Ten roles of a typical small school with the weekly hours behind each task, and a clear line between what MyChatBot does out of the box, what needs setup and what stays with people.
A school or course centre runs on two kinds of work: teaching and relationships, which belong to people, and a steady stream of repeatable front-office work around them. AI agents take the second kind: answering enquiries, booking trial lessons, following up with families who went quiet and compiling reports. Teachers, the methodologist, the director and the accountant keep every decision that needs judgement.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Enrolment and re-enrolment · Teaching quality and student outcomes · Cash position and margin per programme
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set strategy, the programme portfolio and pricing for the coming termJudgement and trade-offs; the weekly report only supplies the facts. | 8 | Person | — |
| Run the weekly staff meeting and give teachers feedback after lesson visits | 7 | Person | — |
| Handle escalated complaints, refund decisions and sensitive parent conversationsThe agent hands these chats over when its instructions say so; the director decides and answers. | 6 | Person | — |
| Negotiate with venue owners, corporate clients and partner schools | 5 | Person | — |
| Sign off the budget, payroll and tax filings prepared by the accountant | 4 | Person | — |
| Summarise last week's enquiries, unanswered questions and open leads into one reportThe director reads it and picks the three priorities for the week. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Prepare a short morning briefing on yesterday's account activity and what is new in your marketLands in the routine's own conversation unless a Telegram bot is connected to send it. | 2.5 | MyChatBot does it | Write a short morning briefing on the account and market |
| Watch named competitors for public news, new courses and promotionsType the competitors and topics before each run; it reads public web sources and links them. | 2 | MyChatBot does it | Watch competitors and market news and write a brief |
What AI agents handle: AI agents write the weekly enquiry report, the morning briefing and the competitor brief from the school's own chats and the web.
What stays with the person: Strategy, pricing, staff and family relationships, and every decision about money, contracts and refunds.
What a manager tracks: Enquiries and trial lessons per campaign · Cost per enrolled student · Share of enquiries from each source
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set the marketing plan, budget split and intake calendar | 5 | Person | — |
| Buy and tune paid ads: audiences, bids and daily budgetsAgents can only list ad accounts and campaigns; edits are made by hand. | 7 | Person | — |
| Plan each intake launch: captions, hero images and a landing pageRuns only when asked in chat; the page is published live, so check it before sharing. | 6 | MyChatBot does it | Plan a launch: captions, hero images and a landing page |
| Capture lead-ad sign-ups and send a first message from the forms you enableNeeds the Meta Ads add-on; enable each form and a channel that can write first, such as email. | 3 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Run a countdown funnel with reminders for an open lesson or webinarTelegram only; the manager sets the event date and writes the offer. | 4 | MyChatBot does it | Run a step-by-step Telegram funnel with buttons and reminders |
| Announce new intakes and promotions to parents and past studentsA person picks segment and text; only chat-opening channels reach people who never wrote; set a sending interval. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Build partnerships with employers, schools and local communities | 5 | Person | — |
| Approve offers, discounts and claims in every campaign before it goes live | 4 | Person | — |
What AI agents handle: AI agents draft launch captions, images and landing pages, capture lead-ad sign-ups, run Telegram countdown funnels and send announcements to chosen segments.
What stays with the person: Strategy, the ad budget and bids, partnerships and the final say on every offer and claim.
What a manager tracks: Reach and engagement on posts and reels · Enquiries that start from social media · Response time in direct messages
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Write a weekly content plan with ready captions for each dayArrives as a plan to paste; the manager edits and posts it. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Draft captions, hooks and post variants for lessons, results and eventsAttach programme notes as knowledge so captions stay on-brand and accurate. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Plan short reels with hooks, captions and optional music for open lessons and eventsGenerated clips, not your footage; plan and price shown first. Auto-posting needs connected accounts and a qualifying plan. | 4 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Publish approved posts to connected social accounts on a scheduleA person adds the posting token as a custom connector; needs Multipro, Corporate or UGC Starter and above. | 3 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Answer Instagram direct messages and story reactions about schedules and pricesNeeds a business account linked to a Facebook page; hand-offs go to a person. | 7 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Reply to comments in public and continue the conversation in direct messagesOn Instagram the private message arrives as a request the person must accept. | 3 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Photograph and film lessons, performances and events, then edit the footageNeeds a person on site; the studio generates new clips but does not edit your footage. | 10 | Person | — |
| Moderate sensitive comments and check parental consent before posting children's photos | 5 | Person | — |
What AI agents handle: AI agents write the content plan and captions, plan reels, answer Instagram messages and reply to comments, moving price questions into private chat.
What stays with the person: Filming and editing real lessons, the voice of the school, sensitive comments and every decision about publishing images of children.
What a manager tracks: Enquiry-to-trial and trial-to-enrolment conversion · Speed of the first reply · Share of quiet leads won back
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer enquiries and voice notes on WhatsApp about courses, levels, schedules and feesNeeds a WhatsApp Business account and pre-approved templates for messages the school starts. | 6 | MyChatBot does it | Answer customer questions on WhatsApp |
| Ask each family about age, level, goal and preferred time, then set the stageLabels, statuses and fields must be created first; a new status overwrites the previous one. | 3 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Book trial lessons and placement tests with the right teacherAdd teachers and lesson types first; times are in the school's time zone; staff-side changes send nothing. | 4 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Follow up with families who went quiet after a trial lessonA person writes and publishes it for a status such as Trial done; a reply stops it. | 4 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Take a course enrolment in chat, record it as an order and send a payment linkNeeds the Orders integration and your own Stripe account; discounts and instalments stay with the manager. | 2 | MyChatBot does it | Send a checkout or payment link to close the sale |
| Log each enquiry and update the student's deal in the school's CRMOne CRM per assistant; someone connects it and chooses which fields the agent may fill. | 2 | MyChatBot does it | Create or update leads, deals and orders in your CRM |
| Call hot leads, handle objections and agree group, schedule and start date | 10 | Person | — |
| Meet families for placement interviews and agree contracts, discounts and payment plans | 6 | Person | — |
What AI agents handle: AI agents answer WhatsApp enquiries, qualify families, book trial lessons, follow up with quiet leads, send payment links and log leads and deals in the CRM.
What stays with the person: Conversations with hot leads, placement interviews and every agreement on price, schedule, discounts and contracts.
What a manager tracks: Attendance and re-enrolment · Time to resolve a question or complaint · Student and parent satisfaction
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer routine questions about published schedules, materials and school policiesAnswers come only from the FAQ, documents and links the school connects. | 6 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Answer student and parent questions in the school's Telegram botNeeds a BotFather token; one bot serves one assistant. | 4 | MyChatBot does it | Answer customer questions in Telegram |
| Reschedule booked lessons and book make-up sessions on requestMoves only bookings on the built-in calendar; staff-side changes are silent, so a person tells families. | 3 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Send schedule changes and holiday notices to the right class groups by labelA person writes the notice and picks recipients by status or label; it is sent one to one. | 2 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Turn a request raised in chat into a task for the teamTask Manager must be connected; tasks arrive unassigned and a person takes them; reminders go through Telegram. | 2 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Draft replies to sensitive messages for a manager to edit and sendWorks only while the chat is in operator mode, after a hand-off. | 2 | MyChatBot does it | Draft and translate replies for a human operator |
| Check in with new students and parents about progress, attendance and motivation | 10 | Person | — |
| Resolve complaints, refund requests and welfare concerns with teachers and the director | 8 | Person | — |
What AI agents handle: AI agents answer routine questions from the school's FAQ in the family's own language and channel, move calendar bookings, send notices to labelled groups and turn chat requests into tasks.
What stays with the person: Conversations about progress and motivation, complaints, refunds and anything that involves a child's welfare.
What a manager tracks: Student progress against learning outcomes · Share of programmes updated on schedule · Teacher feedback on the materials
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Design curricula, level maps and learning outcomes for each programme | 8 | Person | — |
| Write and adapt lesson plans, worksheets, tests and homework | 8 | Person | — |
| Observe lessons and coach teachers on method | 5 | Person | — |
| Review student results and adjust programmes between terms | 4 | Person | — |
| Keep course descriptions, FAQ and policies accurate for staff and the AIThe assistant answers only from what the methodologist keeps current. | 4 | Person | — |
| Research sources, articles and videos for course materialNeeds your own bot token and an agents budget; the methodologist checks every source. | 3 | MyChatBot does it | Run a personal assistant in Telegram: research, links, voice notes |
| Produce voiceovers from scripts for course intros and listening practiceCheck your language is supported; a teacher checks pronunciation and pace before students hear it. | 3 | MyChatBot does it | Produce a spokesperson video or voiceover from a script |
| Review which family questions went unanswered in chatsThe methodologist decides what to add to the materials. | 2 | MyChatBot does it | Summarise last week's chats and leads into a report |
What AI agents handle: AI agents research sources, produce voiceovers from a script and report which family questions went unanswered in chats.
What stays with the person: Curriculum design, lesson materials, assessment and teacher coaching. The methodology itself stays with people.
What a manager tracks: Student progress and results · Attendance and homework completion · Parent feedback
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Teach lessons and workshops, in person or online | 15 | Person | — |
| Prepare lessons and adapt materials to each group | 6 | Person | — |
| Check homework and tests and give individual feedback | 6 | Person | — |
| Mentor students one to one on goals, motivation and exam preparation | 4 | Person | — |
| Meet parents and write progress reports | 3 | Person | — |
| Answer parents' routine questions about published deadlines, materials and rulesAnswers come only from FAQ content the school keeps current; grades and attendance are not connected. | 2 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Send one-off homework notices and lesson links to a labelled classA teacher writes each message and picks the class label; each send is one-off, not recurring. | 1.5 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Draft replies to parents' messages the teacher has taken overWorks only while the chat is in operator mode; the teacher edits before sending. | 1.5 | MyChatBot does it | Draft and translate replies for a human operator |
What AI agents handle: AI agents answer routine parent questions from the FAQ, send one-off class notices and draft replies for the teacher to edit.
What stays with the person: Teaching, assessment, feedback and the relationship with each student and parent.
What a manager tracks: Reports and filings submitted on time · Share of tuition payments reconciled · Accuracy of the monthly close
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Keep the books: record income and expenses and reconcile bank statements | 10 | Person | — |
| Run payroll for teachers and staff, including hourly lesson pay | 6 | Person | — |
| Prepare and file tax returns and statutory reports | 5 | Person | — |
| Issue invoices and completion acts, and chase unpaid tuition | 6 | Person | — |
| Log Stripe tuition payments into a revenue spreadsheetNeeds Stripe and Google Sheets connected; covers Stripe only, so the accountant still reconciles against the bank. | 3 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Collect invoice and receipt emails into an expenses sheetGmail events are checked about every 15 minutes; the accountant books each entry. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Review what the AI agents spent and whether the balance is running lowA read-only report on the account's own usage. | 1 | MyChatBot does it | Report what the AI spent and warn when balance is low |
| Prepare the budget and cash-flow plan with the director | 4 | Person | — |
What AI agents handle: AI agents log Stripe payments and invoice emails into spreadsheets once connected, and report what the AI itself spent.
What stays with the person: Bookkeeping, reconciliation, payroll, tax filings, invoices and every decision on money. MyChatBot does not cover any of these.
What a manager tracks: Time to fill a teaching vacancy · Candidates reaching a demo lesson · Retention of new teachers
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Write vacancy briefs and agree requirements with the director and methodologist | 3 | Person | — |
| Research candidate teachers into a sourced tableProtected sites may block the browser; a person contacts candidates lawfully. | 4 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review quiet Work.ua candidates and draft follow-upsAdd the HR Recruiter (Work.ua) agent first; a person sends and decides. | 4 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Sort candidate emails and draft replies for approvalNeeds Gmail connected; the never-send rule must be written into the agent's instructions. | 3 | Possible with setup | Triage the inbox and draft replies |
| Add researched candidates to a shared sheetConnect Google Sheets once and switch it on for the agent. | 2 | Possible with setup | Append researched leads to a Google Sheet, Airtable or CRM |
| Interview candidates and run demo lessons with the methodologist | 10 | Person | — |
| Check references, decide on the hire and make the offer | 4 | Person | — |
| Onboard new teachers: documents, training and first-month check-ins | 8 | Person | — |
What AI agents handle: AI agents research candidate teachers, flag which Work.ua candidates went quiet and draft follow-ups and email replies for the recruiter to approve.
What stays with the person: Interviews, demo lessons, references, the hiring decision, the offer and the onboarding of every new teacher.
What a manager tracks: Enquiry-to-trial and trial-to-enrolment conversion · Retention and dropout by programme · Completeness and freshness of the data
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Define the metrics: enquiry to trial, trial to paid, retention and attendance | 5 | Person | — |
| Report weekly chat volume, AI cost and recorded enrolments by channelEnrolments count only if recorded as orders; amounts in different currencies are not converted. | 4 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Review which follow-up campaigns get replies and which stalledRead-only; the analyst decides which changes to make. | 2 | MyChatBot does it | Review which follow-up campaigns get replies |
| Keep statuses and labels on recent chats completeRuns daily, every 3 days or weekly; existing values stay unless overwrite is on. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Score finished hand-offs to see how managers handle familiesScores arrive in batches a few times a day; the director decides on coaching. | 3 | MyChatBot does it | Review conversations and score human managers' replies |
| Audit dormant leads and families who stopped replying to find who to win backNeeds a routine built with Claude or Codex and a Sales Platform connector; read-only by default. | 4 | Possible with setup | Audit hundreds of quiet clients and recommend next actions |
| Analyse attendance, results and dropout causes with teachers and the methodologist | 9 | Person | — |
| Forecast intake, group sizes and cash needs for the next termPipeline revenue forecasting is not documented; the analyst builds it from the data. | 7 | Person | — |
What AI agents handle: AI agents compile the weekly numbers, keep statuses and labels complete, score handed-over chats and report which follow-ups get replies.
What stays with the person: Choosing the metrics, interpreting results with teachers, forecasting intake and deciding what to change.
No: teaching, feedback and assessment stay with teachers and the methodologist, and no grades or attendance data are connected. Agents handle the work around lessons, such as enquiries, trial-lesson booking, follow-ups, reports, voiceovers and research. A person connects the channels, keeps the FAQ current and reviews what the agents produce.
Yes, on the built-in calendar: it offers only free slots for the teacher and lesson type you define and can reschedule or cancel in chat. A person adds teachers, lesson types and the school's time zone first, and bookings are made in that zone, not each family's. The calendar sends no reminders and stays silent on staff-side changes, so a person confirms the day before, or you switch on self-scheduling so the assistant queues its own one-off message.
Only on channels that can open a chat: personal WhatsApp, a Telegram account, a Viber number connected through E-Chat.tech, email, SMS or calls. Instagram, Messenger, TikTok, WhatsApp Business and Telegram or Viber bots need the person to write first. A person builds the list from contacts you may lawfully message, writes or approves the text and sets a sending interval to reduce ban risk.
The assistant hands a chat to a person only in the cases its instructions describe, so list complaints, refunds and welfare concerns there. A person switches on manager assignment or a Flight Control Telegram group to choose who is alerted by bell, email or Telegram, and the chat can return to the AI after a time you set. Refunds are issued by a person in Stripe, never by the agent.
Create an account, connect one channel and start with the roles where agents already cover the most hours.