How an online academy handled admissions enquiries with a WhatsApp bot

This is an illustrative example with a fictional company. It shows a typical setup, not real results.

Challenge

Sample Learning Academy runs online courses with intakes several times a year. During each enrolment season, enquiries rose sharply. Counsellors spent most of their day on basic questions about fees, eligibility and start dates, and serious applicants waited too long for a call.

What they built

• A click-to-WhatsApp ad campaign for each course, with a dedicated admissions bot per ad.
• The bot answered fee and eligibility questions, collected the applicant's details and booked a call with a counsellor.
• Round-robin routing shared qualified applicants across the counselling team.
• Fee reminders and class alerts as utility templates once students enrolled.
• A doubt-solving AI agent trained on course notes for enrolled students, with handoff to tutors.

Results

In an illustrative setup like this, the academy would expect to:

• Reply to every ad lead within seconds, so the 72-hour free messaging window always opened.
• Give counsellors a summary of each applicant before the call.
• Track cost per qualified applicant by sending Conversions API events back to Meta.
• Reduce manual reminder work for the finance and timetable teams.