CASE STUDY · INTELLIGENT PROCESS AUTOMATION
Language School: Automating the Admissions Process with AI for More Enrolments and 24/7 Support
For a Spanish language school in Madrid, we automated the entire admissions process. The system captures every enquiry from email and web forms, replies with AI around the clock in each student’s language, processes the level test and follows up all the way to enrolment. The result: more sales and lower staffing costs for the same volume of enquiries.
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A school with students from all over the world and a single admissions team
Inhispania receives enquiries from prospective students in many countries, in many languages and at all hours. The goal: make sure no enquiry goes unanswered and every lead moves towards enrolment without overloading the team.
- Client
- Inhispania
- Sector
- Spanish language school in Madrid
- Students
- From all over the world
- Languages
- Each student's own
- Service
- AI automation + custom CRM
- Technology
- OpenAI + custom CRM
- Web contact form
- Level test
- Online enrolment
More sales, lower costs and 24/7 support
Automation isn’t just about convenience: it changes the bottom line. Here’s what each part of the system adds.
Every enquiry gets a reply within minutes and consistent follow-up until the student takes the level test and enrols. More conversations make it to the finish line: enrolment.
The AI takes on the volume of repetitive enquiries that would otherwise mean hiring more admissions staff. Fewer hours on manual tasks and lower salary costs to look after more students.
Students get in touch from other continents and at all hours. The system replies at night, at weekends and on bank holidays, in each person's language.
The team spends its time on students who are ready to sign up and on the cases that need a person.
What changes when every enquiry goes into one system
Flip the switch to compare how enquiries are handled with and without automation.
- Scattered channelsEnquiries spread across email, the contact form, the level test and enrolment.
- Replies when someone's freeA message arriving in the middle of the night from another continent waits until someone sees it.
- Language as a barrierReplying well to students from many countries means mastering many languages.
- Manual follow-upChasing people who don't reply depends on someone remembering to.
- Everything goes into the CRMEvery email and form creates or updates the lead's record with its full history.
- Replies within minutesThe AI answers using the school's real information, at any hour.
- In the student's languageIt detects the language of the latest message and writes the whole reply in it.
- Automated follow-upScheduled reminders if the lead doesn't reply, until they take the test or enrol.
One system for every enquiry
Everything that reaches the school goes through the same core: the CRM stores each lead’s record and history, and the AI engine decides what to do with each message.
The 13 workflows behind the admissions process
In short, this is an intelligent process automation project: the rules capture, log and schedule every step, while the AI understands each message, decides whether to reply, escalate or enrol, and writes in the student’s own language. Here are the 13 workflows, grouped by stage.
- 01Email captureEvery incoming email creates or updates the lead's record, complete with its history.Rules
- 02Web form captureContact form enquiries land in the CRM instantly.Rules
- 03Level test processingSaves the results section by section and works out the suggested level.Rules
- 04Online enrolment loggingCourse, dates, accommodation and student details go straight into the CRM, with no retyping.Rules
- 05Language and intent detectionIdentifies the language of the latest message and what the student is actually asking.AI
- 06Reply draftingWrites the email using the school's real information, in the student's own language.AI
- 07Decision: reply, escalate or enrolPicks the next step based on the enquiry and where the lead is in the process.AI
- 0824-hour reminderIf the lead goes quiet, they get a first personalised nudge.Rules
- 0972-hour reminderA second follow-up to pick the conversation back up.Rules
- 10Post-test follow-upSends the result and suggests the course that matches their level.AI
- 11Enrolment confirmationLogs the booking, alerts the team and confirms with the student.Rules
- 12Hand-off to manual controlSpecial cases go to a person, with an email alert.Rules
- 13Data clean-upSpots duplicates and keeps CRM records tidy.Rules
AI understands, decides and drafts · Rules run the fixed steps
A lead's journey, minute by minute
A real conversation from the system, with personal details removed. A prospective student asks about paying in instalments through the website form.
Web contact
“Hello, I saw your different programs and I'm really interested, but I wanted to know if we can pay in installments. What kind of payment do you propose?”
The system creates or updates the record, loads the history and detects the message's language.
Payment Options for Inhispania Courses
“To secure your place in a course, you pay an upfront reservation. The remaining balance is paid on the first day of class. We do not offer installment plans, but you can pay by credit card, bank transfer or cash.”
A reply based on the school's actual policy, in the student's language, 4 minutes later.
Are you still interested?
With no reply from the lead, the system sends a personalised reminder to pick the conversation back up.
The lead keeps moving forward without anyone on the team having to remember.
Custom CRM and automation engine
The team works from its own dashboard: it shows where each lead is, their Spanish level, their full email history and whether the AI or a person is handling the conversation.
| Name | Level | Status | AI | |
|---|---|---|---|---|
| A. Lindqvist | a•••@mail.com | – | FOLLOW_UP_1 | |
| M. Okafor | m•••@mail.com | A2 | TEST_COMPLETED | |
| J. Moreau | j•••@mail.com | B1 | ENROLLED | |
| K. Tanaka | k•••@mail.com | A1 | TEST_AFTER_FOLLOW_UP | |
| L. Rossi | l•••@mail.com | A2 | ENROLLED |
Test result
Communication history
- outYour A2 Spanish Course Awaits!
- outYour Spanish Level Test Results: A2
- inLevel test completed
Illustrative replica of the interface with dummy data.
What the AI does and what the team decides
Automation handles the volume; the team handles whatever needs judgement. Every record has a switch to move from AI control to manual control in one click.
The AI replies and follows up
The team takes over the conversation
- AI
Read every email and form and link it to the lead's record
- AI
Answer questions about courses, levels, dates and payment methods
- AI
Write the whole reply in the student's language
- Automatic
Send reminders after 24 h and 72 h if there's no reply
- AI
Log the enrolment in the CRM when the student confirms
- Team
Handle special cases: the system switches to manual control and sends an email alert
- Team
Review history and internal notes and pick up any conversation
- Team
Decide for each lead whether the AI or a person replies
Does your team answer the same questions every day?
If enquiries reach you by email, web forms or WhatsApp, we can build a system like this for your business: instant replies in each customer's language, automated follow-up all the way to the sale, and your team deciding when to step in.
Shall we automate your customer service?
Tell us where your enquiries come from and how many you get. We’ll get back to you within one working day with a proposal.
Tell us about your case
Email, forms, WhatsApp or bookings: tell us which channels you use and what you’d like to automate.
We’ll contact you to share information about our services.
Read our privacy policy.
● MARKETEROSWEB
AI connected to your business
We design the CRM, workflows and AI replies around how your business sells, in every customer’s language.
- ✓24/7 support in every customer’s language
- ✓Custom CRM with full history
- ✓Your team decides when to step in
- ✓End-to-end intelligent process automation
LANGUAGES
English, Español, Français, Deutsch and more
HEAD OFFICE
Agustín de Betancourt, 21
28003 Madrid (Spain)
