Softpiper Solutions

Education · Customer conversations

Admissions and counselling assistant

Answer fee, eligibility and deadline questions on WhatsApp, web and phone during admissions season, capture every lead in your CRM and book counselling calls.

  • ClaudeAnthropic
  • GeminiGoogle
  • Typical timeline: 3–5 weeks

The problem

Admission seasons flood counsellors with repetitive questions on fees, eligibility and deadlines across WhatsApp, phone and the website.

  • Counsellors repeat the same answers hundreds of times a day.
  • Enquiries outside office hours go unanswered.
  • Leads get lost between WhatsApp, calls and forms.

How we solve it

An assistant that answers from your prospectus, captures every enquiry as a CRM lead, schedules counselling calls and answers inbound calls in regional languages.

It plugs into Zoho CRM or HubSpot, WhatsApp Business, Google Calendar and Your website, so nothing you rely on today is replaced. The architecture below shows each step and which model does the work.

Architecture

From your stack, through the AI layer, to numbers you can track

Each step names the model or system doing the work. Writes to your systems wait for a person to approve them.
Admissions and counselling assistant. Your systems (Zoho CRM or HubSpot, WhatsApp Business, Google Calendar and Your website) connect to Softpiper's AI layer, which runs these steps: Questions arrive (WhatsApp Cloud API · Web chat); Answer from the prospectus (Claude Haiku · retrieval); Capture the lead (Zoho / HubSpot MCP); Book counselling (Google Calendar); Voice in regional languages (Gemini Live API); Escalate (Claude Sonnet). Outcomes are measured as response time, lead capture rate, counsellor workload and application completion rate.

Your stack

  • Zoho CRM or HubSpot
  • WhatsApp Business
  • Google Calendar
  • Your website

AI layer

Softpiper AI layer

  • Claude
  • Gemini
  1. Questions arrive, using WhatsApp Cloud API · Web chat

    Applicants ask on WhatsApp, the website widget or the phone line.

  2. Answer from the prospectus, using Claude Haiku · retrieval

    Fees, eligibility and deadlines come from one versioned source of truth.

  3. Capture the lead, using Zoho / HubSpot MCP

    Every enquiry becomes a CRM lead with course, location and intent.

  4. Book counselling, using Google Calendar

    Interested applicants book a call on a counsellor's calendar.

  5. Voice in regional languages, using Gemini Live API

    Inbound calls are answered in the caller's language.

  6. Escalate, using Claude Sonnet

    Scholarships, exceptions and complaints go to a counsellor with the context attached.

Outcomes you measure

  • Response time
  • Lead capture rate
  • Counsellor workload
  • Application completion rate

Why this model

Claude and Gemini, each where it leads

We choose per task on capability, cost and where your data must stay. Final versions are picked at kickoff.
ClaudeAnthropic

Claude answers from the prospectus with retrieval and calls CRM and calendar tools to capture leads and book calls; a small, fast model handles most routine questions.

GeminiGoogle

The Gemini Live API answers inbound calls in regional languages and can use the same booking tools.

Delivery

What you get, how long it takes, and how we keep it safe

Guardrails

  • Fees and deadlines come from one source of truth, versioned per intake.
  • Clear escalation to a counsellor for exceptions and complaints.
  • The assistant identifies itself as AI.
  • Consent is captured before any follow-up messaging.

Plus the guardrails on every build: facts from your systems, approvals for writes and money, a human one step away, audit logs and evals. See all

Deliverables

  • Admissions assistant on WhatsApp and web
  • CRM lead capture and routing
  • Counselling-call booking
  • Optional regional-language voice line
  • Admissions dashboard

Typical timeline

  1. Assistant, CRM capture and booking3–5 weeks

A planning range for a first production release. We confirm scope, price and dates in a tailored proposal.

KPIs to track

  • Response time
  • Lead capture rate
  • Counsellor workload
  • Application completion rate
  • Cost per qualified lead

Goals we agree with you and measure from a baseline. They are what we track, not results we promise.

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Pip · Softpiper's AI

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Ask Pip how this would work for you

Pip is Softpiper's AI. Tell it what you run today and it will walk through how this playbook fits, what we would build first and a tailored price range. Or book a call with the team.

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