Blog · Growth
A week-by-week WhatsApp plan for admission season
Admission season is when a coaching institute earns most of its year, and it is also when the phone never stops. Planned week by week, WhatsApp can carry much of the load, from the first enquiry to the first day of the batch.
Why plan it at all
In peak weeks, enquiries come in faster than the front desk can reply. Parents message at 10 pm, ask the same five questions, and then go quiet. The institute that replies first, books a demo class and follows up politely usually gets the admission. A plan makes sure nobody slips through just because the desk was busy.
The plan at a glance
| When | Focus | What goes out on WhatsApp |
|---|---|---|
| 2 weeks before | Get ready | FAQ answers, enquiry questions, tags, templates sent for approval |
| Week 1 | Enquiries | Instant reply, course details, demo class booking |
| Week 2 | Demo classes | Demo confirmations and day-before reminders |
| Week 3 | Follow-up | A short series after the demo that stops when the parent replies |
| Week 4 | Fees | Fee details, payment link, receipt |
| Batch start | Welcome | Timetable, what to bring, first-day reminder |
Two weeks before: get ready
- Write down the questions parents always ask: fees, batch timings, faculty, study material, location. Add up to 15 of these as FAQ answers, so they get your exact answer even when they write in Hinglish (FAQ answers use the optional AI add-on or your own AI key).
- Build an enquiry automation: when someone messages for the first time, ask which class or exam, which batch timing suits them, and the student’s name. Buttons and lists make this a few taps. Answers are saved to the contact.
- Create tags: one per course or batch, plus “Demo booked”, “Demo attended” and “Fee due”.
- Send templates for approval now. You don’t want to be waiting on an approval, or rewriting a rejected one, during the rush.
- Put your WhatsApp link everywhere: on the pamphlet, the banner and the website. The free WhatsApp link and QR code generator makes one in a minute.
Week 1: answer every enquiry fast
When a parent writes in, the enquiry automation replies straight away and asks its questions. If the parent wants to talk, the chat is handed to a counsellor in the shared inbox, assigned to one person so two people don’t reply. Enquiries move along the pipeline: New, Interested, Qualified, Won.
If you run Click-to-WhatsApp ads, the automation can start on messages that come from the ad, so ad leads get their own welcome. See Click-to-WhatsApp ads.
Template: enquiry follow-up (Marketing)
“Hi {{1}}, thank you for asking about {{2}} at {{3}}. Admissions for the new batch are open. Would you like to book a free demo class? Reply YES and we’ll share the slots.”
Week 2: demo classes
A demo class is where most parents decide. Get them in the room. With the Meetings add-on, parents pick a demo slot in the chat, and a group slot lets several students book the same demo time. Reminders go out before the booking.
Template: demo confirmation (Utility)
“Hi {{1}}, {{2}}’s demo class for {{3}} is booked for {{4}} at {{5}}. Address: {{6}}. Reply here if you need to change the time.”
More reminder messages are in demo class reminders that cut no-shows.
Week 3: follow up after the demo
Many parents need a few days and a nudge. A drip sends a short series, for example on day 1, 3 and 7 after the demo, and stops the moment the parent replies, so nobody gets chased after they’ve answered.
Day 1 (Marketing)
“Hi {{1}}, thank you for bringing {{2}} to the demo class. Any questions about the {{3}} batch? Just reply here.”
Day 3 (Marketing)
“Hello {{1}}, seats in the {{2}} batch are filling up. If you’d like to reserve {{3}}’s seat, reply and we’ll share the fee details.”
Day 7 (Marketing)
“Hi {{1}}, a last note from {{2}}. If the timing or fee is a concern, reply and our counsellor will help you find a batch that works.”
Week 4: fees
When a parent says yes, send the fee with a Razorpay or PayU payment link. They pay by UPI or card. When the payment comes in, an automation sends the receipt on WhatsApp, can add the payment as a row in Google Sheets, and the contact moves to Won on its own.
Template: fee details (Utility)
“Hi {{1}}, {{2}}’s admission fee for {{3}} is ₹{{4}}. Pay here to confirm the seat: {{5}}. A receipt will be sent on WhatsApp.”
For instalment and overdue reminders, see 10 fee reminder messages.
Batch start: welcome them properly
Send the timetable, what to bring and the first-day time to the new batch tag as a campaign. Replies land in the inbox, so a question about books or timing is answered by the right person.
Template: batch start (Utility)
“Welcome to {{1}}, {{2}}! The {{3}} batch starts on {{4}} at {{5}}. Please bring {{6}}. See you there.”
What it costs
With GetSetSales there’s no monthly subscription. Each conversation is ₹0.15, whoever starts it, and further replies in it are free. If 400 parents enquire, that’s ₹60. Each automation run is ₹0.15. Templates also carry Meta’s own charge, billed by Meta (in India, about ₹0.86 for marketing and ₹0.115 for utility). The first 100 are free. See pricing and the page for coaching institutes.
Common questions
Do I need templates to reply to enquiries?
No. When a parent writes to you, you can reply freely for 24 hours. Templates are only needed to message someone who hasn’t written in the last 24 hours, like a follow-up a few days after the demo.
Can my counsellors and I use the same number?
Yes. Several people can work on one number in the shared inbox, with chats assigned to each person, and you can keep using the WhatsApp Business app on your phone.
Are follow-up messages Utility or Marketing?
Messages that encourage a parent to take admission are Marketing. Confirmations and reminders about a demo they booked, or a fee they owe, are Utility.