Enquiry & Waitlist
Responder
Reads each parent enquiry, checks available spots by age group in a Google Sheet, and sends a warm, personalised reply within two minutes, any time of day.
The problem worth solving.
When a parent fills in an enquiry form, a staff member reads it and writes back by hand. Replies depend on who is free, and enquiries spike on evenings and weekends, when no one is at the desk.
Parents are usually enquiring at several centres at once. The first warm, useful reply often wins the tour, and a reply that takes a day is a reply that comes second.
How it works.
We built an Enquiry and Waitlist Responder. When an enquiry arrives, Claude reads it, checks the available spots by age group in a simple spreadsheet the director already keeps up to date, and sends a personalised reply within two minutes.
It runs around the clock, including weekends. There is no complex software to learn: it connects to the centre's existing email and a Google Sheet they already manage.
1. Parent sends an enquiry. The website form submits as usual.
2. Claude reads it. The child's age, start date and any questions are picked out of the message.
3. Spots are checked. Availability by age group is read from the director's Google Sheet.
4. A warm reply is written. The response is personalised, and either offers a place or explains the waitlist.
5. The reply is sent. It goes out from the centre's own email, typically within two minutes.
What it delivers.
Replies within about two minutes, 24 hours a day.
Reads availability by age group from a Google Sheet.
Personalised to each parent's enquiry.
Handles waitlist responses as well as available spots.
Uses existing email, with no new software for staff.
The stack.
Got a process like this one?
If a repetitive task is eating your week, we can build the system that takes it off your plate. Let’s talk.