The Challenge
A competitive exam coaching institute in Delhi was missing 50% of after-hours student inquiries and weekend calls. Their manual follow-up process was slow, with an average response time of 6 hours for missed calls.
Our Solution
We built an AI voice bot that answers all incoming calls 24/7, provides course information, answers FAQs about fees and batches, schedules counseling calls, and captures lead details automatically in their CRM.
How We Built It
- 1
Recorded and analysed 200+ real calls between students and counsellors to identify the most common questions, objections, and conversation flows.
- 2
Built a custom voice bot with a warm, conversational tone in Hindi and English using a voice AI pipeline with ASR, LLM-based dialogue management, and natural TTS.
- 3
Created a structured course database covering all programmes, batch schedules, fee structures, and eligibility criteria so the bot could answer accurately.
- 4
Integrated with a telephony provider to handle inbound calls to the institute's existing phone number, with the bot answering after 2 rings.
- 5
Designed a lead capture flow: the bot collected the caller's name, phone, course interest, class, and preferred batch time, then wrote the data to the CRM.
- 6
Set up a callback scheduler: if the prospect wanted to speak to a counsellor, the bot booked a timeslot and sent a notification to the counselling team.
Integration & Architecture
The voice bot was connected to the institute's existing phone number via Exotel SIP trunking. Inbound calls were routed to the bot after 2 rings. Lead data was pushed to their CRM (Zoho) via API, and counselling callbacks were created as CRM tasks assigned to the next available counsellor.
The Results
- 40%More Leads Captured
- 2xFaster Response
- 30%Higher Enrollment
- 24/7Availability