Education & coaching
Answer admissions enquiries on WhatsApp as a team, from one number
Scan a QR code to connect the WhatsApp number your institute already advertises, let every counsellor reply from one shared inbox at the same time, and answer repeat questions about batches and timings with keyword auto-replies.
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In short
Schools, coaching institutes, tutoring centres and course creators can use whatsappx.si to handle admissions enquiries, batch questions and parent follow-ups on WhatsApp from one shared inbox. Counsellors work the same number with their own logins, each enquiry has one owner, keyword auto-replies answer the daily FAQs, and follow-ups go out from people, in small batches, only to families who opted in.
Why do admissions teams need a shared WhatsApp inbox?
Most enquiries to an institute now start on WhatsApp: Which batch starts in July? Can I get the syllabus? Is there a demo class? The number on the banner usually lives on one phone, so one counsellor becomes the bottleneck: enquiries wait during counselling sessions, and nobody else can see what was promised to a parent last week.
A shared inbox turns that number into a queue the whole admissions team can work. Each counsellor signs in with their own account, every chat has one owner, unread counts show who is still waiting, and new messages arrive live. The institute keeps the number families already know.
What does a typical day look like?
The scenario below is an illustrative example, not a description of any real institute.
Morning. A coaching centre with three counsellors has connected its existing WhatsApp Business number by scanning a QR code. Overnight enquiries are waiting when the first counsellor signs in: two parents asking about the new foundation batch and a working professional asking about evening classes. The counsellor answers the batch questions and assigns the evening-class enquiry to the colleague who runs that programme.
Midday. A keyword auto-reply answers any message that mentions "timing" or "address" with class hours and a map link. Questions that need judgement, such as a scholarship request, stay with a person.
Afternoon. The second counsellor sends demo-class confirmations to families who asked for them, five to ten at a time, checking the inbox for replies between batches. A parent who replies "can we come at 5 instead?" is handled in the same thread.
Evening. The centre head checks that nothing is unread and every open enquiry has an owner. No counsellor took the admissions phone home.
Which whatsappx.si features matter for education and coaching?
What an admissions or student-support team needs to keep conversations moving without sharing one phone.
One inbox for every counsellor
All conversations on the admissions number in a single list with search, unread counts, images and documents inline, and live updates.
Assign each enquiry
Hand a chat to the counsellor who owns that course or batch so it has one clear owner. Agents see only the chats assigned to them.
Keyword auto-replies
Answer "timing", "address" or "syllabus" automatically, see how often each rule runs, and switch a rule off during holidays or once a batch is full.
Knowledge base for counsellors
Write short articles on batches, eligibility, fees and refunds, so any counsellor can search them by keyword and give families the same answer.
Roles for staff and faculty
Owner, admin and agent roles, plus email invites with expiring links that you can resend or revoke.
Official API and templates when you grow
Add numbers through Meta’s WhatsApp Business Platform and sync utility templates for confirmations outside the 24-hour window.
How does an institute get started?
Create a workspace
Sign up with email and password or with Google, verify your email and name the workspace after your institute.
Connect the number families already use
Scan the QR code from the WhatsApp or WhatsApp Business app on the admissions phone, as you would for WhatsApp Web. Recent chat history syncs in. If the number is brand new, use it normally on the phone for 15–20 days before connecting it.
Invite counsellors and the centre head
Send email invites and choose roles. Give the admissions lead admin rights and limit part-time counsellors to their assigned chats.
Write the answers you repeat every day
Create keyword auto-reply rules for timings and address, and add knowledge-base articles on batches and eligibility that counsellors can search while they reply.
Agree on how follow-ups are sent
Decide who sends demo-class confirmations and reminders, and keep to batches of 5–10 messages to families who opted in. For higher volume, connect a number through the official WhatsApp Business Platform and use approved utility templates.
One counsellor’s phone, or a shared inbox?
| Feature | One phone at the front desk | whatsappx.si, QR-linked number | whatsappx.si, official API number |
|---|---|---|---|
| Who can reply | Whoever holds the phone | Every invited counsellor, at once | Every invited counsellor, at once |
| Assign an enquiry to a counsellor | No | Yes | Yes |
| Keyword auto-replies | Greeting and away messages only | Yes | Yes |
| Shared knowledge base for counsellors | No | Yes | Yes |
| Keeps the advertised number | Yes | Yes | Uses a number you verify with Meta |
| Messages outside the 24-hour window | Free-form from the app | Free-form, as a linked device | Approved templates only |
| Phone must stay active | Yes | Used at least every 14 days | No |
| Meta per-message charges | No | No | Yes |
| Suited to | Solo tutor | Institute with a few counsellors | Larger institution, higher volume |
QR-linked numbers use WhatsApp’s linked-device feature, which allows up to four linked devices and logs them out if the phone is unused for over 14 days (WhatsApp Help Center). On the WhatsApp Business Platform, templates are the only messages allowed outside a customer service window (Meta for Developers).
What about student and parent data?
Admissions chats hold names, phone numbers and often the details of minors. Keep records in your student-information system; whatsappx.si is not a student database and holds no education-sector certification, and the institute remains responsible for the personal data it processes. Each staff member has their own login, roles decide who sees which chats (agents see only their assigned chats), and each workspace keeps its data separate.
In India, the Digital Personal Data Protection Act, 2023 is coming into force in phases, and its rules (Rule 10) require verifiable parental consent before processing a child's data (DPDP Rules, 2025). In the United States, state privacy laws may apply (California Attorney General, CCPA). Ask your own counsel what applies to you.
Frequently asked questions
Can multiple people use the same WhatsApp Business number at a coaching institute?
Can my institute send batch reminders and fee-due messages through whatsappx.si?
Can my WhatsApp Business account be banned for using third-party tools?
Do I need parent or student opt-in before sending WhatsApp messages?
Can whatsappx.si answer admissions questions automatically?
Related
Feature
Shared inbox
Answer customer WhatsApp chats as a team: one shared inbox with search, assignment, unread counts and live updates. Connect by QR code or the official API.
Feature
Knowledge base
Write your policies, prices and how-tos once as articles, then let every teammate find the right answer by keyword search while replying on WhatsApp.
Feature
Keyword auto-replies
Keyword auto-replies for WhatsApp: answer common questions instantly on the number you already use, with an on/off switch and a run count for every rule.
Feature
Team collaboration
Let several people reply from one WhatsApp number at the same time. Assign chats, set owner, admin and agent roles, invite by email and run multiple workspaces.
Feature
Connect by QR code
Link the WhatsApp or WhatsApp Business number you already use by scanning a QR code, like WhatsApp Web. Recent chats sync and your team replies from one inbox.
Feature
Official WhatsApp Business Platform
Connect Meta’s official WhatsApp Business Platform inside whatsappx.si: Embedded Signup, number verification, several numbers and templates synced with Meta.
Feature
API and webhooks
Send WhatsApp messages, list conversations and contacts, and receive incoming messages by webhook from your shared inbox. Bearer keys, signed webhooks, SSE.
Glossary
Linked device
A linked device is a companion (WhatsApp Web, desktop, tablet or another phone) connected to the WhatsApp on your primary phone, usually by scanning a QR code.
Glossary
Opt-in
Opt-in is a person’s permission to receive WhatsApp messages from your business. Meta requires it before you message anyone, and opt-outs must be honored.
Glossary
Customer service window
The customer service window is a 24-hour timer on the WhatsApp Business Platform that opens when a user messages or calls you and allows free-form replies.
Use case
Clinics & healthcare
Let the front desk and doctors answer appointment questions on one WhatsApp number: shared inbox, assignment, keyword auto-replies and patient-privacy basics.
Pricing
Pricing (USA)
Plans for the United States, billed in US dollars.
Bring your team into one WhatsApp inbox
Create a workspace, connect a number by QR code or the official API, and invite your teammates.