Your academy answers parents while you teach

What it does in an academy

In a tutoring centre or an academy, the whole year is decided in September. Parents ask about timetables, prices, places and whether their child can try a class, all at the same time, and they do it after dinner, when there’s nobody left in the office. It’s the same questions over and over, and the message that gets answered at lunchtime the next day sometimes arrives too late: that family has already signed up somewhere else.

Conserjía answers that WhatsApp in under a minute, at any hour, with the course information and the real places:

• Timetables and places. Which groups there are, when they meet and how many places are left in each, from the lists you keep.
• Trial lessons. It books whoever wants to try into a group with space, reminds them the day before and, after the class, follows up to tell them how to book a place.
• Booking a place and enrolment. If you want, with a payment in the chat, by card (or Bizum in Spain). The place is held when the payment arrives.
• Timetable changes and passes. ‘Can my daughter move to the Tuesday group?’ gets sorted if there’s space; if not, it goes to a person.
• Absences and catch-up classes. Whoever can’t come lets you know on WhatsApp and, if your rules allow it, the assistant offers a catch-up in another group with space.
• The usual questions. Prices, term dates, holidays, materials, how to get there. With your information and nothing else.

It all comes from the same information, the information you give it and keep up to date. If a group fills up at eleven at night, at one minute past eleven it’s no longer on offer, and nobody has to ring a family the next day to say the place they were promised doesn’t exist.

In many academies the person writing isn’t the student but a parent, sometimes for two children at once. The assistant keeps both children’s groups in the same conversation: the older one in the 18:00 group, the younger one in the 17:00, each group with its own places and timetable, without mixing up what applies to one course with what applies to the other.

What it doesn’t do

• It doesn’t assess anyone. It doesn’t run placement tests or decide which group a student fits into unless your rules say so; that’s for the teacher.
• It doesn’t talk about students. No marks, no progress, no behaviour: that’s between the teacher and the family.
• It doesn’t make exceptions. Discounts, bursaries, a full group where ‘there’s surely room for one more’: your prices and rules apply as they are, and anything else is for a person to decide.
• It doesn’t replace the office. Any family can type ‘person’ and talk to someone on the team.

A day with Conserjía

A day in September. You open the office in the afternoon with last night’s messages already dealt with: timetable questions answered, this week’s trial lessons booked in and the first places reserved, with their payment. There’s no list of pending messages waiting for someone to have a spare moment. And if the group someone wants is full, it offers the ones with space; whoever would rather wait for a place in the full one goes to the office with their name and preferred time.

While you teach, the assistant looks after the parents who write on their way home from work. What it can’t sort out (a family with a particular situation, a group change that doesn’t fit, a complaint) reaches a person with the conversation in front of them, so no message goes unanswered. The day before each trial lesson the reminder goes out, and whoever can’t come says so and frees up the place for someone else.

When you close, you have a sheet with what happened: how many conversations, how many trial lessons and places booked, how many payments taken and which ones went to a person, and why. Once a month we go through it with you, with figures, to adjust timetables, prices or whatever the assistant couldn’t answer.

The assistant talks like your academy, with your group names and your way of speaking to families. It introduces itself as an AI assistant in its first message, as required under EU law (AI Act, art. 50), and always offers to put the family through to someone on the team. Conversations are hosted in the European Union (the language model is a processor in the United States under standard contractual clauses, as the privacy policy explains, in Spanish), and the WhatsApp account is yours, in your academy’s name.

Who it’s for

For tutoring centres, tutors who teach small groups, language schools, music schools, dance schools and Pilates or yoga studios with group classes: businesses with a rush of questions when the school year starts and an office that can’t keep up. It works the same with three groups as with thirty, because what matters is your lists.

If you get few questions, you don’t need it: a greeting message with your timetables and prices and WhatsApp Business quick replies are enough, and if you don’t use the app yet, start with what WhatsApp Business is. If your phone doesn’t stop in September, book a demo in good time: it’s a 30-minute video call, we reply in under 24 working hours and set-up takes three weeks.