EdTech
Phase 1 inquiry chatbot
Tutoring & Learning Center (name withheld)
A website chat concierge that vets inquiries, answers questions, escalates what it shouldn't guess at, and books straight onto the calendar.
A tutoring and learning-support business — client name withheld. Its website was a brochure, not a front desk: every visitor who wanted to ask a question or book a consult had to leave a message and wait.
A brochure, not a front desk
- New-family inquiries came in through a contact form, with no answer until someone on staff got to it.
- Existing clients asking simple questions (policies, hours) still had to wait for the same inbox as new leads.
- Booking a consult with the team meant a back-and-forth over email to find a time, instead of just picking one.
What we built
1 · Inbound
A chat concierge lives on the website and answers the moment a visitor starts typing — no form, no wait.
2 · Understanding
The concierge (GPT-4o-mini reasoning, orchestrated through n8n) reads the message and works out what's actually being asked, then routes it.
3 · Routing
New inquiries get vetted and qualified. Existing-client questions about policies and hours get answered directly. Anything the bot shouldn't guess at — account-specific or sensitive — gets escalated to a real person by email instead of answered wrong.
4 · Booking
A qualified conversation books straight onto the team's live calendar, no email back-and-forth.
5 · Record & Report
Every conversation is logged, and a KPI dashboard gives the team visibility into volume and outcomes at a glance.
Results
This is an early, real number from the first weeks of Phase 1 — not a projection, and not scaled up.
- Verified3, in the first week the concierge was liveConsults booked
- Verified$2,000, from those bookings, in the first monthRevenue attributed
- QualitativeNew — the website had no self-serve booking path before thisChannel
An email inquiry agent was also built on the same pattern — it's ready, but deliberately held off until the current-client lookup it depends on is reliable enough to turn on safely.
Have a process that still depends on people?
If your website can't answer a question or book a consult on its own, this is the fix.
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