Agentic AI for admissions, counselling, communication, and daily ops
One coaching knowledgebase + workflow layer that captures leads, powers parent self-service, automates HR and ticketing, and keeps every batch disciplined.
Pressure points
Key Challenges for Coaching Centres & Test-Prep Institutes
Agentic AI removes manual coordination from admissions, HR, finance, and support.
Batch Enquiry Overload
Calls, WhatsApp drops, and walk-ins overwhelm counsellors, leading to missed callbacks and confused parents.
Admission Follow-Up Delays
Spreadsheet-based tracking creates slow reminders, so serious aspirants slip away or choose faster-moving competitors.
Repetitive Course & Fee Queries
Parents ask the same batch, hostel, and scholarship questions every day, pulling counsellors away from high-impact work.
Manual Announcements & Alerts
Schedule tweaks, mock results, and emergency notices travel through informal chats, so families miss critical updates.
Parent Expectation Pressure
Families expect instant access to attendance, fees, doubts, and support tickets especially during exam crunches.
Multi-Branch Coordination
Different centres run different tools, giving leadership no unified command over HR, finance, and student experience.
How Converiqo Transforms Coaching Operations
Automation + AI synchronize every touchpoint from enquiry to mentoring, HR, and finance.
Unified Knowledgebase
Every course, fee, hostel, and scholarship detail lives in one AI assistant that answers across all channels.
Agentic Workflow Orchestration
Leads, tickets, attendance alerts, and finance workflows route automatically with escalations and SLAs.
Self-Service for Parents & Staff
Parents, students, faculty, and vendors access what they need instantly without chasing admin desks.
Admissions intelligence
Knowledgebase & Admissions Automation
One content + workflow layer answers every parent, captures every lead, and nudges counsellors automatically.
Automation flow
Knowledgebase & Admissions Marketing
24/7 answers for “When do NEET admissions open?”, “Hybrid batches available?”, and “What documents do I need?” across WhatsApp, Telegram, Instagram, and the website widget.
Auto-share curriculum decks, faculty bios, demo class slots, hostel information, and campus tour invites from one content hub.
Tag enquiries as droppers, repeaters, UPSC foundation, CAT weekday/weekend, or school-integrated so counsellors get full context.
Collect enquiry forms, scholarship interest, and documents; sync straight into CRM/Sheets without manual copy-paste.
Multilingual responses keep tier-2/3 parents comfortable while preserving a consistent brand voice.
Nurture journeys blend WhatsApp, SMS, and email to keep leads warm until they sign and pay.
Automation flow
Lead Management & Counselling Journeys
Capture leads from walk-ins, landing pages, webinars, telesales, referral desks, and franchise partners in one smart inbox.
AI scoring prioritises serious aspirants, flags urgent callbacks, and nudges counsellors with next-step guidance.
Self-serve counselling and demo bookings with calendar availability, reminders, and post-visit feedback capture.
Personalised fee plans, scholarships, hybrid/hostel options, and brochures share instantly with engagement tracking.
Automated follow-up ladders and escalations ensure no enquiry is idle centre heads see exactly where the funnel stalls.
Digital forms, document uploads, and quick-pay links complete the admission journey without paper or chasing.
Core stack
Employee Self Service, HR & Ticketing Stack
Employee Self Service: faculty and staff download letters, update records, and raise requests without calling HR desks.
HR / Attendance & Leave: chat-based clock-in with biometric sync, leave balances, comp-offs, and pattern alerts.
Ticketing Module (IT / HR / Accounts): SLA-driven routing for laptops, payroll, vendor payouts, facility, and hostel issues.
Payments & Invoicing Module: central ledger for instalments, concessions, refunds, and GST docs with automated reminders.
Policy broadcasts, invigilation rosters, and compliance notices reach cohorts instantly with acknowledgement logs.
Audit-ready timelines show every approval, escalation, payout, and response per branch.
Operations flow
Parent Communication & Student Support
Parents access attendance streaks, fee ledgers, receipts, and transport/support tickets without calling counsellors.
Students receive study plans, mock schedules, AIR simulations, doubt class slots, and mentorship reminders automatically.
Broadcast mock results, PTM reminders, emergency alerts, and campus notices simultaneously across WhatsApp, Telegram, and email.
Support tickets (transport, hostel, cafeteria, uniforms) route to the right team with SLA timers and escalation paths.
Mentor escalations trigger when attendance drops, doubts pile up, or parents raise repeated concerns.
Analytics tie communication journeys back to retention, satisfaction, and fee realisation.
Operations flow
Finance, Ticketing & Campus Operations
Automate invoices, instalment reminders, reconciliations, concessions, and refunds; counsellors and finance see one ledger.
Vendor coordination for housekeeping, transport, hostel, and cafeteria runs through structured tickets and payout workflows.
Multi-branch dashboards monitor admissions, HR load, ticket SLAs, and fee collection health in real time.
Escalation trees alert regional managers when SLAs slip or satisfaction scores drop, so fixes happen before parents escalate.
API-friendly connectors sync with existing CRMs, ERPs, or Sheets no rip-and-replace.
Compliance exports cover ISO, fire safety, hostel regulations, and audit-ready documentation automatically.
Stakeholder outcomes
Benefits Across Leadership & Teams
Owners, counsellors, faculty, finance, operations, parents, and students all see faster answers and calmer operations.
Institute Owners & Directors
- Live dashboard across admissions, HR, ticketing, and finance for every centre.
- Predictable conversion and fee collection backed by automated nudges and escalations.
- Compliance-friendly audit trails for every workflow, approval, and parent communication.
Counsellors & Admissions Teams
- Unified enquiry inbox with AI scoring, reminders, and recommended scripts.
- Self-serve content, forms, and payments free up time for high-intent conversations.
- Zero spreadsheet chaos journeys update automatically when parents engage.
Faculty, Mentors & Staff
- Clock-in, leave, ticketing, and policy updates handled digitally from any device.
- Clear view of allocations, invigilation duties, and mentorship escalations.
- Less admin firefighting so faculty can focus on teaching and student care.
Parents & Students
- Instant clarity on attendance, fees, schedules, and support tickets without chasing centres.
- Proactive alerts for schedule changes, transport issues, or mentoring needs.
- Higher trust because every promise, payment, and escalation is tracked transparently.
Finance & Accounts Teams
- Central ledger for instalments, concessions, refunds, and GST documentation with automated reminders.
- Automated fee reconciliation eliminates manual tracking across branches and payment channels.
- Vendor payout workflows and invoice management keep accounts payable organized and auditable.
Operations & Regional Managers
- Multi-branch dashboards provide real-time visibility into admissions, HR load, and ticket SLAs.
- Escalation trees alert managers when SLAs slip or satisfaction drops, enabling proactive fixes.
- Vendor coordination for transport, hostel, and facility services runs through structured workflows with clear ownership.
Deployment fit
Capabilities for Every Coaching Setup
From single-centre academies to multi-city franchise networks.
JEE / NEET Institutes
Manage repeater + integrated batches, hostel ops, and parent comms across classroom and hybrid models.
UPSC & Government Exam Academies
Digitise counselling, mentorship, and test support while keeping faculty, mentors, and parents aligned.
CAT / Banking / MBA Prep
Handle weekday/weekend cohorts, subscription doubt solving, and corporate tie-ups with guided automations.
School-Tuition & Foundation Chains
Coordinate multiple grades, transport routes, and parent communities with multi-location oversight.
Franchise & Multi-Branch Networks
Give partners SOPs, escalation trees, and live dashboards without losing brand consistency.
Online + Offline Hybrids
Sync portal content, WhatsApp announcements, and physical centre workflows for cohesive experiences.
Proof of impact
Real Coaching Leaders on Measurable Change
55%
Admission conversion improvement
70%
Manual follow-up reduction
4.6/5
Parent satisfaction score
3x
Faster ticket closure
“Automated follow-ups and instant batch explainers mean no enquiry is left waiting. Counsellors now focus on serious conversations instead of copying data between sheets.”
Dr. Rajesh Kumar, Director, Elite JEE Coaching Institute
Need-to-know
Frequently Asked Questions
Answers for coaching owners, academic heads, counsellors, and ops leaders.
How can agentic AI improve daily operations in coaching centres?
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Converiqo.ai automates repetitive tasks, predicts counselling loads, and supports staff in real time so peaks stay controlled without chaos.
Why do coaching institutes need real-time visibility into student concerns?
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Live dashboards surface unresolved doubts, delays, and complaint spikes, helping teams act before trust erodes or churn begins.
How can AI help coaching centres manage high inquiry and counselling loads?
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Every enquiry is tagged, routed, and followed up automatically; counsellors focus on serious aspirants while nurturing flows handle the rest.
How does agentic AI support faculty and centre managers in daily operations?
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Tasks, alerts, and escalations move through the AI layer so faculty and managers stay focused on academics instead of admin firefighting.
How can coaching centres use AI to improve student retention and outcomes?
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Attendance, doubt logs, complaints, and feedback are connected to flag at-risk learners early, prompting mentoring, reminders, or support drives.
How does Converiqo’s Employee Self-Service help faculty and staff?
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Staff raise requests, track approvals, and update their data without chasing admin desks, cutting HR workload and boosting transparency.
How can AI-driven attendance and leave management improve discipline?
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Automated attendance, leave workflows, and pattern alerts highlight batches or faculty needing intervention so leaders enforce discipline fairly.
How does Converiqo’s ticketing module support IT, HR, and accounting teams?
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Tickets route to the right queue with SLAs, keeping IT, HR, and finance requests traceable, prioritised, and resolved on time.
How can coaching centres simplify fee tracking with Converiqo payments?
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Invoices, dues, instalments, and reminders live in one panel so counsellors and finance avoid missed payments or confusing updates for parents.
Why manage operations on one unified Converiqo agentic AI stack?
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Unifying HR, ticketing, payments, and self-service removes scattered tools, making multi-branch scaling predictable and well-controlled.
Start small, scale fast
Pilot Converiqo.ai with one centre or department
Connect existing forms, CRMs, and messaging channels in weeks. Expand across admissions, HR, ticketing, and finance once you see the difference.
Need a parent-centric or franchise-only variant? Ask and we can tailor it.