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AI virtual receptionist for academies: every call answered, even during lessons.
It answers the calls of the enrolment period, the mother letting you know that her daughter will not attend today and the adult student who wants to switch to the afternoon group. It books on your real timetable of classes, teachers and classrooms, and never offers a time without a free classroom.
Single plan: €120 + VAT a month · up and running in 1 day · free integration consulting
In an academy, the phone rings while the teachers are in class and there is a queue at the front office. These are the four most common calls of every school year.
Timetables, prices, which level suits each student or whether there are places left in the five o’clock group. It answers with the information you have provided and with the places actually available in each group. If the call ends in an enrolment, the student’s record is created.
The absence is recorded in the student’s record without interrupting the teacher. The pack is not affected: the session is only deducted when attendance is recorded in class, so a notified absence does not cost the student any session, unless you decide otherwise.
Many calls are made by whoever pays, not by whoever attends the class. The agent works on the student’s record and logs who called and from which number. With adult students, it identifies their phone and speaks to them directly.
A student wants to switch to the afternoon group. The agent checks the group they want to join and makes sure there is a place and a free classroom at that time; if there is not, it does not offer that time. Whatever it cannot resolve is logged as a request, with an owner and a committed date.
In phone handling, in the information your team receives, in the setup and in regulatory compliance.
It recognises the student by their number and addresses them by name. It books, changes and cancels classes on the real timetable, respects the length of each one and never offers a time without a free classroom. It asks one thing per turn, reads out phone numbers digit by digit and spells out email addresses. If interrupted, it stops talking and listens. If asked to speak to a person, it transfers the call to whoever is available at that moment.
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 slots marked: your front office can book them, but the agent never offers them. Records are created automatically with their student number, duplicates are merged field by field and each record includes its session pack, its absences and its no-show risk.
The agent is tested before it is published, and the panel shows the list of what is still needed to take real calls. The voice can be that of someone in 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: shares it, shares it only if asked, confirms the last four digits, uses it for identification or never shares it.
An announcement states, as soon as the call is answered, that an artificial intelligence is answering, and it cannot be switched off (Regulation (EU) 2024/1689, Art. 50). Recording is off by default and, if you switch it on, it does not start until the recording notice has played. You decide how long transcripts are kept, between seven days and three years. There are five access roles, which matter especially when minors are involved: anyone with view-only access sees sensitive data hidden, and every time a recording is listened to it is logged.
The classroom is a resource with its own capacity, just as the teacher has their timetable. If either is missing, that time is never offered by phone.
What a student’s father hears and what is recorded in the panel when the call ends.
01:02
Good afternoon, you’ve called the academy. You’re speaking to a virtual assistant powered by artificial intelligence. How can I help you?
Good afternoon. I’m calling to let you know that Sofía can’t make it to English today.
I can see you’re calling from the phone number on Sofía Pérez’s record, student number 128, who has English B2 today at five with Rosa Gil. Would you like me to record her absence?
Yes, please. And tell me how many sessions she has left on her pack.
She has seven sessions left out of ten. Today’s class will not be deducted, because the pack is only deducted when attendance is recorded. I’ve recorded the absence and noted that you, as the student’s father, reported it.
Perfect, thank you very much.
You’re welcome. If you’d like her to make up the class, I can check which groups have free places this week. Would you be interested?
Not for now, thank you.
Thank you for calling. Have a good afternoon.
Sofía Pérez · student no. 128
Tuesday · English B2 (60 min) · Rosa Gil
7 of 10 sessions, not deducted
the student’s father (logged in the record)
Dialogue re-created for this page, with made-up names. It is not the recording of any real call or of any real student.
Students, classes and session packs. Real screenshots of the panel, unretouched.
The agent books on this timetable. Slots blocked by your front office are never offered by phone, and out-of-hours times can only be assigned from the panel.
Each record is created automatically when the first class is booked. When two records look like the same person, the panel flags it and a member of the team merges them field by field.
Up and running in 1 day and set up with your groups, teachers and classrooms.
Each session is deducted from the pack when attendance is recorded, not when the class is booked or when it ends. The record shows the sessions available, those used and when each one was used.
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.
Each teacher has their hours, their subjects and their days off. The calendar shows one column per teacher, and the agent never offers blocked slots.
The record belongs to the student even if someone else calls on their behalf, and it logs who it was and from which number. Search works without accents and the panel warns you about duplicates.
Each class keeps the price that applied on the day it was booked, even if the rate goes up later. You can send payment links and take card payments.
Up to six reminders per class, each with its own text and time, and a link so the student can cancel while there is still time. The record keeps each student’s absences and no-show risk.
Answers to the most common questions before you request a demo.
When attendance is recorded in class. It is not deducted when the class is booked or simply because the class took place, so a notified absence does not cost the student any session, unless you decide otherwise. The record shows at all times how many sessions are left, how many have been used and when each one was used.
The record belongs to the student and the agent works on it. When someone else calls, the record logs who it was and from which phone, and this can be checked in the record afterwards. Adult students call in person: the agent recognises them by their number and speaks to them directly.
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 free slot, the agent does not offer that time, even if it is requested. Your front office can still assign it from the panel, and it is recorded as a manual assignment.
Yes. Each agent goes through three stages (draft, testing and production) and is tested before it is published. The panel shows the list of what is still needed before it can take calls: greeting, instructions, voice, tools, sources and the completed test. While any of these is missing, it is not published.
A single plan at €120 + VAT a month, with 1,000 minutes of conversation included. Each additional minute costs €0.65 + VAT. We have it up and running in 1 day, additional integrations are ready within 3 weeks at most and integration consulting is free of charge.
We set up the demo with your classes (length and price), each teacher’s timetable, the classrooms with their capacity and your session packs, and we show you the resulting call. We do not need any data about your students.
Single plan: €120 + VAT a month with 1,000 minutes included · additional minute €0.65 + VAT · up and running in 1 day · free integration consulting