AI agent for course providers and colleges
A Facebook form leadgets a WhatsApp in a minute
The agent writes to every prospect the moment they submit the form, asks about their background, goal and preferred hours, answers about the start date, the syllabus and payment options, and books an open day or a call with a study advisor. Anyone who goes quiet gets a reminder the next day, and your advisors spend their time mostly on people who are genuinely weighing it up.
Ofek College
online
Whoever filled in your form tonight is comparing other colleges tonight too
A prospective student compares several colleges, and the first one to get back to them usually gets the conversation. The agent makes sure that is you, even when your advisors have gone home.
Reach the lead while they still remember you
A WhatsApp message goes out within a minute of the form being sent, at ten at night and on Saturday too, when no advisor would pick up the phone.
Advisors get a card, not a phone number
Background, goal, preferred track and open questions are already in the CRM before the call, so the advisor starts where the lead left off.
Registration season does not bury the team
September-October, January-February and summer course sign-ups bring waves of enquiries. The agent answers all of them at the same pace, even with the campaign at full spend.
Know what an enrolled student costs
Every lead is stored with the campaign and ad that brought it, all the way to enrolment. You see not just cost per lead, but which ad actually fills classes.
From the form to the advisor call
The lead lands in the CRM
A Facebook or Instagram lead form, the form on a course's landing page or a WhatsApp message: everything goes into one table, with the ad it came from.
First WhatsApp within a minute
The agent opens the conversation with a template pre-approved by Meta, asks about background, goal, and mornings or evenings, and carries on in whatever language the prospect replies in.
Open day or advisor call
It answers about the start date, the syllabus and payment terms in general terms, and books a seat at the open day or a call in the advisor's calendar.
Follow-up until the next cohort
Anyone who did not reply gets a follow-up the next day. Anyone the current cohort does not suit stays on the list and hears from you when the next registration opens, if they agreed to that.
Which schools it fits
Vocational courses and career change
Welding, electrical work, air conditioning. Prospects work by day and reply at night, ask about funding and the practical part, and weigh morning against evening tracks.
Beauty courses
Cosmetics, nails, make-up. Lots of enquiries from Instagram, questions about the starter kit, practice on models and what the diploma says.
Bootcamps, tech and design
An aptitude test or admission interview before enrolment, questions about English level and the online track, and a lead comparing three programmes at once.
Private colleges
Several departments under one roof. The agent works out what the prospect is after and hands the conversation to the right department's advisor, with that department's open day date.
Tutoring centres and private lessons
The parent writes, not the student. Placement by grade, subject and level, a trial lesson, and a reminder before exam season.
Enrichment classes
Chess, robotics, music. Placement in a group by age, a trial lesson, and sign-up for the yearly class or the summer course.
A new cohort opening soon? The agent should be running before the campaign goes live, not halfway through it.
What the agent does not promise
The agent answers only from what the college has given it: start dates, syllabus, admission requirements and payment options. It does not promise job placement, salary, a certificate or recognition by the Ministry of Labor or any other body, unless the college provides it and has supplied the wording. Payment, cancellation and refund terms are given as written in your terms and conditions, and are subject to Israeli consumer protection law on distance transactions. The agent does not invent discounts or approve refunds; a cancellation request goes to a person on your team. A "registration for the next cohort is open" message and a newsletter are advertising under section 30A of the Communications Law, so it goes only to people who ticked consent on the form, always with an unsubscribe link. Even a follow-up to a lead who left their details is capped in number and stops as soon as they reply or ask to stop.
The whole system for a college, not just the agent
Frequently asked questions
A prospect asks "How much is the course?" - what does the agent say?
Whatever you decide. Some colleges publish a price, and then the agent quotes it and explains what is included. Others prefer the price to be given on a call with an advisor, because it depends on the track and on benefits, and then the agent says so openly and offers a call. What it does not do is dodge the question for three messages in a row, because that is exactly when prospects leave.
What about instalments and funding?
The agent describes the options you gave it in general terms, for example instalments or tracks with partial funding. It does not decide personal eligibility for funding or a benefit: it collects the relevant details and passes them to an advisor, who checks and confirms.
How does the agent know when the next cohort starts and on which days and hours?
From the information you give us: the list of cohorts with start date, days, hours and location. When a cohort fills up, is postponed or another one opens, the information is updated and the agent answers according to the new situation.
What about admission requirements and prerequisites?
The agent asks what you need to know to screen: education, previous experience, age for youth courses, English level for tech courses. Anyone who does not meet the requirements gets a respectful explanation, sometimes a pointer to a preparatory track, instead of a wasted call with an advisor.
People ask whether they will get a certificate or Ministry of Labor recognition. What does it say?
Only what is written in your materials, in your words. If the course prepares for a government exam, the agent says it prepares for the exam, not that the graduate will get a licence. If there is no recognition, it will not invent one. This is one of the first settings we go through with you during setup.
And if they ask about help finding a job?
The agent does not promise placement, a salary or demand in the market. If you have a placement service, an employer day or ties with companies, it describes them exactly as you defined them and leaves the rest to the advisor.
Online or on-site - can it explain the difference?
Yes, if you run both tracks. It asks where the prospect lives and what their hours are, and suggests the track that fits. For courses with a practical part that cannot be done from home, such as welding or beauty, it says so upfront.
How does a lead from a Facebook lead form reach the agent, and why WhatsApp?
The Facebook and Instagram lead form is connected to WhaleBiz CRM, and the lead lands in the table with its campaign and ad. From that moment the agent sends a WhatsApp message using a template pre-approved by Meta, because people answer on WhatsApp and much less often to a call from an unknown number. If your team is used to a Google Sheets spreadsheet, that can be connected too, and we check how with you during setup.
We already have a CRM. Do we have to switch?
No. When your CRM has an open API or accepts a webhook, each lead can be passed to it with the summary and the point where the conversation stopped. Such a connection is built for your system and checked before we start, and if it is not possible we say so upfront. The WhaleBiz CRM API and webhooks are included in the Business plan.
What about cancelling a registration and refunds?
A registration made on WhatsApp, by phone or on the website is a distance transaction, and Israeli consumer protection law gives it its own cancellation right and conditions. The agent gives the cancellation terms as they appear in your terms and conditions and does not approve a refund or an exception itself: a cancellation request goes to a person on your team. It is worth having a lawyer review your terms before they go into the agent.
What happens in registration season, when enquiries come in waves?
In September-October, January-February and ahead of summer courses enquiries pile up, usually exactly when the campaign is working best. The agent answers everyone at the same speed, and advisors get an orderly calendar of calls instead of a pile of numbers. When a cohort fills up, it offers the next one and keeps the prospect on its list.
Which languages does the agent answer in?
Any language the prospect writes in, including Hebrew, Russian and Arabic. For career-change courses that also reach new immigrants, that is the difference between someone who understands the course terms and someone who gives up halfway.
Which plan should we start with?
For the agent to message leads on WhatsApp and book calls in your advisors' calendars you need Standard. Business adds Facebook and Instagram chat, in-chat payments, a team with permissions, and the WhaleBiz CRM API and webhooks for passing leads to the college's own system. Start fits only when enquiries come through the website or Telegram. Full details on the pricing page.
Can you bring the leads as well?
Yes. Beyond the agent we run Facebook, Instagram and Google campaigns, build a landing page for each course, write content and newsletters, and measure what each enrolled student cost, not just each lead. These services are on request, and the price is set after a check-up of the business.
Want every lead from your campaign answered before another college calls?
Message us on WhatsApp. We'll ask about your courses, where your leads come from and who answers them today, and show you how it would look for you, including campaigns and landing pages if needed.