2.4x
enrollment conversion rate
73%
of demo sessions booked via AI agent
51%
less counselor follow-up time
Goals
- Handle the volume of program inquiries without increasing headcount
- Convert more leads to demo sessions within the first 24 hours of contact
- Give counselors a smarter system for working high-intent prospects
Solutions
- AI admissions agent handling program queries, fee structure, and scholarship questions 24/7
- Automated demo session booking integrated directly in the WhatsApp conversation
- 7-day nurture sequence for undecided prospects with social proof and urgency triggers
BrightPath Academy runs professional upskilling programs in data, technology, and business strategy, catering to working professionals and recent graduates across India. Their lead volume from Meta and YouTube campaigns was strong, but enrollment conversions were not keeping pace.
The admissions team was fielding the same set of questions repeatedly — syllabus, fees, placement support — while high-intent leads waited hours for a response and often went cold.
The problem: visibility and control gap across conversations
Counselors were handling hundreds of first-touch inquiries manually each week. With the same questions recurring across every conversation, most of their day was consumed by top-of-funnel interactions that didn't require human judgment.
Leads who didn't hear back within a few hours moved on. The team lacked a structured re-engagement system for prospects who had shown interest but hadn't committed.
The XploreByte solution
AI admissions agent
XploreByte deployed an AI agent trained on BrightPath's program catalog, fee structures, scholarships, and placement outcomes to handle all first-touch inquiries.
The agent responded instantly at any hour, answered program-specific questions accurately, and collected key details before handing off to a counselor — with full context already in view.
Integrated demo booking
Once a prospect was qualified by the AI agent, they were offered a demo session booking directly within the WhatsApp conversation.
Counselors received the booking with the prospect's profile and conversation summary, allowing them to open the session with full context rather than repeating discovery questions.
7-day nurture sequence
Prospects who didn't book after first contact entered an automated 4-touch sequence over 7 days, including student success stories, program outcome data, and limited-seat alerts.
Counselors were notified when a nurtured prospect re-engaged, prompting a timely personal outreach at the right moment.
“We had the leads but we didn't have the bandwidth to work them properly. The AI agent gave every prospect the same attentive, fast experience regardless of when they reached out — and our enrollment numbers showed it immediately.”
Riya Verma, Head of Admissions, BrightPath Academy
The results
- Enrollment conversion rate improved 2.4x compared to manual admissions process
- 73% of demo sessions are now booked directly through the AI agent without counselor involvement
- Counselor follow-up time reduced by 51%, allowing the same team to handle 2x the lead volume
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