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Languages, music, dance or tutoring

Academy management software with an agent that serves families.

Families write on WhatsApp and the agent offers them the trial class that fits the student’s age. The panel speaks like an academy: students, classes, groups and enrolments.

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Academies

  • An agent that knows what you offer
  • Trials only on the dates you open
  • An academy’s own words
  • Parents and students

What an academy uses Aipiter for

An academy uses Aipiter to serve families on WhatsApp without losing track of any of them. An AI agent replies with the information and rules you publish, offers the trial dates that still have places and checks each student’s enrolments; reception accepts the requests, and the record of each mother or father holds the children in their care. The panel starts from the academy profile: every module switched on and the words a school uses.

A day at reception

From half past eight to ten at night.

Six moments in an ordinary day at an academy with groups in the afternoons, with the agent also working while reception is closed.

  1. Two trials requested overnight

    Reception opens the calendar: two families asked for a trial class during the night, and each place is set aside while the request waits. Reception accepts them and lets each family know from Conversations.

  2. A date with no room

    Tuesday’s trial runs out of places. In the calendar it changes to «Full» and the agent stops offering it.

  3. English for a nine-year-old

    A mother asks what there is for her daughter. The agent searches your classes for that age, suggests Thursday’s trial and she confirms with a button; the booking shows the girl’s name and age, and that her mother asked for it.

  4. A missed class

    A student asks whether they can make up Monday’s class. The agent answers with the «Make-up classes» policy the academy has published, without adding conditions of its own.

  5. Which days does my son have class?

    A father cannot remember his older son’s timetable. The agent checks his enrolments and tells him the class and its usual times, without anyone in the office having to look it up.

  6. A receipt

    Another father asks about a receipt. Payments are not the agent’s business: it hands the case to the team with a summary, and it will be in «Need attention» first thing.

What an academy stops doing by hand.

Each point is a task that today gets done with scattered messages and a notebook, alongside the part of the panel or the agent that puts it in order.

  • An agent that knows what you offer

    The agent looks up your published classes every time a family asks, and can filter them by the student’s age. Timetables, prices, ages and places always come from what is published: making them up is not an option for it. How it serves in the chat is set out in WhatsApp assistant.

  • Trials only on the dates you open

    Each trial date is published with its time and its capacity, and the agent never suggests others. While the family waits for an answer, their place already counts as taken. The full journey of a request is described in appointments and bookings.

  • An academy’s own words

    The panel starts from the academy profile: every module switched on, trial sessions and enrolments included, and a menu with «Students», «Classes», «Groups», «Trial classes» and «Enrolments». If your school says it differently, you change it in «My company», in Spanish and in Catalan, and the agent uses those words too.

  • Parents and students

    The record of whoever writes keeps the children «in their care», and each child has a record of their own. Each booking shows the student’s name and age and who asked for it. All of that lives in the CRM, next to the conversations and the office’s tasks.

  • Enrolments kept apart from payments

    «Their classes» records which classes each student is in, from which day and, if it ends, until which. When one is closed, its history stays there. An enrolment does not charge anything or use up a trial place, and the panel warns you if that student already had the same class on those dates.

  • House rules, in writing

    There are four topics designed for academies: trial classes, payments, make-up classes and whether a partner is required. Each one is published with its own text, in Spanish or in Catalan, and the agent answers with it.

Getting started

Three steps to the first trial booked.

We do the first one with you; the other two repeat every day.

  1. Academy profile, groups and dates

    We start from the academy profile and move into the panel your groups with their timetables and places, the teachers or rooms with their availability, and the trial dates you want to open.

  2. Families ask

    The agent answers with your rules and your information, suggests the trial dates with room and leaves the request ready for the family to confirm.

  3. Reception accepts and enrols

    Reception accepts each request and lets the family know. If the student stays on after the trial, the office adds the class to their record, and from then on the agent takes it into account when the family asks.

The person writing is rarely the student

At an academy for children and teenagers, the messages come from families. That is why the mother’s or father’s record holds the children in their care, and each child’s record holds the adults responsible for them: if both parents write, each has a record and both are listed.

A trial booking shows the student’s name and age and who asked for it, so reception does not have to ask again who the place is for. And when a parent asks about a child’s timetable, the agent also checks the enrolments of the children in their care.

Dance, languages, music or tutoring

The panel is the same for any academy that works with groups and trials; what changes is the rules and the words. A dance school publishes whether a partner is needed, a language school describes the level of each group, and nearly all of them explain how a missed class is made up.

Each academy writes it in its own way, and the agent answers with that text, not with a generic reply. Anyone who calls their classes «workshops» or their groups «courses» changes it in the vocabulary, and the menu and the replies follow.

Schools and companies that send students

If a school or a company sends you students, it can have its own record in «Customer organizations», with its associated people and the role of each one.

Its activity brings together that of all of them, so you can see what has happened with each group that comes from outside without opening the records one by one.

What academies tend to ask

Is it complete academy management software?

It covers what goes through WhatsApp, the phone and the calendar: families, trials, groups with places and enrolments, with the AI agent serving them. Receipts are issued in your invoicing software, which connects through integrations.

How does a family ask for a trial class?

On WhatsApp. The agent lists the dates with room, gets the booking ready and the family confirms it with a button. From that moment the place counts as taken, until reception accepts it or cancels it.

What about families who would rather call?

The AI receptionist answers them with the same published offer: it suggests trial dates with places and leaves the request for reception. Each call is kept in writing, with its summary, in that family’s conversation.

Can the agent tell a family which classes their child is in?

Yes. It checks the enrolments of the person writing and of the children in their care, and answers with the class and its usual times. Bank holidays, one-off changes or absences it does not confirm: your team handles those.

What happens when a date fills up?

In the calendar it shows as «Full» and the agent stops suggesting it. A date can also be paused without deleting it.

Can I change the names in the panel?

Yes. The academy profile starts with students, classes, groups, trial classes and enrolments, and in «My company» you change any of those words. The agent uses the same ones.

Can teachers see the conversations?

With the «Customer support» role, yes: conversations and records. They do not touch the agent’s settings or the catalogue.

Further reading

Bring us your group timetable.

In the demo we watch the agent serving families, the panel in your academy’s words and how your groups and trial dates would look.

Book a demo

hola@aipiter.com