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Prospicience Consultancy
E05In production

A WhatsApp admissions helper for parents, built on an audited brief

Private pre-school

Prospicience turned a sixteen page brief from a private pre-school into a WhatsApp admissions helper for parents. We built the full answer bank, a defined reply and named hand off for each of eight question types, and an audit of the brief that caught every gap and contradiction, including a fee that differed across three sections, before launch.

pages reviewed
16
question types defined
8
repeated fee tables merged
3 into 1
hand-offs
to named staff
How it works
  1. 01

    Wrote a complete answer bank

  2. 02

    Defined a reply for each of eight question types

  3. 03

    Audited the brief and returned a list of every gap, blank...

The gate

The helper quotes only figures the school has confirmed, and anything unconfirmed is kept out of the answer bank. Every question it cannot answer goes to a named person with a promised response time, so parents always reach someone.

The challenge

The school's sixteen page brief was meant to become a WhatsApp helper for parents, but it contradicted itself and left key fields blank, including a fee that differed across three sections.

Why it mattered

Admissions questions arrive at all hours, and each one is a family deciding where to enrol. A helper built straight from that brief would have quoted one of three fees to parents, creating a commitment the school would then have to honour or retract.

What we built

  • Wrote a complete answer bank: classes, fees by year and shift, documents needed, policies, refunds, common questions and events.
  • Defined a reply for each of eight question types, with a named staff member to hand over to and a promised response time.
  • Audited the brief and returned a list of every gap, blank field, repeated table and contradiction, merging three repeated fee tables into one.

The result

  • An answer bank parents can rely on, built only from figures the school confirmed.
  • Eight question types, each with a defined reply and a named hand off.
  • Three repeated fee tables merged into one before any parent saw them.
  • A clear list of open items the school could close before launch.

Built for trust

The helper quotes only figures the school has confirmed, and anything unconfirmed is kept out of the answer bank. Every question it cannot answer goes to a named person with a promised response time, so parents always reach someone.

AI at work

AI answers parents' admissions questions on WhatsApp, from classes and fees to documents, policies and refunds, using only figures the school has confirmed. Anything outside the answer bank goes to a named staff member with a promised response time.

What it produces

  • answers to parent questions on WhatsApp
  • fee answers by year and shift
  • document and policy answers
  • hand offs to named staff

How it works, day to day

A parent messages the school on WhatsApp. AI matches the question to one of eight types and replies from the confirmed answer bank, or hands over to the named staff member. Figures join the answer bank only once the school confirms them.

Where it saves time, and gets better with use

  • Routine questions on classes, fees, documents and events are answered whenever they arrive, without a staff member picking up the phone.
  • Each of eight question types has a defined reply, so every parent gets the same confirmed answer.
  • Staff time goes to the questions that need a person, each routed to a named owner.

The technology

  • A complete answer bank: classes, fees, documents, policies, refunds, events
  • A defined reply for each type of question
  • A named person to hand over to, with a promised response time
  • A list of every gap and contradiction we found in the brief
  • Claude (Anthropic)
Technical notes
  • Structured intent taxonomy with a defined response and escalation path for each intent
  • Figures quoted only from client confirmed values, unconfirmed fields blocked from the answer bank
  • Conflict audit across the source document surfaced duplicate fee tables and blank required fields

Questions we get asked

What happens when a parent asks something the helper does not know?
It hands over to a named person with a promised response time. The helper never improvises a fee or a policy, so it never creates a commitment the school did not make.
Why did the project start with an audit of our own brief?
Because the brief contained a fee that differed across three sections. Raising it before launch took a day, and parents only ever see one confirmed number.
Can it quote prices?
Yes, but only figures the school has confirmed in writing. Anything unconfirmed stays out of the answer bank.

Related systems

Have a process that should run itself? Let us build it.

Tell us the problem. We will show you what we would build, how fast we can ship it, and what it will deliver, from a first pilot to a full platform.

Book a consultationcontact@prospicience.in