The prospectus already answers them. It just cannot reply.
CustomerBot reads your prospectus, fee schedule, term dates and policy PDFs, then answers applicants in their own language at whatever hour they ask — and tells you which questions your documents fail to cover.
- ¿Cuándo cierra el plazo de solicitud?Spanish
- 入学要件は何ですか？Japanese
- Quels sont les frais de scolarité ?French
- क्या छात्रवृत्ति उपलब्ध है?Hindi
Three moments in the year that break the inbox
Open days & enquiry season
VolumeThe same forty questions arrive a thousand times: entry requirements, deadlines, what a conditional offer means, whether the course runs in January. All of them are answered somewhere in a document you have already published.
Application deadlines
UrgencyQuestions cluster in the last 72 hours and half of them arrive at night. An assistant that answers the deadline question correctly at 2am is worth more than a form that promises a reply in three working days.
Enrolment & induction
RepetitionFees, instalment plans, ID requirements, term dates, where to collect a card. Different audience, same shape of question — and the answers live in the same handbooks.
Start with the eight documents you already have
Institutions usually have far more written down than their websites make findable. Training is mostly an exercise in gathering what exists — the prospectus, the handbooks, the fee tables — rather than writing anything new.
Storage is 5 MB per assistant on the free plan and 40 MB on paid plans, which is a great deal more text than it sounds — PDFs are indexed as text, not stored as page images.
Prospectus PDF
Course structure, modules, contact hours
Fee schedule
Including instalment terms and deposits
Entry requirements page
Per course, per route
Term dates
The single most-asked page on most sites
Policy handbooks
Attendance, appeals, deferral
Accommodation guide
Costs, deadlines, what is included
Scholarship criteria
Eligibility written the way you mean it
Q&A from the enquiries inbox
Wording you already trust
Draw the line before you launch
The assistant should be confident about published facts and firmly unhelpful about individual circumstances. That boundary is set in the system prompt and enforced by handover.
It should answer
- Deadlines, term dates and fee amounts
- Entry requirements as published
- What a document or policy actually says
- How and where to submit something
It should hand over
- Anything about a specific application’s status
- Appeals, mitigating circumstances, welfare
- Fee waivers and discretionary decisions
- Anything a member of staff must sign off
One knowledge base, ninety-five languages
International recruitment is where this stops being a convenience. The assistant reads your English documents and answers in whatever language the applicant wrote in, so a prospective student in São Paulo gets the same fee information as one in Sheffield, at the same speed.
How multilingual answering worksQuestions from admissions teams
Can it read our prospectus PDF, including the tables?
Yes. PDFs are uploaded, parsed and chunked into the same index as your web pages, and image-heavy pages are put through extraction so text inside diagrams and scanned tables is not lost. Fee tables and module grids are the most common thing people upload and the most common thing they ask about.
How does it handle questions from international applicants?
It detects the language of the question and answers in it — over 95 languages — drawing on English source documents. You do not need to translate the prospectus to serve an applicant writing in Portuguese.
What stops it giving a student the wrong deadline?
Answers are retrieved from your documents and cite what they came from, so a wrong answer is traceable to a wrong or outdated page rather than to a black box. When a deadline changes, update the page and re-crawl — the assistant is corrected everywhere at once.
Can it see student records?
Not unless you deliberately connect one. By default it only knows the content you trained it on. If you do connect an endpoint as an API tool, treat it as you would any other integration and scope it to data you are comfortable exposing in a public chat window.
Can different departments manage their own assistant?
Team access is granted per assistant with owner, admin, editor and viewer roles, so admissions and student services can run separate assistants with separate knowledge bases and separate people.
Does it work on our existing CMS?
One script tag before the closing body tag. It works on WordPress, Drupal, Squarespace, Wix, Webflow and hand-rolled sites alike — there is nothing to install server-side.
Try it on the term dates page
It is the page your visitors ask about most and the one that is hardest to find. Train it on that and see how it answers.
Start free