#Why do coaching institutes get so many repeat messages?
Parents and students ask the same questions every admission season: which batch, what timing, what fee, is there a demo class, when does the next batch start. Counsellors answer from their own phones, and the answers differ. An enquiry that arrives at night often waits until the next afternoon.
A shared inbox puts every conversation in one place. Chirpoo lets you assign each chat to a counsellor, add an internal note such as "wants the evening JEE batch", snooze it until the callback time and search later by name or number. Every chat shows the 24-hour reply window, so the team knows when free text still works.
Contacts carry tags, and one contact exists per phone number. Tag by batch, class and stage: class-10-board, evening-batch, demo-attended, fee-pending. Those tags become your filters for everything below. The shared inbox guide explains the basics, and tags and segments shows how to keep them tidy.
#How does Chirpoo sort enquiries by batch?
Start a no-code flow when a new message arrives. It sends one short message asking for the class, the subject and the preferred timing, tags the contact new-enquiry and assigns the chat to the counsellor on duty. When the parent replies, the counsellor adds the batch tag and answers.
Keep the flow short. One message with three questions is enough, and a counsellor can ask the rest. Test the flow before it talks to parents: Chirpoo has a test run and a shadow mode for this.
If you run ads, Chirpoo saves the ad's headline and link on the contact when someone clicks to WhatsApp, so you can see which ad brought which enquiry. Read click-to-WhatsApp ad attribution.
The AI agent can answer the fixed questions: batch timings, venue, documents to bring. It answers in your tone, never sends offers and hands over to a counsellor on anything about fee concessions. It stays off until you switch it on, so test it on last season's questions first.
#How do fee reminders work on WhatsApp?
A fee reminder is a utility message in Meta's terms, because it relates to an enrolment the family already has. Send it as an approved template, with the amount, the due date and a payment link or office instructions. Do not mix in a promotion.
Meta separates categories by price. Its pricing page states the basis:
Meta charges by category–market, and only for messages from businesses to users.
Meta bills those charges directly to you. Chirpoo adds nothing per message. Chirpoo can draft the template from a one-line description, such as "reminder that the second instalment is due", written to Meta's rules. Meta's review can take up to 24 hours, so submit templates before the month starts.
Chirpoo does not collect payments, so the template points to your existing way of paying. For the cost of each category, read utility vs marketing template cost.
#What does a good demo-class follow-up look like?
Tag the family demo-attended after the class. A flow can then send a thank-you template the same evening, and a second reminder two days later, with the counsellor's name and a question: "Which batch fits your timing?" If they reply, the chat lands with a person.
If the family never replied to your first message, you can send one approved template after the window closes. Free text works only within 24 hours of their last message, as the 24-hour window explained shows. A template that asks a question gives them a reason to reply, and a reply reopens the window.
Do not chase endlessly. Two follow-ups are fair. After that, tag them cold-lead and keep them for the next admission season, but only if they opted in to hear from you.
#How do you send parent broadcasts with consent?
Use broadcasts for timetable changes, test dates, holiday notices and new batch announcements. Chirpoo sends only to contacts who opted in, picks them by tag, and lets you schedule the send. If a parent did not read the message, Chirpoo can follow up automatically.
Collect the opt-in properly. Ask at admission, in the form or at the front desk, and record it. A parent who writes STOP or "band karo", or uses Meta's own opt-out, stops receiving marketing sends from Chirpoo. Meta decides each template's category, so keep admission offers in their own marketing broadcast and write notices as plain information.
Do not name students in a broadcast unless the parent expects it. A batch tag and a general message are enough. See the broadcast guide and why retry non-readers.
Chirpoo costs ₹999 a month, excluding 18% GST, with one number and five logins, enough for a head counsellor and four staff. An extra number is ₹250 a month, useful if you run a second centre. The trial is 14 days with every feature and needs no card. Also read WhatsApp for gyms for a similar booking-and-renewal setup.
Start free and tag your current enquiries by batch this week.
Frequently asked questions about Chirpoo and this topic
Can a coaching institute send fee reminders on WhatsApp?
Yes. A fee reminder tied to an existing enrolment is a utility message sent as an approved template. Include the amount and the due date. Chirpoo does not collect payments, so point the family to your usual way of paying.
Can I message all parents at once?
You can broadcast to contacts picked by tag, but only to people who opted in. Chirpoo tracks consent per contact, and STOP, "band karo" or Meta's own opt-out ends marketing sends to that person.
Can the AI agent answer fee questions?
It can repeat fees that you give it, such as a published fee per batch. Keep concessions, instalment changes and complaints with a counsellor by rule. The agent never sends offers, hands over to your team and stays off until you switch it on.
How do I stop enquiries getting lost at night?
Assign every new chat to an owner in the morning list, snooze the ones that need a callback, and let a flow ask for class and timing at once. The shared inbox shows each chat's reply window, so nothing waits unseen.