Callivera · An industry-ready agent for your business
Capture course inquiries, placement-test requests and schedule questions using school-approved information.
Where customers slip away today
Those interested in courses often call after work when the office is closed. A lack of response means a potential student will call another school.
In September and January, the number of enrollment inquiries rises drastically. Staff cannot keep up with calls, leading to chaos and frustration for callers.
Scheduling dozens of people for short interviews or tests takes a lot of time. The office spends hours coordinating dates with teachers.
A defined solution, not an empty builder
Start with an industry workflow: questions, intake details, and clear boundaries. Tailor knowledge, hours, and human handoff to your business.
You approve the scope. The agent does not invent prices, availability, or outcomes.
Language schools / Incoming calls
Callback details, the reason for calling, and a next step for your team.
Ask about the language, adult or youth course category, online or classroom preference and available days. Describe only published formats. Let an instructor determine level; a caller saying “intermediate” is a preference to assess, not a placement decision.
300 included minutes · €0.39 per extra minute.
What to prepare first
This selection compares the offer; it does not save or activate an agent. AI Receptionist: €149/month, 300 minutes. Outbound and chat: scope and pricing confirmed separately.
„Hello, I'd like to enroll my 8-year-old daughter in English classes. Are there still spots in afternoon groups?”
Agent: Hello! We have spots available for 8-year-olds on Tuesdays and Thursdays. Would you like to schedule a short meeting with a teacher?
Your team gets: The agent checks availability and pre-books a screening appointment.
„How much is a semester of beginner Spanish and can I pay in installments?”
Agent: The beginner course is 1200 PLN per semester. You can split the payment into 4 installments. Should I email you the detailed price list?
Your team gets: The customer receives specific financial information and offer materials.
„Hello, this is Jan Kowalski, I won't be able to make it to today's 5:00 PM lesson.”
Agent: I've noted that, Mr. Kowalski. I'll pass this immediately to your teacher. Would you like to ask about make-up class options?
Your team gets: The teacher is notified of the absence without involving the office staff.
„Do you offer conversation classes exclusively with native speakers?”
Agent: Yes, we offer special conversation blocks with teachers from the USA and UK. What is your current level of proficiency?
Your team gets: The agent verifies the customer's needs and encourages an initial interview.
„Where exactly is your school located and is there parking available?”
Agent: Our school is at 12 Polna Street. There is a public parking lot for our students directly under the building.
Your team gets: The customer gets logistical information that makes it easier to reach the school.
„Do you organize intensive courses in July?”
Agent: Yes, we run two-week intensive courses in July. Classes are every morning. Are you interested in a specific language?
Your team gets: The agent promotes the seasonal offer and collects contact data.
Know what you are buying
Choose the agent’s job. Define intake fields, questions, urgent situations, and the person who handles exceptions.
Your services, service area, hours, contact rules, and approved answers. Missing information goes to your team.
Review mistakes, opt-outs, unavailable slots, and human handoff. Activate services only after verifying connections.
Language-school reception helps callers find the next administrative step, not a guaranteed learning outcome. AI can ask which language, location and course format they want and collect a placement-test request. It should not assign a language level from a short call, promise exam success or confirm admission to a group without the school’s approval.
Ask about the language, adult or youth course category, online or classroom preference and available days. Describe only published formats. Let an instructor determine level; a caller saying “intermediate” is a preference to assess, not a placement decision.
Record availability and callback details. Explain the approved test format and whether a fee applies. The school confirms the appointment and result. Do not say a test has been booked or a student admitted until the scheduling process accepts it.
Give general timetable and office information. Changes of group, refunds and progress reports require staff verification. For children, keep the first intake with a parent or authorized guardian and avoid collecting a child’s detailed personal circumstances.
Illustrative script, not a real call.
Caller
I am interested in an evening Spanish course.
AI receptionist
Would you prefer online classes or a classroom location?
Caller
A classroom.
AI receptionist
Which evenings work for you? The course coordinator can confirm the appropriate group after placement.
Approve business knowledge, data handling and routing rules. Test phone, calendar and staff handoff with fictional data. Saving a draft agent does not activate live calls.
Our voice assistant uses a natural tone and is configured to reflect your school's character. Customers appreciate immediate help more than a busy signal, and a warm welcome builds a professional image.
The agent doesn't decide group placement – that's the teacher's role. The assistant efficiently gathers student preferences and schedules them for a placement test, saving time and organizing recruitment.
The agent relies on materials you provide. If the discount system is complex, the assistant presents the general rules and leaves the detailed calculation to a staff member, noting the callback request.
Our technology handles various accents and speech patterns well. If there's a misunderstanding, the agent politely asks to repeat or transfers the call to a human, ensuring the caller's comfort.
The agent answers only from the offer, prices and rules you approve.
We check common and difficult questions with fictional data before anyone calls.
We test when the agent stops and who receives the case.
The number and calls go live only after you agree.
Free implementation consultation
No setup on your side. We'll get in touch, review your phone workflow, prepare the agent on approved knowledge and launch only after you approve.
AI Receptionist from €149/month · 300 min included
Language schools receive course inquiries, level questions, and scheduling calls mostly after office hours. Callivera's AI receptionist handles these calls, captures caller details, and passes them to teachers or coordinators. Our team deploys the agent once you submit an inquiry through the form.
Parents enrolling children in an English course, or adults looking for evening classes, typically call in the evening once the office is already closed. The AI receptionist answers these calls, presents the current course offer based on materials the school has approved, answers questions about age groups and levels, and books a call with a coordinator for a placement test or enrollment.
Many callers do not know which level to enroll in, so the agent directs them to the right next step, booking a free placement test or a call with a methodologist. The agent does not assess language level itself and does not assign a group, since that decision belongs to a teacher or program coordinator after the test, keeping enrollment consistent with the school's methodology.
If a school wants to call back people who left an inquiry through the website form or at an open day, that outbound calling service is scoped and priced separately. The agent confirms interest in a specific course, asks about preferred class days, and books a callback with a coordinator, contacting only people who agreed to such a call, with an option to opt out at any time.
We'll prepare this agent for your business.
Send an inquirySeptember and January are the busiest months for a school's phone line, and every missed call is a potential student who enrolls elsewhere. The voice agent works alongside staff, absorbing overflow calls during peak hours, and after office hours it remains the only point of contact capturing inquiries for the next business day.
After you submit an inquiry, our team agrees with you on the course offer, typical candidate questions, and the content the agent may use during calls. We configure the agent, test it against sample inquiry scenarios, and launch it only after your approval. The Recepcjonista AI plan costs 149 €/month including 300 minutes, with extra minutes billed at 0.39 €. Outbound calling and website chat are quoted separately based on scope.
Before the agent starts talking with candidates, we agree together on the materials it will use: current course pricing, group schedules, a methodology overview, and the most common questions from parents and adult students. The agent answers strictly based on this approved content, and for unusual requests, such as individual discounts or shifting a payment deadline, it passes the call directly to the office or coordinator instead of deciding on its own.
A parent calls after 8 pm, once the office is closed, asking about an English course for a 9-year-old and what weekday time slots are available. The agent presents the current group offer for that age range based on the schedule the school has approved, explains that joining a specific group follows a short placement test, and asks for preferred days and the parent's contact details. It does not enroll the child itself or collect any payment; the captured details go to a coordinator who calls back the next business day to schedule the test and confirm details. This way, an inquiry made in the evening is already logged and assigned instead of waiting until morning.
For language schools, late August and September are critical times when the year's financial results are decided. The number of calls from parents and adult students exceeds the capacity of a standard office. The Callivera AI receptionist becomes key support, answering every call without delay. The agent can handle multiple callers simultaneously, gathering enrollment data and answering common questions about dates or prices. This way, the school doesn't lose a single potential student, and the team can focus on finalizing contracts and organizing groups.
Customer service in a language school doesn't end with enrollment. Daily life involves dozens of calls about class cancellations, group changes, or payment questions. The AI assistant relieves the office of these repetitive tasks. A student can report an absence at any time, and this information immediately reaches the right teacher. The agent can also inform about upcoming workshops, cultural events, or installment deadlines. Such proactive and efficient communication increases student loyalty.
If a school has several locations, managing calls becomes a logistical challenge. The Callivera AI receptionist can intelligently route inquiries to specific branches based on the caller's preferences. Customers don't have to look for numbers for individual locations – one smart assistant provides information on group availability across the city. The agent has access to schedules for all branches, allowing for an instant search for a convenient class time near the student. This simplifies the customer journey and builds a consistent educational brand.
This page also answers:
Use your assumptions, not someone else’s promises. Compare potential customer contribution with the offered plan cost.
An estimate, not a forecast or ROI guarantee. Contribution is revenue minus the cost of serving that customer. Setup, other services and taxes are not included.
Your estimate appears when all four values are entered.
€149/month · 300 minutes included · €0.39 / extra minute
Design language switching, callback details and timezone confirmation for Polish and American callers.
A practical launch sequence covering business knowledge, access, call routing, action verification and fallback.
Review required information, staff ownership and automation boundaries before making a decision.
A caller can prefer an evening group without qualifying for its level or obtaining a seat. Capture format and availability first, then route assessment to the teacher and admission to the coordinator. Test a course that appears online but is not enrolling.
Keep the first callback addressed to the parent or guardian. General course information can be public; attendance and progress cannot. Document who may receive an update without using a friendly voice as identity verification.
Measure contacts that contain enough information for a coordinator, placement tests actually confirmed and admissions accepted by the school. Do not attribute exam results or enrollments to a captured phone preference.
