to subject expert ensures accurate answers. 24-hour SLA creates accountability. Providing quick video/image explanation shows effort. Tracking prevents doubts from falling through cracks. Follow-up closes the loop.

Workflow tip: Maintain a doubt bank with common questions and pre-recorded explanations. Share relevant video instantly based on topic keywords.
8

Parent-Teacher Communication

Journey Pro $99

Enable two-way communication between parents and teachers for concerns, queries, and updates about student performance.

JOURNEY: Parent Communication
TRIGGER: Parent sends message expressing concern
ACTION: Route to relevant faculty within 2 hours
STEP 1: Faculty provides detailed status update
STEP 2: Explain recent performance observations
STEP 3: Share action plan (what coaching is doing)
STEP 4: Suggest parent involvement steps
STEP 5: Offer meeting if needed
THEN: Log conversation in student record
THEN: Follow-up after 2 weeks on improvement
How it works: Quick faculty response shows professionalism. Detailed observation proves individual attention. Action plan reassures parent you're on top of it. Specific suggestions for home practice shows partnership approach. Offering meeting option gives extra support channel. Logging ensures continuity if different faculty replies later.

Workflow tip: Create faculty WhatsApp group to route parent queries. Respond from main number but sign with faculty name for personal touch.
9

New Batch Announcement

Campaign Pro $99

Promote new batches, courses, or special programs to existing students, alumni, and inquiry database for word-of-mouth enrollments.

CAMPAIGN: New Batch Launch
TARGET SEGMENTS:
- Current Class 9 students (upgrade to Class 10)
- Past inquiries who didn't enroll
- Alumni/existing students (for referrals)

MESSAGE: New batch details + early bird offer
TIMING: 3 weeks before batch starts
FOLLOW-UP:
- Reply "CRASH" auto-responds with full brochure
- Personal call to interested replies within 24 hours
How it works: Announcing to existing students gets easy enrollments from those moving up classes. Early bird discount creates urgency. Limited seats messaging adds scarcity. Multiple timing options accommodate schedules. "Share this message" encourages referrals. Keyword auto-response ("CRASH") handles high interest volume.

Workflow tip: Time these campaigns 3-4 weeks before batch start. Send to past inquiries who didn't convert - they're warm leads!
10

Success Stories & Results

Campaign Business

Share student achievements, exam results, and success stories to build credibility and motivate current students.

CAMPAIGN: Results Announcement
TARGET:
- All contacts (current students, parents, alumni, inquiries)
TIMING: Within 24 hours of official results
MESSAGE:
- Overall pass rate & performance stats
- Top scorers with photos (with permission)
- Student testimonials
- Clear CTA for new enrollments

AMPLIFICATION:
- Ask students to share on their status
- Post same content on social media
- Use for future marketing materials
How it works: Results proof builds instant credibility with new parents. Specific stats (95%+, 90%+ counts) are more convincing than vague claims. Student testimonials add authenticity. Sending to entire database (not just students) turns results into marketing. Linking to new batch enrollment captures interest while it's hot.

Workflow tip: Prepare this campaign in advance. Collect student permission and testimonials beforehand. Be ready to blast within hours of results announcement.
CRM

Your pipeline, pre-configured

Track student journey from inquiry to enrollment. See at a glance who needs follow-up and where they are in the conversion process.

Inquiry
Course question
Demo Booked
Class scheduled
Demo Attended
Showed up
Payment Pending
Follow-up needed
Enrolled
Active student
Alumni
Completed course

CRM Lite add-on: +$10/mo on Pro plan, included in Business

Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
Course inquiry auto-response ✓ ✓ ✓
Class reminder system ✓ ✓ ✓
Student progress updates — ✓ ✓
Fee payment reminders ✓ ✓ ✓
Test/exam schedule alerts ✓ ✓ ✓
Study material distribution — ✓ ✓
Doubt resolution tracking — — ✓
Parent-teacher communication — ✓ ✓
New batch announcements — ✓ ✓
Success stories & results campaigns — — ✓
Student contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR COACHING CENTERS

Pro Plan - $99/month

Prices in USD. View pricing in your local currency →

Ideal for coaching institutes with 100-500 students. Includes progress reports, fee reminders, parent communication, and batch update campaigns.

Up to 5,000 contacts
5 team members
Progress updates
Fee automation
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Small tuition with <50 students? Starter Plan ($29/mo) covers inquiries, reminders, and basic communication.

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Join coaching centers using WhatsApp to automate admissions, improve collections, and keep parents happy.

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