Enrolment Inquiry Responder · Education & Training
Reply to every enrollment inquiry the same day, warmly
AI answers each family's questions from your program FAQ only, suggests the next step and logs a follow-up in HubSpot. Every reply waits for approval by default.
Free account to start. Buying and running live need a paid plan.
- Starts when your form or app sends it something
- 1 AI step
- A person approves before it acts
- About 15 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Families inquire on the weekend and wait days for an answer.”
- “We answer the same questions about ages, schedules and trial classes over and over.”
- “Inquiries get lost in the inbox and nobody follows up.”
What you get with the agent
- Matches the program of interest and the learner's age or level to your FAQ, and answers only what the FAQ covers.
- Suggests the next step your FAQ gives, like a tour, trial class, placement test or call, and says the team will follow up on anything else.
- Creates the inquirer as a HubSpot lead with a follow-up task for admissions the next business day.
- Keeps learner names and health, needs or family details out of the CRM.
- By default every reply waits for approval, then is sent with replies to your admissions inbox.
Before
Monday you find six weekend inquiries. You write each reply from scratch, forget to log two of them, and one family has already enrolled elsewhere.
After
Each inquiry already has a warm draft that answers from your FAQ and invites them to a trial class. You approve it, and admissions has a task waiting in HubSpot.
How it works
The whole workflow, step by step.
Your inquiry form posts each inquiry to the agent. AI matches the programme of interest and the learner's age or level to your programme FAQ, answers the questions it can from the FAQ only, picks the next step your FAQ gives (tour, trial class, placement test or call) and drafts a warm reply that says the team will follow up on anything it couldn't answer. The inquirer becomes a HubSpot lead with a follow-up task for admissions — no learner names or sensitive details go into the CRM. By default every reply waits for approval before it is sent. It drafts and organises for a person to approve; it makes no admission, placement or grading decision, and never confirms places or fees beyond your FAQ.
- TriggerNew enrolment inquiry
- LogicWork out the task due date
- AI stepMatch the programme and draft the reply
- App callCreate or update the HubSpot contact
- App callCreate the admissions task
- OutputIn HubSpot
- LogicSend the reply how?
- No email:No reply sent
- Routine (review off):Email the reply
- Review:Approve the reply
- OutputNo reply sent
- Human approvalApprove the reply
- Approved:Email the reply
- Rejected:Not sent
- OutputEmail the reply
- OutputReply sent
- OutputNot sent
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1New enrolment inquiryYour inquiry form posts each inquiry here (parent or learner name, email, phone, programme of interest, age or level, questions).
- Step 2Work out the task due dateIn code, not AI: works out the admissions task's due date — the next business day at 17:00 (UTC unless you set your time zone on this step) — and reads the preferred start date when the form gives one.
- Step 3Match the programme and draft the replyAI matches the programme of interest and the age or level to your programme FAQ, answers the questions it can from the FAQ only, picks the next step (tour, trial class, placement test or call) and drafts the reply.
- Step 4Create or update the HubSpot contactCreates the inquirer (usually the parent or guardian) as a HubSpot lead, or updates the contact with the same email.
- Step 5Create the admissions taskAdds a follow-up task on the contact for your admissions team, due the next business day, with the programme, next step and open questions (no learner names or sensitive details).
- Step 6In HubSpotThe contact and task ids are in the run history.
- Step 7Send the reply how?No valid email: no reply. With review switched off, routine replies go straight out. Everything else (and everything, by default) is approved first.
- Step 8No reply sentThe inquiry had no valid email address; the HubSpot task still reminds admissions to follow up.
- Step 9Approve the replyThe reply waits in Reviews. Admissions checks the programme match and answers, edits it and approves; nothing is sent before that.
- Step 10Email the replyEmails the reply to the inquirer from your workspace's sender, with replies going to your admissions inbox.
- Step 11Reply sentThe run history keeps the reply that was sent.
- Step 12Not sentRejected in Reviews; reply to the inquirer yourself (the HubSpot task is still there).
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
Inquiry (fictional): parent asks about Saturday beginner piano for an 8-year-old and whether there's a trial lesson.
The agent produces
Draft reply: Saturday beginner group fits ages 7–9 per your FAQ, trial lesson offered, booking link included. HubSpot lead created with a task for admissions. Waiting for approval.
What you need
Everything it takes to run it.
About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $99 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Apps
- HubSpotLive
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- HubSpot, connected in Settings → Integrations.
- A programme FAQ to paste in, and an inquiry form or website that can post to a webhook.
Setup, about 15 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect HubSpot. Connect your HubSpot account (Settings → Integrations → HubSpot).
- Paste your programme FAQ. Open “Match the programme and draft the reply” and replace the placeholder with your FAQ.
- Pick your HubSpot account. Open “Create or update the HubSpot contact” and “Create the admissions task” and pick your account in each.
- Add your admissions inbox. Open “Email the reply” and enter the Reply-to address.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, switch the webhook on and copy its URL and secret into your inquiry form or website.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Tutoring centers and learning studios
- Private schools and preschools
- Music, dance and language schools
- Training providers with an admissions inbox
What it doesn't do
- It drafts and organises for a person to approve; it makes no admission, placement or grading decision.
- It answers only from the FAQ you supply and doesn't confirm places, start dates or fees beyond it.
- It doesn't put learner names or health, needs or family details into HubSpot.
- It isn't the generic lead scorer: it doesn't score or rank families.
We list the limits up front so you can decide before you buy.
Price
$99 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Enrolment Inquiry Responder.
What if the AI tells a family something we don't offer?
It answers only from the FAQ you paste in, never confirms a place, level or start date, and mentions fees only if your FAQ states them. Replies wait for approval by default, and it makes no admission or placement decision.
What student data does it store?
Only the inquirer's name, email and phone go into HubSpot, with a task describing the program and age band. No learner names and no health or family details.
How long is setup?
About 15 minutes: connect HubSpot, paste your program FAQ, add your admissions inbox and connect your inquiry form.
Is it worth it for a small school?
It's a one-time purchase that never renews, set against writing each reply and logging it by hand. You need a paid plan and your own AI key; Dry Run is free.
Can it send replies without review?
Yes, but review is on by default. Change “REVIEW EVERY REPLY: yes” to “no” in the AI step: routine replies then go straight out, while unclear matches, unanswered questions and inquiries with sensitive details still wait for approval.
Does it confirm places or fees?
No. It answers only from the FAQ you paste in, never confirms a place, level or start date, and mentions fees only if your FAQ states them.
What goes into HubSpot?
The inquirer's name, email and phone as a lead, and a task with the programme, age/level band, next step and open questions. No learner names and no health or family details.
Is this a subscription?
No. Enrolment Inquiry Responder is a one-time purchase of $99 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Enrolment Inquiry Responder to work.
Free account, no credit card. Your Agents page opens with Enrolment Inquiry Responder ready to buy and set up, then Dry Run it before it goes live.