Independent School in Gloucestershire Streamlines Enquiries and Tour Bookings with a WhatsApp AI Concierge
Overview
Cotswold Vale Independent School introduced a compassionate, AI-powered WhatsApp concierge to help prospective parents get answers quickly and book campus tours or a call with the Head Teacher, Mrs Crampton. Parents often have specific concerns before shortlisting a school; the chatbot provides clear, caring guidance at any hour and removes friction from the admissions journey.
Why WhatsApp
- No apps to download: Parents start a conversation immediately.
- No new logins or passwords: Secure, seamless access in a familiar channel.
- Personal, familiar experience: A natural, human-like dialogue that feels supportive and discreet.
With instant responses and 24/7 availability, the school meets parents where they already are, reducing call backlogs and shortening time-to-tour.
What the chatbot covers
The concierge is trained on extensive, school-approved information and responds with empathy and clarity. It can address:
- School food: Menus, allergens, nutrition policies, and kitchen standards.
- Classes and staff setup: Class sizes, tutor structure, pastoral care, and specialist staff.
- Clubs: After-school and lunchtime options, schedules, and costs.
- Music lessons: Instruments offered, peripatetic teacher availability, and performance opportunities.
- Residential trips: Destinations, safety protocols, and payment timelines.
- Fees: Termly fees, what is included, optional extras, and typical payment schedules.
- School history: Ethos, heritage, and community values.
When parents are ready, the bot offers to arrange a school tour or a call with Mrs Crampton. It checks live availability, books or reschedules slots, and sends confirmations and reminders, ensuring a smooth, professional experience.
Admissions impact
- Faster first responses: Instant answers build confidence and reduce drop-off from busy parents.
- More tours booked: Real-time scheduling converts interest into campus visits.
- Reduced admin workload: Fewer routine calls and emails for the admissions team.
- Consistent, accurate information: One reliable source for policies, fees, and school life details.
- Warm, human tone at scale: Compassionate messaging that reflects the school’s ethos.
Parent experience
Parents gain a private, convenient way to ask about sensitive topics—like allergies, learning support, or residential trip safety—and receive clear, reassuring answers. The concierge makes it easy to move from questions to action by offering tour times or a call with the Head Teacher without leaving WhatsApp.
Safe handover when needed
The assistant recognizes when a conversation needs a human touch. It can schedule a call with Mrs Crampton for complex or sensitive matters and ensures the admissions team receives the relevant context to follow up promptly and thoughtfully.
Results in practice
The school now meets prospective families with timely, caring support around the clock. Parents feel heard, informed, and ready to visit, while the admissions team gains time for high-value, personal interactions that strengthen community relationships.
Example Conversations
Below are some example conversations between a user and the chatbot, whilst fictional, they have been generated by the same AI that powers the chatbot and represent realistic interactions.
1. Parent asks about nut allergy at lunch; bot explains protocols, shares menu, books tour with Head, sends arrival/parking reminder.
Hi, my son has a severe nut allergy. How does the school manage allergens at lunchtime?
Thanks for sharing that—your child’s safety is our priority.
- Weekly menus: Nut‑free across campus; detailed allergen matrix published weekly.
- Kitchen protocols: Approved nut‑free suppliers, segregated prep, colour‑coded kit, dedicated allergen station, batch records.
- Labelling: Every dish clearly labelled; servers double‑check requests.
- Staff training: All staff complete allergen awareness and annual anaphylaxis/EpiPen drills.
Would you like the upcoming menu PDF? I can also arrange a tour or a quick call with our Head, Mrs Crampton.
Yes please to the menu. Also, what tour slots do you have next week?
Here’s the upcoming menu: Download PDF.
Next week’s tour availability:
- Tue 30 Sept – 10:30
- Tue 30 Sept – 12:15 (see lunchtime in action)
- Thu 2 Oct – 09:15
- Fri 3 Oct – 13:00
What suits you? If you choose lunchtime, I’ll brief catering about your child’s allergy.
Tuesday 30 Sept at 12:15 sounds perfect. It’s for me and my son, Leo (Year 3 next Sept). Could we briefly meet Mrs Crampton?
Wonderful—holding Tue 30 Sept, 12:15, for you and Leo.
Mrs Crampton is free 12:45–13:00; I’ll add a quick meet.
Please share:
- Your full name
- Mobile
- Car registration (for visitor parking)
- Any access needs
May I note Leo’s nut allergy for catering on the day?
Sure — I’m Sarah Douglas, sarah.douglas@email.com, 07700 900123. Car reg AB12 CDE. No access needs. Yes, please flag his nut allergy.
Thanks, Sarah. You’re booked: Tue 30 Sept at 12:15; meet Mrs Crampton at 12:45. Attendees: you and Leo.
I’ve noted Leo’s severe nut allergy and briefed catering.
You’ll get an email confirmation shortly. I’ll send a WhatsApp reminder the day before with arrival and parking details. If plans change, call the School Office on 01452 555 321.
Thank you! That’s really reassuring.
Friendly reminder for tomorrow: Tue 30 Sept, 12:15 tour (meet Mrs Crampton 12:45).
- Arrive 10 mins early to Main Reception, Green Lane (GL4 1AB).
- Visitor parking: left car park, signed “Visitor”. Your reg AB12 CDE is pre‑registered.
- Please bring photo ID and Leo’s EpiPen.
- If delayed: 01452 555 321.
We look forward to welcoming you both.
2. A parent asks about Year 5 fees and extras; the chatbot details costs, discounts, links policy, books a bursary call, and emails an overview.
Hi, we’re exploring Year 5 for our daughter next September. What are the termly fees, what’s included, and are music lessons extra? We also have a younger son—any sibling discounts? And how do bursaries work?
Thanks for getting in touch—happy to help.
- Current Year 5 termly fee: £4,650.
- Included: tuition, curriculum books/resources, lunch and snacks, most day trips, many clubs, pastoral care.
- Optional extras: instrumental music £24 per 30‑min lesson, LAMDA from £12/session, after‑school care £6/hour, minibus £3.80/journey, residentials charged at cost.
- Sibling discount: 5% off second child, 10% off third+.
Full details: Fee Policy.
For bursaries, we offer means‑tested awards—best discussed confidentially with our Head Teacher, Mrs Crampton. Available call slots:
- Thu 10:00
- Fri 10:30
- Mon 16:00
Which suits you?
Friday 10:30 works. Please book it for the Taylor family, and could you email a fees/charges overview to taylor.family@example.com?
All set—your call with Mrs Crampton is booked for Friday 10:30. We’ll ring you on this WhatsApp number unless you prefer another.
I’ve emailed a concise fees/optional extras overview and our Fee Policy to taylor.family@example.com. A calendar invite is on its way.
Would you like me to pencil in a campus tour as well?
3. Parents ask about wraparound care; bot shares times, prices, proposes tour; books; later reschedules to new date and updates confirmation.
Hi, we’re both working parents. Do you offer wraparound care and after-school clubs? What are the times and costs?
Absolutely — we’ve got you covered.
- Breakfast Club: 7:30–8:30, healthy options. £4/session.
- After‑school clubs: 3:30–4:30 (Mon–Fri): Sports, STEM, Art, Choir. £3/session.
- Extended Day: 4:30–6:00 with light tea. Pick-up at 4:30, 5:15, or 6:00. £8/session.
Would you like a late‑afternoon tour while clubs are running? I can book Thu 4:15, Fri 4:30, or Mon 4:15. Prefer a quick call with Mrs Crampton instead?
Thursday 4:15 works. Our son is in Year 2. What’s the sign‑up like?
Perfect—Year 2 can join all clubs listed.
Sign‑up: reserve weekly via Parent Portal; ad‑hoc spots often available. Same‑day changes by 12:00.
Shall I confirm Thu 4:15? I’ll need parent names and an email for the booking.
Please book under Alex and Priya Patel. Email: priya.patel@example.com. Thank you!
All set! I’ve booked your tour for Thu 4:15 with Mrs Crampton.
- Meet at Reception at 4:10; visitor parking signed on arrival.
- You’ll see clubs in action around 3:45–4:45 and Extended Day.
I’ve emailed priya.patel@example.com your confirmation and details. Manage or reschedule here: View booking.
Hi, sorry—work clash. Could we move the tour to Tuesday at 4:30?
No problem—I’ll check Tuesday 4:30… Done!
- New slot: Tue 4:30 with Mrs Crampton (arrive 4:25).
- Same plan: clubs in session; parking at Reception.
I’ve updated your booking and emailed a fresh confirmation. Your link stays the same: View booking. Anything else I can arrange?
4. Parent enquires about violin; bot shares teachers, lessons, boards, ensembles, books rehearsal tour, checks capacity, adds greeting note, and schedules headteacher call.
Hi! My daughter loves music and wants violin lessons. Do you offer them, and could we come for a visit?
Absolutely—violin is popular here. We have peripatetic teachers:
- Ms Patel (Mon/Wed)
- Mr Hughes (Fri)
Lessons: 20, 30, or 45 mins. Exam boards: ABRSM and Trinity. Ensembles include Junior Strings (Y3–6) and Chamber Orchestra.
I’d recommend Wed 1 Oct at 10:30 for a tour, with a chance to observe Junior Strings rehearsal at 10:45. What’s your child’s name/year and preferred days?
She’s Eva, Year 5, working around Grade 2 pieces. Wednesdays after school suit us. What are the fees, and can we hire a violin?
Great—Eva will fit right in. Fees per lesson (10 per term):
- 20 mins £16
- 30 mins £24
- 45 mins £34
Violin hire: £30/term with a £50 refundable deposit. Ensembles are open once she settles.
Shall I pencil Wed 1 Oct 10:30, including observing rehearsal? How many will visit?
Yes please—two of us: me and Eva. Book it.
Lovely—one moment while I check rehearsal visitor capacity and secure the slot…
All set! I’ve reserved Wed 1 Oct, tour at 10:30 with Junior Strings 10:45–11:15. I’ve added a note for the Music Department to greet you and Eva (violin, approx. Grade 2).
Would you like a quick call with our Head, Mrs Crampton? Next slots: Tue 16:00 or Thu 09:15.
After the tour would be perfect—please book Thu 09:15.
Done—call with Mrs Crampton booked for Thu 09:15. We’ll text your confirmations shortly.
Anything else I can help with—clubs, school lunches, or trips?
