AI Agent and CRM System for education: Students, courses, enrollment

Where schools and course providers get their leads

Enrollment inquiries arrive from Instagram reels, website forms, parents’ phone calls and Telegram ads. In MyChatBot every conversation on a connected channel becomes a lead with its chat record.

• Instagram. The agent answers DMs, and Instagram Keyword Responder answers comments containing a keyword, such as a course name, on monitored posts with a public reply and/or a DM.
• Website forms. Lead Form Instant Outreach watches the mailbox that receives your form notifications, creates a lead and can send the first message via Personal WhatsApp, Telegram account, E-Chat Viber, Gmail, SMS or a call.
• Telegram ads. A Telegram funnel link with a source and campaign in its key records both on the lead.
• Website widget, WhatsApp, Viber and phone. Questions about schedules, fees and levels reach the same agent, including inbound calls.

Parents often write instead of students, so instruct the agent to ask who the course is for and the student’s age and level, and to apply matching labels created in advance.

Three enrollment workflows, step by step

1. From a course question to a booked trial lesson

1. Put course descriptions, prices, schedules and entry requirements into the Knowledge Base: an FAQ for recurring questions, a product catalog or Google Sheet-based product spreadsheet for courses.
2. Following your instructions, the agent asks about level, goal, format and preferred days, sets a funnel status such as Qualified and adds course labels. Language schools can enable Allow agent to switch chat language.
3. In the native Calendar, teachers are Staff Members with their own schedules and the trial lesson is a Service with its duration. Booking Instructions tell the agent which teacher handles which course.
4. The agent offers open slots and books in the chat; the event appears as Confirmed, linked to the client card and chat.

2. Open day or webinar countdown in Telegram

1. Start from the Countdown funnel template in Automations → Telegram funnels and set the event date, time and time zone.
2. People register with one tap from your ad link, and Wait until event blocks time the reminders, for example a day and an hour before.
3. After the session the offer goes out; an AI check branches on whether the person wants to enroll, and Hand to agent passes the chat on.
4. When your payment system posts set_status to a Trigger Outreach webhook, the lead gets a paid status; if the exit rules list it, the funnel ends for that person.

3. No-shows, quiet applicants and the next term

1. Staff mark a missed trial lesson No Show and set the lead’s funnel status; a published follow-up on that status writes after the silence period you set, and any reply stops it.
2. Applicants who went quiet after asking the price get a sequence on a status such as dropped plus a course label.
3. Before a new term, Immediate outreach selects past students by label, pipeline or custom field, with an audience preview and a sending interval against anti-spam bans.

CRM setup and integrations education teams connect

A school can run entirely on the built-in CRM: a pipeline per program or campus, statuses from inquiry to enrolled, labels for course and level, a manager on each lead. With Task Manager connected, the agent files tasks tied to the lead, for example when a parent requests documents. More on CRM sync.

• HubSpot, Kommo, Bitrix24. Depending on the CRM, the agent creates and updates leads, deals or contacts, filling only the fields you enable. AI-created records are marked in the Source field and carry a link back to the chat. KeyCRM, Zoho, Salesforce and GoHighLevel work too; one CRM per assistant.
• Sync statuses is a one-way import of your CRM stages: moving a card on the MyChatBot board does not move the deal in the external CRM.
• Google Calendar fits teachers who already schedule in Google: the agent checks availability, creates and cancels events. Altegio suits studios already booking there. Pick one booking source of truth.
• Trigger Outreach connects your payment system or learning platform: up to 20 named webhooks, with a context field for details such as a course start date. See triggers.

Practical limits and where staff stay involved

• Reminders are not automatic. The Calendar sends no lesson reminders and stays silent when staff reschedule or cancel. Use follow-ups or a Trigger Outreach webhook.
• Time zones. Bookings use the business timezone; for students abroad, tell the agent in Booking Instructions to confirm theirs.
• Group classes. The Services form has no group-class toggle; ask the MyChatBot team to set up group sessions with seat limits.
• Decisions stay with people. Admission exceptions, refunds and sensitive talks about a child’s progress belong with staff. Handoff Control switches a chat to an operator by a stop word or, in implicit mode, by any operator message; silent handoff keeps one seamless conversation, and auto return re-enables the agent after 24 hours or a custom interval. See human handoff.
• Operations. Follow-ups fire only when published, attached to the agent and matched by the lead’s status and labels. On Standard and Pro one assistant is active at a time; compare pricing.