We built an AI-powered WhatsApp assistant that handles parent enquiries around the clock, eliminating wait times and freeing up admin staff entirely.
Allied School
K-12 Private School Network
Automation Systems
Some of the Systems We Built for Allied School
Monthly Fee Voucher Dispatch
Every 1st of the month, n8n fetches all fee challans from the school database and delivers them to each parent on WhatsApp — one by one, automatically.
Automated Follow-Up Sequence
If a fee goes unpaid, the system sends a personalised follow-up at day 7, 14, and 21 — with full chat history context, no manual effort required.
AI-Powered Parent Assistant
Parents message on WhatsApp to ask about pending fees, exam dates, or bus routes. The AI fetches live data from the school system and replies instantly.
Outcomes
- Reduced parent response time from 24 hours to under 30 seconds
- 100% of routine enquiries handled without human intervention
- Freed 3 full-time admin staff to focus on higher-value tasks
- Parent satisfaction score increased from 62% to 94%
- System handles 1,200+ conversations per week
Challenge
Allied School’s front-desk team was drowning in repetitive parent queries: fee schedules, bus routes, exam dates, uniform availability. With 2,000+ enrolled families, the phone lines were jammed from 7 AM to 10 PM, and staff turnover was climbing because of burnout.
Solution
- Deployed a custom WhatsApp AI assistant trained on the school’s policies, calendar, and fee structure
- Integrated with the school’s student information system for real-time data (attendance, grades, transport)
- Built an escalation flow that routes complex issues to the right department head automatically
- Added multilingual support (English, Urdu, Arabic) to serve the full parent demographic
- Created an admin dashboard so leadership can monitor conversation volume and sentiment weekly