OleonCRM for schools and institutes
Enrolment season, answered.
In three languages.
Fees, class times, the enrolment form, fee slips, reminders and notices to one class run on their own, on WhatsApp. Your staff get the conversations that need a person, and the parent and the student never get each other’s answers.
Automation
What runs on its own.
Most of intake is the same eight jobs.
Fees, dates and locations. Answered from the knowledge base you wrote, in the language the parent wrote in.
Which class. Grade, subject, medium and branch as buttons. Each tap becomes a label.
The enrolment form. Student, school, parent and number on one WhatsApp Form. Answers kept.
Fee slips, approved. A person checks the slip, applies Paid, and the bot sends the class details.
Fee reminders. An approved template to the parents who owe. Replies come back to the inbox.
Notices to one class. Class moved, paper released, holiday. Sent to a label, not to everyone.
Balance and timetable. Looked up in your own student system, mid-chat, when you connect one.
A person for the unusual. Scholarships, special needs, complaints. Assigned, and the bot stays quiet.
Two people
The parent is not the student.
One pays. One attends. Both message you.
Fees go to accounts.
Labels and assignment keep them apart, so a fee query and a timetable query do not end up answered by the same reply to the wrong person.
Timetables go to the coordinator.
Each conversation has an owner, so the answer comes from the person who knows it, and the parent never receives a reply meant for their child.
One enrolment
From the intake poster to the monthly fee.
Ten steps. Two need a person.
The first question
A parent sees the intake poster, scans its QR code and asks, in Sinhala, when Grade 10 maths starts and what it costs. The agent answers from your knowledge base, in Sinhala.
AI agentThe answer, in the thread, marked as the agent'sWhich class, in four taps
Scout asks for the grade, the subject, the medium and the branch, as buttons. A full class, or a grade you do not teach, goes to a person instead.
ScoutLabels such as Grade 10, Maths, Sinhala medium and KandyThe enrolment form
A WhatsApp Form takes the student's name, school, and the parent's name and number on one screen. Submitting it carries the flow on, even if the parent put the phone down in between.
ScoutThe submission, with every answer the conversation collectedInto your student system
If you keep one, Scout posts the enrolment to it with a web request as it happens. If you do not, the submissions and labels are the register.
ScoutYour systemThe request in the flow's runThe first fee
The parent sends a photo of the bank slip. The bot waits while someone in accounts checks it, and carries on the moment they apply the Paid label.
ScoutA personWho approved the slip, and whenWelcome to the class
The timetable, the hall, what to bring on the first day, sent straight after the payment is approved. No one has to remember to send it.
ScoutThe message and its delivery stateEvery week
A class moves hall, a paper is released, a Poya day closes the institute. Reach sends a template to the parents labelled with that class, and only them.
ReachDelivery per message, replies in the threadEvery month
The fee reminder goes to the parents who have not paid, as an approved template with the amount. A reply is a normal conversation in the inbox.
ReachDelivery per message, replies in the threadHow much do I owe?
A parent asks mid-term. With a student system connected, Scout looks the balance up and answers with the figure it finds there.
ScoutYour systemEach lookup and the answer it producedThe conversation that needs a person
A scholarship, a child who needs extra help, a complaint about a teacher. These are requested for a person, and the bot stays silent until that person closes it.
A personThe assignment, the assignee and every reply
Notices
One message, to the right class.
Not to the whole institute.
The labels are the class list.
Every enrolment was labelled by the buttons the parent tapped, so the list for one class, in one medium, at one branch, already exists.
Delivery per parent. Replies in the inbox.
An approved template, previewed with a real parent’s values before it goes. The twelve who reply are twelve ordinary conversations, labelled and assignable.
Languages
Three languages, one inbox.
Both mediums, one institute.
Sinhala, Tamil and English, including Singlish converted to Sinhala script. For a class list drawn from both mediums this is not a preference setting, it is the daily reality of the inbox.
Where to use it
Four kinds of place that teach.
Each one a flow you can build before intake.
- Starts with
- An admission enquiry, a question about a school event
- Runs on its own
- Admission requirements, the application form, term dates, fee reminders, notices by grade
- Comes to a person
- Interviews, placement decisions, anything about one child
- Starts with
- A poster, a Facebook post, a friend's forwarded message
- Runs on its own
- Class times, enrolment, fee slips, notices to one class, monthly reminders
- Comes to a person
- Seating problems, refunds and disputes over fees
- Starts with
- A prospective student asking entry requirements
- Runs on its own
- Programme details, intake dates, the application form, instalment reminders
- Comes to a person
- Credit transfers, exemptions and anything the prospectus does not answer
- Starts with
- Someone asking when the next batch begins
- Runs on its own
- Batch dates, enrolment, payment confirmation, the day-before reminder
- Comes to a person
- Corporate groups, custom schedules and certificates
Controls
Every branch, every number, owned.
And the agent only says what you wrote.
One project per branch
Colombo and Kandy each have their own inbox, their own numbers and their own team.
Every number has an owner
Channel ownership decides who answers which number, so the office line is not a free-for-all.
Accounts sees fees, teachers see classes
Roles and assignment put a fee question in front of accounts and a timetable question in front of a coordinator.
The agent answers what you wrote
Results, marks and places are never guessed. If it is not in the knowledge base, a person answers.
Saved replies for the rest
The answers your staff give twenty times a day, one tap away, in all three languages.
Tested before intake
A test panel and a problems list in Bot Studio. A flow with an error does not publish.
Getting started
Switch it on before intake.
In this order.
Write the intake answers
Fees, dates, halls, requirements, in the knowledge base, before the posters go up. Most of intake is these questions.
Build the enrolment flow
Grade, subject, medium and branch as buttons, then the form. Every enrolment arrives labelled.
Send the fee reminders
Get the reminder template approved and send it to the parents who owe. Replies land in the inbox.
Notices by class
The labels from step two become your class lists. Tell one class something without telling the whole institute.
Tech specs
Every one of these is a screen in the product.
- Grounded answers
- A knowledge base
- Sinhala, Tamil and English
- Singlish to Sinhala
- Menus, questions and conditions
- WhatsApp Forms
- Lookups to your own system
- Templated sends
- Segment a list
- Labels, with an owner
- Assign a conversation
- Saved replies
Questions
Before you ask.
The ones we hear most about CRM for schools and institutes. If yours is not here, the answer is a message away.
Can the bot take enrolments on its own?
Yes. A Scout flow asks for the grade, subject, medium and branch as buttons, sends a WhatsApp Form for the details, and labels the enrolment as it goes. It is built in Bot Studio without code.
Can we message parents about fees?
Yes, as approved WhatsApp templates to people who opted in. Reminders are a standard template use.
Does it handle Sinhala and Tamil?
Yes, both, plus English, and it converts Singlish typed in Latin script to Sinhala.
Can different branches have their own inbox?
Yes. Projects separate them, and channel ownership decides who answers which number.
Keep exploring.
More of what Oleon does.
All industriesIt starts with one conversation.
Bring the channels you already answer on into one place, and see what the rest of the week looks like.
Not ready to sign up? Join the waitlist and we will come to you.
