Your academy answers the phone even when all the teachers are teaching.
It takes the calls during enrolment week, the one from the mother letting you know that her daughter is not coming today and the one from the adult student who wants to move to the afternoon group. It books on the real timetable of classes, teachers and classrooms, and it does not offer a time if there is no free classroom.
What happened on the phone
Example academy · 4 teachers
The record belongs to the student. When someone else calls on their behalf, the record notes who it was and from which phone.
A day on the phone
Four calls from an ordinary week
In an academy the phone rings when the teacher is in class and there is a queue at the front office. These four come in every school year.
September, and the phone never stops
Timetables, prices, which level the child should be in, whether there is still room in the five o’clock group. It answers all that with what you have written for it and with the places actually left in each group. If the call ends in an enrolment, the student’s record is already created.
Not coming to class today
The absence is noted in the student’s record without anyone having to track down the teacher in the corridor. The pack is not deducted because of it: the session is used when attendance is marked in class, so an absence that was notified in advance does not cost the student a session unless you mark it.
The father calls, not the student
Many calls are made by whoever pays, not by whoever attends the class. The agent works on the student’s record and notes who called and from which number. With adult students, who make up half the enrolments in an academy, it recognises the phone and speaks to them directly.
Change of group or classroom
A student wants to move to the afternoon. The agent looks at the group they want to join, checks that there is a place and that a classroom is free at that time, and if there is not, that time is not offered. Whatever it cannot resolve is left as a request with an assignee and a committed date.
What changes
Four things change from the first call
On the call, in what you then see in the panel, in what you decide when you set it up and in what the law requires of you.
On the call
It recognises the student by their number and calls them by name. It books, changes and cancels classes on the real timetable, respects the length of each one and does not offer a time without a free classroom. It asks one thing per turn, says phone numbers digit by digit and spells out email addresses. If someone talks over it, it stops talking, and when someone asks for a person it transfers the call to whoever is accepting calls at that moment.
In the panel
Every call is transcribed turn by turn, with what the agent looked up and how long it took to answer. The calendar has one column per teacher with out-of-hours time marked, which your front office can book but the agent never offers. Records are created automatically with their student number, duplicates are merged field by field, and each record carries its session pack, its absences and its no-show risk.
When you set it up
The agent is test-run before it is published, and the panel shows the list of what it still needs before it can take real calls. The voice can be that of your front office, cloned from ten or twelve seconds of recording and with their express consent. For each piece of data that comes from one of your systems, you decide what the agent does with it: says it, says it only if asked, confirms the last four digits, uses it for identification or never shares it.
What the law requires
An announcement says, as soon as the call is answered, that an artificial intelligence is answering, and it cannot be removed. Recording is off by default, and recording does not start if that notice has not played. You choose how long transcripts are kept, between seven days and three years. There are five access roles, and with minors involved that matters: anyone who only views sees sensitive data masked, and every time someone listens to a recording it is logged.
Tuesday afternoon
Classroom 3 · Rosa Gil
The classroom is a resource with its own capacity, just as the teacher has their timetable. If either is missing, that time does not exist for the agent.
An example call
A notified absence and a session pack, from start to finish
This is what a student’s father hears and what is left in the record when he hangs up.
Good afternoon, you’ve called the academy. You’re speaking to an automated assistant: I’m telling you this because the EU AI Act requires it. How can I help you?
Good afternoon. I’m calling to let you know that Sofía can’t make it to English today.
You’re calling from Sofía Pérez’s phone, student number 128, who has English B2 on Tuesdays at five with Rosa Gil. Shall I note down today’s absence?
Yes, please. And tell me how many sessions she has left on her pack.
She has seven of ten left. Today’s isn’t deducted: the pack uses a session when attendance is marked in class. I’m noting down the absence and that it was you, her father, who called.
Perfect, thank you very much.
You’re welcome. If she’d like to make up that class, just tell me and I’ll check which groups have a place this week.
What was written down without anyone typing it:
Dialogue re-created for this page, with made-up names. It is not the recording of any real call or of any real student.
What your front office sees
The panel, in an academy’s words
Students, classes and session packs. Both screenshots are of the panel exactly as it is delivered.
The whole week, hour by hour
The agent books on this timetable. Whatever your front office blocks stops existing for it, and out-of-hours time can only be used by you.
Records without duplicates
Each record is created automatically when the first class is booked. When two look like the same person, the panel warns you and they are merged field by field.
As standard
What an academy finds already set up
It is in place from the first day and adjusts to your groups, your teachers and your classrooms.
Session packs
The pack is deducted when attendance is marked, not when the class is booked or when it ends. The record shows what is left, what has been used and when each session was used.
Classrooms and rooms as resources
Each classroom has its own capacity and timetable, and it is booked as well as the teacher. Without a free classroom, that time is not offered by phone.
Teachers with their timetable
Each teacher has their hours, their subjects and their days off. The calendar shows one column per teacher, and whatever is blocked is blocked for the agent too.
Student no. and student record
The record belongs to the student even if someone else calls on their behalf, and it notes who that was and from which number. Search works without accents and the panel warns you about duplicates.
Classes with their price
Each class keeps the price it had on the day it was given, even if the rate goes up later. You can send payment links and take card payments.
Reminders and absences
Up to six reminders per class, each with its own text and time, and a link to cancel while there is still time. The record keeps each student’s absences and no-show risk.
Frequently asked questions
What academies ask
Four answers to have before you sit down to watch a demo.
When does a pack use up a session?
When attendance is marked in class. It does not use one when the class is booked or because the class took place, so an absence that was notified in advance does not cost the student a session unless you mark it. The record always shows how many are left, how many have been used and when each one was used.
What if the father, the mother or the company paying for the course calls?
The record belongs to the student and the agent works on it. When someone else calls, the record notes who it was and from which phone, and that can be read afterwards in the record. Adult students call themselves: the agent recognises them by their number and speaks to them directly.
Can it book a class if there is no free classroom?
No. The classroom is a resource with its own capacity and it is booked as well as the teacher. If there is no free classroom at that time, or the teacher has no slot, the agent does not offer that time even if it is asked for. Your front office can place it from the panel, and it is recorded for what it is.
Can it be tested before it starts taking calls?
Yes. An agent goes through draft, testing and production, and it is test-run before it is published. The panel shows the list of what it still needs before it can take calls: greeting, instructions, voice, tools, sources and the test run done. While any of that is missing, it cannot be published.
Try it with your groups and your classrooms
We take your classes with their length and price, each teacher’s timetable, the classrooms with their capacity and your session packs, and we show you the call made with all of that. For the demo you do not need to send us any student data.