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Education & Training · Enquiries

School Front Office

Help parents with admissions, campus visits, published fees, transport enquiries and everyday school questions, with a clear handoff to school staff.

For education & training teams handling enquiries conversations.

Requires integration
Discuss this workflow →

What this chatbot helps with

  • Help parents with admissions, campus visits, published fees, transport enquiries and everyday school questions, with a clear handoff to school staff.
  • Clarify enquiry topic before the team follows up.
  • Organise grade, academic year, campus, parent contact preference, preferred visit window, pickup area into a readable enquiry brief.
  • Explain what happens next and route exceptions to a person.
ILLUSTRATIVE CONVERSATION

A conversation with a next step

Hello, I would like to ask about Grade 3 admission and a campus visit.
How can our school office help you today?
We are considering the central campus for the next academic year.
What visit window would suit you? The school will confirm availability. Please keep student documents for the school’s approved admissions process. You can skip anything you would rather discuss with a colleague.
Friday afternoon would suit us. Please ask the admissions team to reply here.
Of course. With your permission, I can pass your enquiry and preferred contact method to our team. They’ll confirm the next step.

Illustration only. Questions and replies must be adapted to the business’s approved process.

How the workflow works

  1. 01

    Customer enquiry

    Identify enquiries intent and explain the scope.

  2. 02

    Relevant questions

    How can our school office help you today?

  3. 03

    Captured details

    Enquiry topic · Grade · Academic year · Campus · Parent contact preference · Preferred visit window · Pickup area

  4. 04

    Next action

    Share the request with the responsible team for review and confirmation.

Information captured

Suggested fields to review during configuration. They are not automatically required.

  • Enquiry topic
  • Grade
  • Academic year
  • Campus
  • Parent contact preference
  • Preferred visit window
  • Pickup area

Explain why a detail is needed, let the visitor correct it, and use the minimum information necessary. Ask permission before arranging a follow-up.

Knowledge to provide

  • Approved admissions process, grades, academic years and campuses
  • Current published fee schedules and review dates
  • Term calendar, office hours and campus-visit request process
  • Published transport coverage and school staff contact routes
  • Approved answers to “How can our school office help you today?” and “Which grade and academic year are you enquiring about?”
  • A named team responsible for school front office enquiries

Give each source an owner and a review date. Remove outdated instructions before the workflow goes live.

Integrations and limits

Admissions, visits, transport seats and individual fees need staff confirmation. Live student records require authorized integration. Avoid collecting children's documents or private records in general chat.

Without that connection, the assistant can explain the approved process and collect a request for staff. It should state what is known, what is requested and what still needs confirmation.

When staff takes over

Admissions decisions, individual payment or student records, learning-support needs, complaints or a request for a person.

Also hand over when the visitor asks for a person, information is missing or the same question remains unresolved. Pass the enquiry summary with the handoff so the visitor does not have to start again.

Set up with your team

  1. Discuss the workflow. Share your enquiries process and review the fields above with WhatsOS.
  2. Connect your business number. Use the existing Meta connection flow in WhatsOS and complete the account setup.
  3. Prepare approved knowledge. Supply service information and agree on the handoff owner. Confirm which actions your configuration actually supports.
  4. Test before enabling. Try normal enquiries, missing details, a request for a person and admissions decisions, individual payment or student records, learning-support needs, complaints or a request for a person.
  5. Review live enquiries. Use the team inbox to handle follow-ups and improve unclear answers.

Questions about school front office

What does the team need from the first conversation?

Start with enquiry topic and grade. Collect the other suggested details only if they help the next action. Which grade and academic year are you enquiring about?

Can it complete this request automatically?

Admissions, visits, transport seats and individual fees need staff confirmation. Live student records require authorized integration. Avoid collecting children's documents or private records in general chat. The catalogue is an example, not a claim that the integration is already enabled for your account.

Which situations need a colleague?

Admissions decisions, individual payment or student records, learning-support needs, complaints or a request for a person. Agree on the responsible team and response expectations before launch.

Can we change the questions?

Yes. Review these prompts against your education & training process. How can our school office help you today? may need a shorter form or additional context for your customers. Test changes with staff before enabling them.

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