Act 01Coaching
Admission season starts in January. Who calls the 300 form fills by 9 PM?
Parents often fill in admission forms after work, late in the evening, and enquire at more than one institute. Call every enquiry the same evening, in the language the family speaks, book a demo class or scholarship test, and follow a written plan of reminders until the family decides.
Where to look first
- The 9 PM form fill
- The seminar and ad spike
- The demo class nobody confirms
- The scholarship test registration
- The parent who says "we will think"
Act 02The pattern
Where admission enquiries go cold
Look at the time stamps on last season's enquiries, and check how many arrived after your counsellors had gone home.
The 9 PM form fill
A parent finally sits down after work and fills in forms for three institutes. The first one to call back that evening gets the demo class.
FixA call within minutes of the form, up to the hour you allow, in Hindi, English or the family's language.
The seminar and ad spike
A seminar, a results week or a Meta ad brings 200 enquiries in two days. Two counsellors cannot call them all before they go cold.
FixEvery enquiry called the same day, the serious ones passed to a counsellor with notes.
The demo class nobody confirms
A student books a demo class for Saturday. Nobody reminds the family, and the seat sits empty.
FixA confirmation at booking and a reminder the evening before, with the centre's location pin.
The scholarship test registration
Parents ask about the test date, syllabus and fee waiver. The answers live in one counsellor's head and a PDF.
FixRegistration taken on the call, with the date, centre and syllabus sent on WhatsApp.
The parent who says "we will think"
The family is interested but not ready. Nobody calls again, and they join the institute that did.
FixFollow-ups on the dates you set, stopping the moment the family says no.
Act 03Your numbers
What one season of slow callbacks costs
Take last January's enquiries. Count how many got their first call the next day or later.
Run your own numbers: Missed Enquiry Cost Calculator
An example
- Enquiries in January
- 300
- First call the next day or later
- 120
- Called families who take a demo class
- 1 in 6
- Demo classes that enrol
- 1 in 3
- Course fee
- ₹60,000
If those 120 families had been called that evening and converted like the rest, that is about 20 more demo classes, 6 or 7 more enrolments and roughly ₹4 lakh in fees for one month.
These are example numbers, not figures from any institute. Your enquiry sheet shows the first two.
Act 04Follow-up plan
A plan for every enquiry, written once
Admission season is too busy to decide each follow-up by hand. Write the plan in October, before the rush.
- First call the same evening, and a WhatsApp message with the course details if it is not picked up
- Book a demo class or scholarship test slot on the first call where the family wants one
- Confirm the slot at booking and remind the evening before, with the location pin
- After the demo class, a counsellor calls the family; the AI only books and reminds
- Follow up families who said "later" on the dates they gave, and stop at the first no
- Never promise ranks, selections or marks, on calls or in messages
The plan at a glance
Act 05Delhi NCR
In Delhi NCR, families compare hubs
Parents and students here weigh one coaching hub against another before they weigh one institute against another.
- Mukherjee Nagar and Old Rajinder Nagar draw civil services aspirants, Laxmi Nagar draws commerce and government exam students, and Kalu Sarai draws JEE and NEET students
- Many students are from outside Delhi, so the caller asks about hostel or PG needs and passes them to your team
- Parents ask about safety and the building, so keep an approved answer on fire safety and classroom location ready
- Hindi and English cover most calls; parents from outside the region may prefer their own language
Act 06Your options
Ways to call every family first
Most institutes use two of these together during the season.
Act 07Sample call
Hear it on the phone
A staged call with synthetic voices and an invented business, run by the same rules a real one is.
Answers a parent and registers a scholarship test
Coaching institute · Pinnacle Academy (invented)
A parent asks about JEE coaching. The counsellor explains batches and fees, registers the student for the scholarship test and sets a follow-up for a senior counsellor.
What it did
- Introduced itself as an AI counsellor
- Enquiry logged: JEE, 2-year, offline, class 11
- Fees and instalments quoted from the approved fee sheet
- Registered for Sunday’s scholarship test
- Admit card and syllabus sent on WhatsApp
- Senior counsellor follow-up set for after the result
Voice: Sarvam Bulbul, Neha. Scripted and synthetic: not a recording, not a real customer.
- नमस्ते, Pinnacle Academy में call करने के लिए धन्यवाद। मैं academy की AI counsellor हूँ। बताइए, किस course के बारे में जानना है?Hello, thank you for calling Pinnacle Academy. I am the academy’s AI counsellor. Which course would you like to know about?
- मेरी बेटी class eleven में है। JEE की coaching के बारे में पूछना था।My daughter is in class 11. I wanted to ask about JEE coaching.
- ज़रूर। हमारा दो साल का JEE classroom program weekdays में शाम को चलता है, और weekend batch भी है। वो offline पढ़ना चाहेगी या online?Of course. Our two-year JEE classroom programme runs on weekday evenings, and there is a weekend batch too. Would she prefer offline or online?
- Offline. Fees कितनी है?Offline. What are the fees?
- दो साल के program की fees एक लाख चालीस हज़ार रुपये है, जो चार installments में भर सकते हैं। Scholarship test के आधार पर पचास प्रतिशत तक की छूट भी मिल सकती है।The two-year programme is ₹1,40,000, payable in four instalments. The scholarship test can bring up to 50% off.
- Scholarship test कब है?When is the scholarship test?
- अगला test इस रविवार सुबह दस बजे है, और registration free है। क्या मैं आपकी बेटी का नाम register कर दूँ?The next test is this Sunday at 10 am, and registration is free. Shall I register your daughter?
- हाँ, उसका नाम है अनन्या गुप्ता।Yes, her name is Ananya Gupta.
- हो गया। अनन्या का registration हो गया है। Admit card और syllabus मैं WhatsApp पर भेज रही हूँ। Test के बाद हमारे senior counsellor result के साथ आपको call करेंगे।Done, Ananya is registered. I’m sending the admit card and syllabus on WhatsApp. After the test, our senior counsellor will call you with the result.
- ठीक है, thank you.Okay, thank you.
Act 08Questions
Asked often
Straight answers. If yours is not here, ask it on a call.
How fast should a coaching institute call back an admission enquiry?
The same evening, ideally within minutes. Parents usually enquire at several institutes at once, and the first one to call with clear answers tends to get the demo class.
Can it speak to parents in Hindi and other languages?
Yes. It speaks Hindi, English and other Indian languages, and switches when the parent does. We set it up in the languages your families actually use.
Can it promise ranks or results?
No, never. The Central Consumer Protection Authority's guidelines on misleading coaching advertisements (November 2024) bar claims such as guaranteed selection or 100% results, and it sticks to course, batch, fee and test facts you approve.
Does it work with Shiksha, Justdial and Meta lead ads?
Yes. It works from the lead emails and notifications those sources already send you, and from your website form. We confirm each source on the call before anything is built.
What does an AI admission caller cost?
₹50,000 to set up, then ₹22,500 a month. If you only need incoming calls answered and demo classes booked, the AI Receptionist is ₹10,000 a month after a ₹30,000 setup, with 1,000 minutes, then ₹9 a minute.
20 minutes
Be ready before the January rush
Bring last season's enquiry count and how fast each family got its first call. Abhishek maps the admission follow-up with you on a 20-minute call and quotes it in writing.