Capture Every Parent Enquiry Before Your Competitor Does

Yes. The AI is configured around the specific senior-secondary system that applies in each state, and it answers questions using the right terminology. For a Victorian parent the AI uses VCE subject names, study scores, the GAT, ATAR scaling, SACs, and end-of-year exams. For a NSW parent it uses HSC subjects, HSC marks and ATAR, the Selective School Placement Test, and Year 11 preliminary courses. For a Queensland parent it uses QCE general subjects, internal assessments IA1, IA2, IA3, and external assessment. The same applies for WACE, SACE, NTCET, BSSS, and TCE. Parents in any state get answers that sound like they have reached a tutor who actually knows their child's system, which is one of the biggest credibility signals in tutoring sales.

Patiently and with appropriate emotional acknowledgement, then with practical clarity. The AI starts by listening — letting the parent describe what has happened, what subjects are of concern, what the school has said, and whether the student has had tutoring before. The AI captures all of this without rushing to a sale. Once the parent has been heard, the AI explains your relevant packages (e.g. 1:1 maths catch-up for a struggling Year 8 student), quotes the rate, offers a trial lesson, and answers questions about realistic timelines. The AI is explicitly trained never to make false promises about how fast tutoring can recover ground or what ATAR or study score is achievable — honesty wins more bookings than over-promising.

Yes. During setup we capture your published pricing for every format — 1:1 in-centre, 1:1 at-home, 1:1 online, small-group in-centre, small-group online, holiday intensive programs, and specialty exam-prep workshops — and the AI quotes from this consistently. For a parent asking about Year 10 maths, the AI gives the 1:1 rate, the small-group rate, the online rate, and the in-centre rate, and explains what is included in each (assessment, progress reports, parent communication, take-home materials). Most parents end up choosing a format the AI recommended based on their situation, which is good for retention because the format actually fits the family's logistics.

Yes. We have integrations with TutorCruncher (the most common dedicated tutoring CRM in Australia), Teachworks, Class Manager, Cliniko (used by some tutoring centres especially those bridging into NDIS work), and the major general-purpose CRMs. The AI books trial lessons directly into the right tutor's diary with the student's year level and subject of concern tagged, sends pre-trial paperwork to the parent, and creates a CRM record with the full enquiry context. For centres running on spreadsheets or simpler systems, we can run a flat integration that emails structured intake summaries and produces a daily enquiry CSV.

It treats them as a distinct pathway because they need additional information capture. When the AI identifies an NDIS-funded enquiry (usually because the parent says so, or because the student has a diagnosis like ASD, ADHD, dyslexia, or specific learning disability), it captures the NDIS number, plan period dates, plan-manager type (self-managed, plan-managed, agency-managed), and confirms which budget category (almost always Capacity Building) is funding the tutoring. The AI then sends your standard NDIS service agreement to the parent or plan manager for signature before the first lesson, and books an assessment with your NDIS-experienced tutor. This avoids the common problem of starting NDIS work and discovering after three lessons that the paperwork is incomplete.

That is one of the biggest reasons tutoring centres use it. Late January (back to school for Term 1), late July (Term 3 — VCE/HSC parents realise exams are 12 weeks away), and the week NAPLAN results come home (mid-September) all generate enquiry spikes that crush single-person reception. The AI handles unlimited concurrent calls during the spikes without quote quality dropping, without conversion suffering, and without trial-lesson availability being misquoted. Most centres see their conversion rate during peak weeks rise rather than fall once the AI is in place — because every call gets answered and answered properly.

The AI is configured to always treat the parent or guardian as the primary contact and never to book a student directly without parent confirmation. The AI does not initiate contact with students by phone or message without explicit parent authorisation, and it does not capture or store student personal information beyond what is needed to book a lesson (year level, subjects, school). For NDIS or learning-support enquiries, any diagnosis information is captured only because the parent volunteered it for context, and it is stored with the same encryption and access controls as the rest of your patient information. The AI does not replace your Working With Children compliance — your tutors still need their WWC checks — but the way it handles enquiries supports rather than undermines your child-safe-organisation standards.