A website chatbot for tutoring centers, language schools and private schools

On a tutoring center or private school website, the person asking questions is almost always a parent, often late in the evening after the kids are in bed. They want to know what you teach, when, for how much, and whether their child will fit in. An Allinaa assistant answers from your approved program information and collects consultation requests, and it's set up to talk with adults, not children.

Parents ask, not students: designing for the adult audience

Write your greeting and knowledge for parents and guardians. A greeting like "Hi! I can answer questions about our programs, schedules and enrollment for parents and guardians" sets the tone. For adult learners, such as a language school's evening classes, the same applies: the assistant talks with the person paying for and choosing the program. If a child starts chatting, the assistant should keep to general program information and suggest that a parent get in touch.

Programs, levels, schedules and tuition from your pages

Typical parent questions:

• "Do you have SAT prep, or just math tutoring?"
• "My son is in 7th grade and behind in reading. Which program fits?"
• "Is tutoring one-on-one or small groups? In person or online?"
• "How much is it per month, and is there a registration fee?"
• "What happens if we miss a session?"
• "What qualifications do your tutors have?"

Answer each from your own pages and policies. For staff qualifications, write exactly what's true; the assistant repeats it to every parent. If your tuition depends on the program, publish ranges or a table, and the assistant quotes from it. When a question is about a specific child's needs, the assistant should offer a consultation rather than recommend a placement on its own.

Placement test and consultation requests

Most centers start with an assessment or a free consultation. The assistant asks up to three short clarifying questions, one at a time: grade level, subject, the main goal (catching up, test prep, getting ahead), and preferred days. Then the parent confirms their contact details and agrees to be contacted. You get an e-mail notification, the parent gets a confirmation, and the request appears in your inquiry inbox with a status and private notes. Allinaa does not connect to student information or scheduling systems. See lead capture.

Children's data: keep inquiries to the parent's details

The request form takes the parent's contact details and free-text boxes, and its fields can't be changed. Tell the assistant in the knowledge to ask only for grade and subject in the chat, and ask parents in the greeting not to write the child's personal details. Don't ask for the child's full name, birth date, school, report cards or learning diagnoses in the chat. Those details belong in your own enrollment process. The FTC explains the Children's Online Privacy Protection Act and how it applies to websites on its children's privacy page. Allinaa makes no claim about COPPA compliance; keeping children's details out of the chat is the design choice that reduces the risk. See also our privacy basics.

Families who speak other languages at home

Many families are more comfortable asking about school in their home language, even when the student is fluent in English. Standard includes 3 languages: American English plus two you choose, for example Spanish and Chinese. Premium covers all supported languages, 108 in the chatbot catalog today. Your program pages can stay in English; the assistant explains them in the parent's language. Mention in the knowledge which languages your staff can speak at the consultation. See multilingual support.

Enrollment season

Late summer, the weeks before exams and report-card time bring a wave of inquiries. Before each wave, update the knowledge: which programs still have space, start dates, any early-registration deadline, and summer or holiday schedules. Remove old dates afterward so parents don't see last year's calendar. See seasonal peaks.

Illustrative conversation

Illustrative example, not a real conversation.

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Questions owners ask

Is the chatbot meant for students to use?

It's set up for parents, guardians and adult learners. Write the greeting for adults and keep children's details out of the chat.

What does a consultation request collect?

The parent's contact details with consent, plus grade, subject and preferred times as the parent gives them. The free-text boxes can receive anything, so the greeting asks parents not to write the child's personal details there.

Can it recommend which program my child needs?

It explains your programs from your pages. A recommendation for a specific child comes from your staff at the consultation.

Can it tell parents whether a tutor is free on a specific day?

No. It doesn't see your tutors' schedules. It collects the preferred days, and your coordinator confirms.