What the agent handles
- Answers program and intake questions
- Books advisor calls and tours
- Explains admission requirements
- Routes student account questions
- Emails program information
Education and child care
AI receptionist for colleges and career schools
Answers program, intake date and admission requirement questions, books campus tours and advisor calls, and routes current students to the right office.
CallerWhen does the next practical nursing intake start, and is there a waitlist?
CallerI'm an international student. Do you help with study permits?
CallerI need to drop a course but I don't know if I'll get my money back.
Where calls go
AdmissionsRegistrarFinancial aidInternational officeStudent services
Warm transfer: When a prospective student is ready to apply and has questions about funding, the agent warm-transfers to an admissions advisor.
What it books
Campus tours and advisor appointments
Why colleges and career schools miss calls, and what an AI receptionist changes
A college's phones follow the academic calendar. In the weeks before an intake deadline, prospective students call about start dates, prerequisites and waitlists, and admissions advisors are busy with info sessions and applicant calls. In the first two weeks of every term, current students flood the registrar with add and drop, timetable and fee deadline questions. International applicants call overnight from their own time zones. Career colleges feel it most, because a prospective student who can't get an answer today often enrols wherever answers first.
A RealVoice AI receptionist answers every one of those calls, many at once. It explains programs, intake dates and admission requirements, such as the grade twelve courses a program needs or how mature student status works at your school, from the information you give it. It books campus tours and advisor appointments, and texts the program page to the caller so they leave with something in hand. When an applicant calls to check on an application, it looks up whether the file and documents have arrived, once the team has connected it to your student records system during setup.
Current students are routed to the registrar, financial aid, the international office or student services instead of being bounced between them. When a prospective student is ready to apply and has funding questions, the agent warm-transfers to an admissions advisor. It doesn't give study permit or immigration advice, doesn't decide whether a course drop is refundable, and never promises admission or credit transfer.
Example call, start to finish
- CallerHi, I'm looking at your practical nursing program. When's the next intake?
- AI receptionistThe next practical nursing intake starts in January, and applications close at the end of October. Did you finish high school recently, or would you be applying as a mature student?
- CallerI graduated in 2009, but I never took grade twelve chemistry. Is that a problem?
- AI receptionistGrade twelve chemistry, or an equivalent upgrading course, is one of the program requirements. An advisor can tell you whether an upgrading course would fit before January.
- CallerHonestly, I'm ready to apply. I just need to know if I can get funding, because I'd have to cut back my hours at work.
- AI receptionistThen the right person is an admissions advisor, and Daniel is free now. I'll pass him what we've covered so you don't have to repeat it.
- AI receptionist(privately, to Daniel) Kayla Morrison, ready to apply for January practical nursing. Graduated 2009, no grade twelve chemistry, asking about funding because she'd reduce her work hours. Connecting now.
After the call: Daniel picks up already knowing the program, the missing prerequisite and the funding question. Had he been busy, the lead would have gone to admissions by text and email right away. Kayla has the program page by text, and the summary and recording are saved in the RealVoice portal.
How it fits your day
- Before intake deadlines
- Program, prerequisite and waitlist questions are answered as they arrive, and serious applicants are passed to an advisor while they're ready to talk.
- The first two weeks of term
- Calls about timetables, add and drop dates, parking and fee deadlines go to the right office, so the registrar's line isn't the catch-all.
- Overnight international calls
- Applicants calling from abroad reach someone at their own working hours, and the international office starts the day with a list of clean callback notes.
- Open houses and info sessions
- Registrations for campus tours and info sessions are booked and confirmed by text, including from people who saw an ad at 11 p.m.
Your software
Today it books campus tours and advisor appointments into the RealVoice schedule in the portal, routes current students to the right office, keeps each enquiry there with a summary and recording, and texts a confirmation for every booking. If your college runs Ellucian, Anthology Student, Populi or Destiny One, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A one-year diploma at a career college can carry $15,000 or more in tuition, and an empty seat can't be filled once the intake starts. If the admissions line misses eight calls a week in the month before a deadline and only one of those callers enrols at the school that called back first, that seat and its tuition are gone for the whole program. Try your own program numbers in the missed-call calculator on our homepage.
Questions colleges and career schools ask
Can it answer study permit questions?
It shares what your international office has written for applicants and books a call with that office. It doesn't give immigration advice or say whether a permit will be approved.
Will it tell a student if they'll get money back for dropping a course?
It reads out your published refund dates. Whether a particular student's drop qualifies goes to the registrar as a message with their student number.
Can it route current students to the right department?
Yes. You tell it which questions belong to the registrar, financial aid, the international office and student services, and it transfers or takes a message accordingly.
Can it handle the call volume in the first week of classes?
Yes. It answers many calls at the same time, so students don't sit in a hold queue during the busiest days of the term.
Can an AI answer our college admissions line after hours?
Yes. Prospective students can ask about programs, book a tour or an advisor call, and get the program page by text at any hour.
Can international applicants speak in their own language?
In many cases, yes. Along with English and French it handles many other languages, and it confirms with the applicant before it switches.
Hear it as your own college's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.