An AI chatbot for schools and colleges that answers admissions questions.

Load the documents families actually read

Admissions questions nearly always have a written answer somewhere: the prospectus, the fees schedule, course pages, term dates and the admissions policy. Add those as sources. Upload the PDF or Excel versions you send to families, and crawl the course pages on your website so entry requirements come straight from them.

Keep one version of each document. If last year’s prospectus and this year’s are both trained, the agent may quote the wrong deadline. When a new edition is out, delete the old source, add the new one and click Resync on anything that changed.

Capture enquiries with the right fields

An enquiry is only useful if your team can follow up. Set up an in-chat form that asks for what admissions needs: name, email or phone, course of interest and intake. Enquiries are saved to Leads, where you can move them from New to Contacted to Converted. If you use Freshsales, they can sync there on the Professional plan and above.

Open day and campus visit requests work the same way. The agent collects the preferred date and your team confirms it.

Know when a person should take over

The agent should answer general questions and step aside on individual cases. A delayed result, a disability support need, a complaint or a question about a particular application needs a member of staff. Write that into the agent’s instructions, turn on Human Handoff, and set your admissions office hours. Outside them, families see your offline message.

During busy periods, check Unanswered Questions weekly. If families keep asking about something your prospectus doesn’t cover, like accommodation or transport, add a page and the agent can answer it next time.