AI for academies at the height of enrolment season
Families and students get course information straight away, enrolment is completed in one step and updates go out without anyone having to write them.
Your academy, with its own AI team
This is how your AI team would work on an ordinary day. Click a robot or an example to see it at its desk.
Automation examples for your academy
AI for academies is an assistant that gives information on courses, timetables and places, collects enrolments and sends updates to students and families. At Aventib we set it up for language schools, tutoring centres, civil service exam academies (oposiciones in Spain), music schools and vocational training centres, connected to your forms, your email and your management system.
What makes running an academy harder every year?
September swamps the office
Within a few weeks, hundreds of questions arrive about levels, timetables and prices. The same information is explained again and again by phone, email and WhatsApp.
Half-finished enrolments
The signed consent form, the proof of payment or the level test is missing. You have to chase each family to complete the file.
Updates that do not reach everyone
A class changes room or time and someone does not find out. The next day there are students waiting at the wrong door.
Prospects who go cold
Someone asks about an exam preparation course in June and nobody gets back to them when places open in September.
What AI for academies does for your school
Tell us what you need
Chatbot for academies with course information
It answers questions on levels, timetables, available places, in-person or online options and payment terms, always using the details you keep up to date. If someone needs personal guidance, it suggests a call with the coordinator.
Enrolment automation in a single step
The student or family fills in a guided form, uploads the documents needed and receives confirmation. If anything is missing, the system asks for it automatically until the enrolment is complete.
Level tests and meetings booked
Anyone interested in a course can book the level test or an information meeting in the school's calendar, without any phone calls.
Updates for students and families
Room changes, holidays, payment or exam reminders go out through the channel each family prefers. You write or approve the message and it reaches everyone at once.
Following up prospects by course
Everyone who asked is recorded with the course they are interested in. When a new group opens, they get a personalised message so they do not miss the deadline.
How a September afternoon works at the academy
An example of how it works. Every business is set up to fit.
- A mother's questions
She asks about English classes for her twelve-year-old son. The assistant explains the groups available and offers to book a level test.
- Test booked
She chooses Thursday afternoon. The appointment appears in the English teacher's calendar with the student's age and school year.
- Enrolment completed
A civil service exam student uploads the missing proof of payment after receiving a reminder. Their file is complete and confirmed.
- Room change notice
The office approves a message about the Tuesday group's change of room and it reaches every student affected.
Benefits of AI for academies and training centres
Repeated questions are answered automatically and the team has time for special cases and families who need guidance.
Automatic reminders cut the back and forth over documents, and you start the year with enrolments closed.
Every update reaches the right people at the right time, with fewer misunderstandings and last-minute calls.
How we set up AI for academies for you
- 1
We listen
We get to know your courses, how enrolment works today, the tools you use and the times of year when work piles up.
- 2
We make a proposal
We prepare a plan with the information the assistant will give, the enrolment journey and the updates that will be automated.
- 3
We put it live
We have it ready before the enrolment period, test it with some students and families and adjust it based on their responses.
- 4
We measure and improve
We review questions answered, enrolments completed and how quickly documents arrive, to improve it from one year to the next.
Frequently asked questions about AI for academies
What is a chatbot for academies?
It is an assistant that looks after students and families on WhatsApp or on your website. It gives information on courses, timetables and places, books level tests and helps with enrolment. Questions that need personal guidance go to the school's coordinators.
How does enrolment automation work in an academy?
With a guided form linked to reminders. The student enters their details, uploads the documents and receives confirmation. If anything is missing, the system asks for it again. The office sees in one list which enrolments are complete and which are not.
Is AI for academies suitable when students are under 18?
Yes, with care. Messages go to parents or guardians, only the necessary details are requested and it is set up in line with GDPR. We recommend reviewing the consents with your data protection adviser.
Can it be used by online academies or civil service exam academies?
Yes. In online training it often helps with access to the platform and reminders for live classes; for civil service exams, with the information on exam calls that you publish and following up prospects until the group opens.
How much does an AI agent for an academy cost?
It depends on the number of courses and students and the tools that need connecting. We do not give fixed prices without knowing your academy. After a first conversation, we send you a clear proposal with what it includes.
Does it replace the office staff?
No. It takes care of repeated questions and reminders so the office can spend its time on what needs a personal touch, such as guiding an undecided family or sorting out a payment issue.
Shall we talk about your business?
We'll reply with a first idea of how we can help. No commitment.