Peaks of requests nobody can keep up with
At the start of the year dozens of enquiries arrive every day, and the ones not answered in time end up at another academy.
Viliera CRM · Academies and training centres
The CRM for academies that fills your classes before term starts
Information requests pile up at the start of the academic year and in January, and each one is a prospective student comparing timetables and prices with other academies. Viliera answers every one in time and tells you who to call to close the enrolment.
Card required · Set up in minutes · Support in English and Spanish
Today · who to call first
3 pending- Pablo (family)New, not called yet · WhatsApp
- Irene C.Thursday session, not confirmed
- Sergio L.Interested: follow up today
Stages for academies
- New
- Contacted
- Info session booked
- Info session attended
- Interested
- Enrolled
The problem
What slips through every week
The same questions, over and over
Timetables, prices, levels, whether there is a placement test or trial class: the office spends the day answering the same things.
Interested students nobody wins back
They came to the info session, said they would think about it and nobody called them again before the class filled up.
How Viliera solves it
Features already in the CRM, applied to your day-to-day
AI for the usual questions
WhatsApp and website chat answer questions about timetables, levels, prices and enrolment with the information you give them, even at night. If something isn’t covered, they pass the conversation to the office.
A form with course and level
Ask for course, level, format and preferred timetable. If someone asks about two courses, there is no duplicate: it is the same student, with their whole history.
Info sessions and trial classes
In each teacher’s calendar, with email reminders and WhatsApp confirmation. Anyone who can’t come shows up so you can find another date.
“Today” in peak season
A prioritised list every morning: new requests not yet called, unconfirmed sessions and interested students with a pending follow-up. The urgent ones first.
New class announcements on WhatsApp
Campaigns using approved WhatsApp templates to announce a new intake or free places to people who asked for information and gave their consent.
Where enrolments come from
Reports by channel and stage: which campaign or page brings students who actually enrol, not just enquiries.
An example, step by step
September, from one message to an enrolment
An illustrative case with fictitious names: this is how Viliera is used on a normal day.
Sunday, 21:30
A question from a family
Pablo’s mother asks on WhatsApp about the B2 English course for teenagers. The AI replies with the timetables and price you gave it and asks which afternoon suits her best for the info session.
Monday, 10:00
A call from “Today”
Pablo appears as a new student not yet called. The office calls, confirms the afternoon and books Thursday’s info session.
Wednesday
Confirmation
The confirmation request arrives on WhatsApp and the family replies yes.
Thursday
Info session
After the session, Pablo moves to “Interested” with a follow-up in three days.
The following Monday
Enrolled
The follow-up comes back to “Today”. One call to clear up the timetable question and Pablo moves to “Enrolled”. At the end of the month, the report shows which channel he came from.
Frequently asked questions
Yes, with the information you give it: its instructions, a knowledge base and extracts from your website. If the question isn’t covered, it passes the conversation to a person in the office.
More industries
Viliera CRM for other industries
- CRM for clinicsFirst visits, WhatsApp confirmations and follow-up on every treatment quote.See page
- CRM for real estateBuyers and tenants with their source, viewings per agent and a portfolio that belongs to the agency.See page
- CRM for law firmsQualified enquiries, a first consultation in the calendar and a signed engagement letter.See page
- CRM for agenciesOpportunities with their UTM, discovery meetings and signed proposals.See page
We’ll show you with a case like yours
Tell us how you work and we’ll show you Viliera set up for your industry. Or get started on your own: 14 days free, card required.