Course enquiries
Courses, levels, ages, class sizes, branches and online options, answered from your own information.
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Education & Training · UAE
Automation for UAE training centres: every enquiry answered, every trial class booked
Parents and students compare several centres at once, usually in the evening. We answer course, level, fee and timetable questions on WhatsApp, book the trial class and follow up with families who haven't enrolled.
Short answer
Education automation answers parents' and students' WhatsApp questions about courses, levels, ages, fees and timetables from your own information, in Arabic and English, books trial classes and placement tests with reminders, and follows up with families who asked but didn't enrol. Fee disputes, learning-support questions and complaints go to your staff. We set it up with OrcaFlo (from $14.99 a month + 2¢ per message, 14-day free trial).
The problem
How training centres lose enrolments
Course enquiries are a comparison exercise. A parent messages three tutoring centres on a Sunday evening asking about maths for Grade 5; an adult messages two language schools about IELTS preparation after work. The centre that answers clearly, with the right group, time and fee, and offers a trial class, is the one they visit. Centres that reply the next afternoon are already out of the running.
The enquiry that doesn't convert straight away is the other gap. "Let me discuss with my husband" or "we'll decide before term starts" is a real maybe, and most centres never follow it up because the admin team is busy with current students. Enrolment periods make it worse: the enquiries peak at the same time as the admin work.
What we automate
Enquiry-to-enrolment workflows we set up
Fees & timetables
Fees, terms and sibling discounts from your price list, and the next available group for each level.
Trial class booking
Offers open slots in your timetable, confirms the trial and collects the student's name and age.
Placement tests
Books assessments for students who need a level check before joining a group, with a reminder before it.
Enrolment follow-ups
Timed follow-ups to families who asked but didn't enrol, after a trial and before term starts. They stop when the family replies.
Term announcements
Paced broadcasts for new terms, holiday camps and new courses to your enquiry list.
What it looks like
From enquiry to trial class
Hello, do you have maths classes for Grade 5?
Hello! Yes, our Grade 5 maths group meets on Mondays and Wednesdays at 5:00 pm. Would you like to book a free trial class?
How much is it per month after that?
It's AED 600 a month for two classes a week, with a sibling discount if a brother or sister joins too. Shall I book the trial for next Monday at 5:00 pm?
Yes please
Booked ✅ Trial class next Monday at 5:00 pm. Could you send the student's name and age? I'll send a reminder the day before.
The fee in this example is made up; in a real setup it comes from your own price list. If the family doesn't book after the trial, a follow-up goes out a few days later and another before term starts, each written from what they actually asked. If the parent asks about learning support for their child, a fee dispute or a refund, the assistant hands the chat to your team with an alert and pauses itself for that family.
The full journey
Automating the enrolment journey, step by step
- Enquiry: answered in seconds, in the language the parent or student writes in. Parents in Arabic and students in English both get replies in their own language.
- Qualification: the assistant asks the age or grade, subject or course, preferred branch or online, and timing, and scores the enquiry hot, warm or cold.
- Trial or placement test: booked into your timetable with a confirmation and a reminder before it.
- After the trial: a message asking how it went, and a follow-up for families who haven't enrolled.
- Before term: a final nudge to undecided families, and a broadcast about the new term to your list.
Enquiries from your website or ad forms can be sent to OrcaFlo through Zapier or the API, so the assistant starts the WhatsApp conversation for you during business hours. Every enquiry can also sync to HubSpot, Zoho CRM or a Google Sheet, so your admissions team sees the full pipeline (more on our CRM automation page).
Beyond enquiries
Custom automation for training centres
Once enquiries are handled, the admin around existing students is the next place automation helps. These we build as Custom Automation on the tools you already use:
- Fee reminders: a WhatsApp reminder before each term's fee is due, and a polite escalation if it's overdue.
- Class change notices: a cancelled or moved class announced to that group's parents in one step.
- Attendance follow-up: a message to parents when a student misses classes, so it's noticed early.
- Certificates and reports: course completion documents generated from a sheet and sent out at the end of term.
OrcaFlo connects to the WhatsApp Business number you already use, in one of two ways. Meta's official WhatsApp Business API gives you the verified route; Meta bills its own per-message fees to your account, and messages sent more than 24 hours after a customer's last message need a Meta-approved template. A QR link to the WhatsApp Business app is quicker to set up and has no Meta fees, but it carries no green tick and some ban risk, because WhatsApp doesn't officially allow unofficial apps. We'll recommend one on the call. OrcaFlo's price is the same on both.
OrcaFlo's page for schools, courses and tutoring covers the product side in more detail.
Pricing
What education automation costs
OrcaFlo is $14.99 a month (Starter) or $100 a month (Done-for-you, where we load your courses, levels, fees and follow-up timing and keep tuning them), plus 2¢ per message. 14-day free trial, first 500 messages free, no setup fee, cancel any time. A payment processing fee is shown on each invoice, and Meta's fees on the official API are separate. For example, 2,000 messages in a month is $14.99 + $40 = $54.99 on Starter.
Fee reminders, attendance and certificate workflows are quoted as Custom Automation, $400–10,000 by scope. See pricing.
FAQ
Common questions
Can it book trial classes and placement tests?
Yes. It offers open slots in your timetable, confirms the booking, collects the student's details and sends a reminder before it.
Can it reply to parents in Arabic and students in English?
Yes. It replies in whichever language each person writes in, Gulf Arabic or English.
Will it follow up with families who didn't enrol?
Yes. Timed follow-ups go to families who asked or attended a trial but didn't enrol, and stop as soon as they reply.
What does it hand over to staff?
Fee disputes and refund requests, questions about learning support for a particular child, complaints, and anything you mark as staff-only.
Can staff take over a conversation?
Yes, any chat at any moment. The assistant stays out until your team hands it back.
How much does it cost?
From $14.99 a month (Starter) or $100 a month (Done-for-you) plus 2¢ per message, with a 14-day free trial and the first 500 messages free.
Talk to Nuevo Automations
Answer every course enquiry the evening it arrives
Twenty minutes, free. We'll look at how enquiries reach your centre and show you what we'd automate first.
Talk to Us on WhatsAppPrefer a set time? Book a free 20-min call · Arabic & English