WhatsApp Lead Follow-Up Sequence for play schools
Every new enquiry gets a 5-message follow-up over 7 days, automatically, so the leads you paid for stop going cold. Built for play schools in India, where the leak we see most is parents asking for admission process and fees.
What is included in the setup
- 5-step follow-up sequence written for your business
- Lead capture from forms, ads and WhatsApp
- Reply detection stops the sequence
- Weekly conversion report
What you need before the call
- The accounts the setup connects to (WhatsApp, Google or Meta)
- Your services, prices, timings and address
- Who receives alerts and reports
- Approval for the content the setup will send in your name
A normal day at a play school with this setup
- 7:30 AM, front desk opens admission enquiries on WhatsApp Business number and Facebook/Instagram lead form ads running for the new academic session; every new number is auto-tagged as a fresh lead.
- Bot sends Step 1 within 2 minutes: school name, age groups accepted (playgroup, nursery, LKG, UKG), and asks whether the parent wants fee details or a campus visit slot.
- If no reply by next morning, Step 2 goes out with the fee structure and admission process (registration, document list, trial day) so front desk is not repeating the same fee call 15 times a day.
- Step 3, sent 2 days later, shares available visit slots for the day - usually 10 AM to 12 PM when toddlers are calmer and the counsellor is free between drop-off and pickup rush.
- The moment a parent replies with any question - transport route, sibling discount, staff ratio - reply detection stops the sequence instantly and moves the chat to the counsellor's active-conversation list, so no duplicate message overlaps a real conversation.
- Step 4 and 5 (spaced across the week) go only to parents who stayed silent - a gentle reminder before admissions close for that intake batch, and a last WhatsApp with the registration link.
- Every Saturday evening, the owner or centre head gets a report: enquiries received, how many asked only about fees, how many booked a visit, and how many never replied - used to plan Monday follow-up calls before the new week's admission rush.
Rules and platform limits it works within
WhatsApp Business policy on template messages: the first message to a new parent must use an approved WhatsApp template (not free-form text), since the school starts the conversation. The setup writes and gets these templates approved so the sequence isn't blocked mid-admission-season.
24-hour session window: once a parent replies, free-form messages are allowed for 24 hours; after that, the bot switches back to templates automatically so the counsellor's replies still reach the parent.
DPDP Act 2023: parent and child names, phone numbers, and dates of birth collected through forms and WhatsApp are personal data. The setup stores only what is needed for admission follow-up and does not share numbers with any third party for marketing.
What the leak costs: a worked illustration
Assume the play school gets 6 admission enquiries a day through calls, walk-ins, and WhatsApp during the July-August intake season, 24 working days a month. If front desk misses or forgets to follow up on even 2 of those 6 daily (common when handling drop-off, pickup, and a ringing landline together), that is 48 missed follow-ups a month. Even 3 of those converting to admission, at a conservative Rs 8,000 registration plus first-month fee each, is Rs 24,000 lost in a single month.
Setup fee is a one-time Rs 10,000, and the care plan is Rs 2,000 a month to keep sequences, reports, and reply detection running. This is an illustration only - actual enquiry volume and conversion vary by location and season.
Questions play school owners ask
Parents ask the same fee and admission process questions every day. Will this actually stop that?
The bot answers fee structure and admission steps automatically the moment someone enquires, so front desk stops repeating it on calls. If a parent asks something specific - like transport or sibling discount - reply detection hands that chat to a person immediately.
We already run Facebook and Instagram lead ads for admissions. Does this connect to those?
Yes. Leads from your lead-generation ads and website enquiry forms flow into the same WhatsApp sequence as walk-in and referral enquiries, so no lead sits unanswered because it came from a different source.
Our admission season is only 2-3 months a year. Is the monthly plan worth it outside that period?
Many schools keep the care plan running for off-season enquiries (transfers, mid-year admissions) and the weekly report, which is lighter outside peak season. You can also pause and resume the plan aligned to your admission cycle - discuss this with us before signing up.
A sample conversation for play schools
Customer: Hi, I saw your board near the signal. Do you have admission for 2.5 years age group? Bot: Hi! Yes, we accept children from 2 to 2.5 years in our Playgroup batch. Fees start at ₹XX,XXX/year including activities. Would you like our admission brochure with fee breakup and timings? Customer: Yes please send Bot: Sending it now. We also have a free trial class this Saturday 10-11 AM if you'd like your child to experience a session before deciding. Should I book a slot for you?
Illustrative exchange from our guide for play schools; the live setup answers from your own knowledge card.
A typical week, before and after
| Situation | Before | After |
|---|---|---|
| Enquiry comes in during pickup rush (4-5 PM) | Sits unread till evening or next day | Auto-reply with fees/brochure within minutes |
| Parent asks about fees on WhatsApp | Coordinator replies whenever free, sometimes next day | Instant answer, no waiting |
| Parent goes quiet after first reply | Nobody follows up again, enquiry forgotten | Automated nudge on Day 2, Day 5, Day 7 |
| Weekend enquiry (school closed/chhutti) | No one available till Monday, parent moves on | Sequence runs regardless of office hours |
| Owner wants to know how many admissions ads are actually converting | Rough guess or manual WhatsApp scroll | Weekly report showing enquiries vs visits vs conversions |
| Multiple staff replying to same lead differently | Inconsistent fee info given out, confuses parents | One consistent, correct message every time |
How it goes
Message us
Business type, city, what is leaking. We reply within a business day with slots.
20-minute call
We fill the knowledge card for your play school. Setup fee is paid before the build starts.
Live within 48 hours
Once your platform access and Meta verification are complete (verification typically takes 3 to 10 business days). We test with you on a sandbox first.
Care plan
Monitoring, fixes, updates, reports. Cancel from any next billing date.
Guides for play schools
Same setup, other education business types
Tell us your business and the problem to fix first.
One WhatsApp message. We reply within a business day with the setup that fits, its fees, and call slots.