A free WhatsApp chatbot for coaching institutes.
Admission enquiries answered, day and night.

A coaching institute’s front desk answers the same questions over and over, and the volume peaks just when your staff are busiest: during admissions, and around results. Parents often message after work, when your office has closed.

An AI agent on your WhatsApp number replies at those hours from your fee sheet and timetable. You don’t need the WhatsApp Business API, a provider or a developer. Wapzen links the number you already use as a device, and your phone keeps working as normal.

Here’s how a chat with a parent could go:

Parents often send voice notes. Turn on Reply to voice messages and the agent transcribes them and replies in text. It can also read photos, such as a picture of your pamphlet with “is this batch still open?”, once you turn on Read photos. Test both with real examples first.

1. Sign up free. No card and no API key.
2. Paste your prompt. Use the sample below and change the details to your own.
3. Link your number. Scan the QR code from WhatsApp’s Linked devices on a computer, or enter the 8-character pairing code on a phone.
4. Add your documents. Upload fees, batch timings, faculty details and FAQs as text, PDF or Word. Scanned prospectuses can’t be read, so type the key facts in or use a file with selectable text.
5. Test it. From another number, ask what parents ask, including “will my child definitely get selected?”

You are the virtual admissions assistant of Demo Academy, a JEE and NEET coaching institute in Kota.
Reply in the language the parent or student uses: Hindi, Hinglish or English. Use two or three short sentences, and ask one question at a time.
Say in your first message that you are a virtual assistant.
For fees, batches, faculty and results, use only the information given to you. If you don't have it, say so and offer a call from our counsellor.
Find out the student's name, current class, target exam and preferred batch. Then offer the free demo class, and say our counsellor will call to confirm.
Never guarantee a rank, selection, marks or a job. Never say seats are running out unless your information says so. Quote results only from your information.
Don't discuss an individual student's dues, marks or attendance. Send those questions to the office, open Monday to Saturday, 9 am to 7 pm.

Your sheet’s column names become placeholders, so a column called student fills in {{student}}. Here are three fee reminder messages you can adapt.

Fee reminder before the due date (English)

Dear {{name}}, the {{month}} fee of ₹{{amount}} for {{student}} is due on {{due_date}}. You can pay by UPI to [your UPI ID] or at the office. Please ignore this message if you've already paid. Thank you, Demo Academy.

Fee reminder message in Hinglish

Namaste {{name}} ji, {{student}} ki {{month}} ki fees ₹{{amount}} {{due_date}} tak jama karni hai. UPI: [your UPI ID], ya office mein jama kar sakte hain. Agar fees jama kar di hai to is message ko ignore kijiye. Dhanyavaad, Demo Academy.

Polite reminder after the due date

Namaste {{name}} ji, hamare record mein {{student}} ki ₹{{amount}} fees abhi baaki dikh rahi hai. Agar koi dikkat ho ya record galat ho to office se baat kar lijiye: [office number]. Dhanyavaad, Demo Academy.

A few things to plan for:

• Allow time. At the default 30-second gap, 400 parents take about 3 hours and 20 minutes. Start in the morning.
• The agent doesn’t know individual dues. Your sheet goes to the sender, not to the agent’s knowledge. The sample prompt sends “how much do I owe?” to your office, and that’s the safe setup.
• Double-check the sheet. A wrong amount is awkward to fix after 400 messages, so send a small test batch first.
• Keep it polite. Never mention a student’s dues in a group, and don’t use a tone that could embarrass a family.

Fee reminders are cheap on API platforms too: 400 messages at AiSensy’s ₹0.145 is ₹58, plus GST, per round. The real saving is the monthly plan and the AI add-on. Read how to send bulk messages before your first send.

Admission open (Hinglish)

Namaste {{name}} ji, Demo Academy mein Class {{class}} {{subject}} ke naye batch ka admission shuru hai. Batch sham {{time}} baje, [area] mein. Free demo class ke liye yahin "DEMO" likh dijiye.

Demo class invitation

Hello {{name}}, you asked about Class {{class}} {{subject}} tuition. Our next free demo class is on {{day}} at {{time}}, at [address]. Would you like me to note {{student}}'s name for it?

Referral request to current parents

Namaste {{name}} ji, {{student}} ki padhai mein hamara saath dene ke liye dhanyavaad. Agar aapke jaan-pehchan mein kisi ko Class {{class}} ki tuition chahiye, to yeh link share kar sakte hain: [your WhatsApp link].

If you’re wondering how to get students for coaching classes without a big ad budget, these are low-cost places to start:

• Pamphlets and posters with a QR code. Make a free WhatsApp QR code with a pre-typed message, so a parent only has to tap send.
• A WhatsApp link everywhere. Add a free WhatsApp link to your Google Business Profile, website and Instagram bio.
• Referrals from current parents. They’re the most trusted source you have, and it’s one short message.
• A free demo class or scholarship test. It gives a parent an easy reason to message you now, not next month.
• A fast first reply. All of the above brings enquiries, and the agent makes sure none of them waits until morning.

Don’t buy student databases. Those people didn’t ask to hear from you.

If you already use software, Wapzen doesn’t need to replace anything. An API tool can send a new enquiry’s details to any system with a public HTTPS API, or through a connector such as Zapier. Test it a few times before relying on it.

Take an institute with 50 enquiries a day in admission season and about 6 AI replies per enquiry, which comes to 9,000 replies a month:

• AiSensy: ₹1,500 plan + ₹1,350 AI add-on + 8,000 replies × ₹0.145 (₹1,160) = ₹4,010 + GST, about ₹4,732. The add-on includes 1,000 AI messages, so the rest cost extra.
• Wapzen: ₹0. The trade-off is that it isn’t Meta’s official platform, so you don’t get approved templates or a green-tick application.

For other platforms and Meta’s own rates, see what a WhatsApp chatbot costs in India.

Some parents would rather call than type, especially for something as important as admission. When your phone line is busy during the admission rush, the voice agent can answer on WhatsApp, explain courses, fees and batches, and take the student’s details.

It pauses for a second or two before each answer. For anything sensitive, have it say that a counsellor will call back, and share your office number. See AI calling for Indian businesses for more.

Treat what your chatbot says as advertising. An AI agent can sound convincing, so if your prompt is loose, it could say things your institute would be responsible for. Here’s how the rules translate into instructions:

The penalties are real. Violations count as contraventions of the Consumer Protection Act, 2019. When it issued the guidelines, the CCPA said it had already imposed ₹54.6 lakh in penalties on coaching institutes.

The Ministry of Education’s January 2024 guidelines are a model for states and UTs to adopt. They say centres shouldn’t enrol students below 16, make misleading promises or guarantee ranks, and they ask for a prospectus covering fees and refund procedures. Check what your own state has adopted, because the age rule affects what your agent should say about younger students’ batches.

This is general information, not legal advice.

• Talk to the parent about under-18s. When a student writes in, have the agent answer general questions and ask for a parent’s number for the admission details.
• Ask for the minimum. Name, class and target exam are enough for an enquiry. Keep Aadhaar numbers and health details out of chat.
• Keep individual records off the chat. A WhatsApp number doesn’t prove who’s asking, which is why the sample prompt won’t discuss marks, attendance or dues.
• Use data only for what it was given for. Records collected for teaching shouldn’t become a marketing list without fresh consent.
• Know where the data goes. Chats pass through AI providers and stay stored until you delete them. Our privacy policy has the details.

This is general information, not legal advice. Check the details with your adviser, especially for students under 18.

• Your batch groups stay as they are. The agent doesn’t reply in groups, so it won’t interrupt your class announcements.
• The prospectus goes as a link. The agent can’t attach a PDF, so host it online and put the link in its information.
• Result days can be busy. Past 100 AI replies in an hour the agent goes quiet until the hour ends. Messages are still saved, so you can catch up from the dashboard.
• Multiple branches share one agent. Each account has one chat agent, so put all branches in its information and have it ask which one the parent means.
• You can take over a chat. Flip that conversation’s AI switch off when a counsellor steps in. It doesn’t switch off on its own when you reply.

Wapzen is an independent product, not made by Meta or WhatsApp.