This is a sample story that shows how a typical project works. Brightpath Academy is an illustration, not a real customer, and the figures are examples.
Brightpath AcademyOnline coaching institute for competitive examsJaipur, India
How a coaching institute turned admission enquiries into enrolments on WhatsApp
Brightpath Academy automated enquiry replies, demo class reminders and fee reminders on WhatsApp, and gave its counsellors one shared inbox.
- Automation
- Broadcast messaging
- Team inbox
- Contacts
- More demo class attendance
- 52%
- More demo class attendance
- More enquiries turned into admissions
- 1.9x
- More enquiries turned into admissions
- Fewer late fee payments
- 30%
- Fewer late fee payments
What Brightpath Academy set out to achieve
The goal behind the project, and what success needed to look like.
Brightpath wanted every student who enquired to get course details instantly, attend a demo class and hear from a counsellor, all on the app students and parents already use every day.
- Goal 01
Answer course and fee questions instantly, around the clock
- Goal 02
Get more enquirers to attend a free demo class
- Goal 03
Send fee and class reminders without manual follow-up
- Goal 04
Keep counsellors from contacting the same family twice
Growing fast, held back by manual work
Demand was there. The way the team handled it could not keep up.
Enquiries arrived through the website, calls and social media, and counsellors followed up by phone. Many students never picked up, demo classes were half empty and fee reminders were sent from personal numbers.
Every step below was repeated for every customer, every day.
A typical day before WP Tool
- 1Collect enquiries from the website and social media by handManual
- 2Call each student or parent to share course detailsManual
- 3Send demo class links from personal phonesManual
- 4Chase fee payments with individual messages every monthManual
The project at a glance
The business, the team and the scope of the rollout.
- Industry
- Education, test preparation
- Team
- 6 counsellors
- Enquiries
- About 1,200 a month
- Courses
- Online and weekend batches
- Rollout
- 3 weeks
- Main channel
- WhatsApp Business API
WP Tool features used
- Automation
- Broadcast messaging
- Team inbox
- Contacts
What was costing them customers
The problems we needed to solve before anything else could improve.
Unanswered calls
Most students did not pick up calls from unknown numbers, so enquiries went cold.
Empty demo classes
Fewer than half of registered students joined their demo class without a reminder.
Manual fee reminders
Counsellors reminded each family individually, which took days every month.
Scattered conversations
Chats were spread across personal phones, so families sometimes heard from two counsellors.
How we automated it, step by step
A focused rollout, one workflow at a time, so the team could keep working throughout.
- Step 01 · Week 1
One official number for admissions
We set up a verified WhatsApp Business number and added a chat button and QR code to the website and brochures.
WhatsApp Business API - Step 02 · Week 1
Instant course answers
An automated menu shares course details, batch timings and fees the moment a student says hello.
Automation - Step 03 · Week 2
Demo class journey
Students who register get a confirmation, a reminder the evening before and the joining link 15 minutes before class.
Automation - Step 04 · Week 3
Fee reminders and a shared inbox
Fee reminders go to each batch on schedule, and every reply reaches the right counsellor in one shared inbox.
Broadcast messaging
The outcome: more leads, more orders, less busywork
Students now get answers the moment they ask, many more show up to their demo class, and counsellors spend their time on conversations that lead to admissions.
52%
More demo attendance
Timely reminders with the joining link on WhatsApp.
1.9x
More admissions from enquiries
Instant answers and a guided path to the demo class.
30%
Fewer late fee payments
Scheduled reminders reach every family on time.
15 hrs
Saved each week
Counsellors no longer repeat course details by phone.
| Workflow | Before | With WP Tool |
|---|---|---|
| Course enquiries | Call-backs | Instant automated answers |
| Demo class reminders | Sent by hand, if at all | Three automatic reminders |
| Fee reminders | Individual messages | Scheduled broadcasts |
| Family conversations | Personal phones | One shared inbox |
In their words
A sample quote, showing where the customer's own words will go.
“Parents and students reply on WhatsApp far more than they answer calls. Since we moved admissions there, our demo classes are full and our counsellors finally know who is talking to whom.”
- More demo class attendance
- 52%
- More demo class attendance
- More enquiries turned into admissions
- 1.9x
- More enquiries turned into admissions
- Fewer late fee payments
- 30%
- Fewer late fee payments
What any business can learn from this
Lessons that apply whatever you sell and however big your team is.
- Takeaway 01
Meet students where they are
Students reply to WhatsApp messages far more readily than to calls from unknown numbers.
- Takeaway 02
Reminders fill classes
A simple reminder sequence is the biggest lever for demo class attendance.
- Takeaway 03
One inbox, one voice
A shared inbox stops families hearing from several counsellors at once.
Want results like Brightpath Academy?
Tell us about your business and we will show you what WhatsApp automation could do for your leads, orders and support.
- 1We review how you handle customers today
- 2We map the automations that save you the most time
- 3We set everything up and train your team