Education and training

Enrolment, payments and course messages that run themselves

A training provider takes enrolments and payments on its website, sends course communications and certificates automatically, and gives students an assistant that answers from the school’s own materials.

Language school and training provider, 14 people

Courses this term

EEnglish B2, evening groupStarts next Monday · waiting list open12/12
GGerman A1, intensiveEnrolment open7/10
BBusiness writing workshopCompany group · invoice to the employer9/15
IItalian A2, onlineMinimum group size not reached yet3/8

Tools we typically use: Next.js, Payload CMS, Card payment provider, Custom CRM or HubSpot, n8n, Claude or GPT models, PostgreSQL, Your accounting software
Services involved: Websites and e-commerce, Business automation, AI integrations

The build at a glance

1enrolment flow from the website to the group list

4systems connected

5messages scheduled around each course

1handover to staff when the assistant has no answer

The sector

A course business sells places in groups that start on fixed dates.

Before a course begins, each student has to be placed at the right level, enrolled, invoiced and told where and when to come. During the course there are schedule changes, materials and absences. At the end there are certificates and the question of who continues to the next level. The same cycle repeats every term, with the same questions from every new group.

Where the time goes

Enrolment was a form that sent an email, after which the office replied with payment details and waited for a bank transfer. Group lists were kept in spreadsheets and updated when payments were noticed. Students wrote with the same questions about levels, timetables and payment, and the office answered each one. Certificates were filled in by hand at the end of the term. The director put together the numbers on enrolments and group sizes whenever a decision had to be made.

Enrolment needs several emails before a place is confirmed
Group lists and payments are matched by hand in spreadsheets
The same questions are answered again every term
Certificates and end-of-course messages are prepared one by one

One system around how the work is done

Assistant for student questions

I missed the first lesson of German A1. Can I still join, and where do I find the materials?

Yes, you can join until the **third lesson**. The materials for the first lesson are in your student area under German A1. I have let the office know that you will start in the second lesson.

Course rules searched Enrolment looked up Note left for the office

01
Online enrolment with payment: the student chooses a course, pays by card or receives an invoice, and the place is confirmed at once
02
A placement test on the website, with the result suggesting a level that a teacher confirms
03
Enquiries that do not end in enrolment kept in the CRM, with a follow-up before the next term
04
Course communications sent on schedule: welcome, timetable, materials, changes and the invitation to continue
05
Certificates generated from attendance and results once the teacher has confirmed them
06
A knowledge-base assistant for student questions, answering from your course descriptions, timetable and rules, and handing over to the office when it does not know
07
A report on enrolments, group sizes and payments per course and term

How the project runs

Four steps, one process at a time

01
Map the process
We follow one term from the first enquiry to the certificates and collect the questions students ask most often.
02
Pilot one process
Online enrolment with payment goes live first, for a few courses, with the group lists filled in automatically.
03
Extend
Course communications and certificates follow, then the assistant and the reports.
04
Care
We update courses and messages before each term and review the questions the assistant could not answer.

What changes for the team

A place is confirmed when it is paid for, not several emails later
Group lists and waiting lists keep themselves up to date
Students get answers from the school’s own rules and timetable
Certificates are issued once the teacher has confirmed the results

A student enrols and pays in one go, and the group list is correct without anyone updating it. Messages around the course go out on time, and common questions are answered at any hour. The office handles the exceptions, and the director reads enrolments per course from one report.

A composite scenario based on typical projects in this sector. It does not describe a named client, and the sample data is illustrative.

The same working day, before and after

What a few ordinary moments look like once the system is in daily use.

BeforeAfter

A student wants to enrolThey fill in a form and wait for an email with payment instructions.They choose a course, pay, and receive a confirmation with the timetable.

A group fills upThe office notices when counting the spreadsheet and writes to latecomers.Enrolment closes on its own, and a waiting list opens.

A question on a Sunday eveningIt waits in the inbox until Monday.The assistant answers from the course rules, or passes it to the office with the context.

A lesson is movedSomebody writes to every student in the group.The change is entered once, and the group is notified.

The course endsCertificates are filled in by hand, one by one.Certificates are generated after the teacher confirms attendance and results.

Questions from this sector

Employers often pay for their staff. Can the system handle that?

Yes. Enrolment can be made on behalf of a company, with an invoice issued to the employer and the students added to the group once the order is confirmed.

What does the assistant answer from, and what if it is wrong?

It answers only from the materials you give it: course descriptions, timetables and rules. When the answer is not there, it says so and passes the question to the office. We review those questions with you and fill the gaps.

Can it connect to the online classroom we use?

If the platform offers an interface for adding students to courses, enrolment can do that automatically. We check your platform during the mapping.

Are payments by instalment possible?

Yes. The instalment plan is set per course, reminders go out before each due date, and the office sees who is behind without checking bank statements line by line.

Who decides a student’s level?

A teacher. The placement test suggests a level, and a teacher confirms or changes it before the student is assigned to a group.