Created an AI calling workflow for an education business that qualifies ad leads, books trial classes, sends reminders, and updates CRM stages.
Challenge
An education and coaching business generated many leads from paid campaigns, but manual follow-up was slow and inconsistent. Sales staff spent time calling low-intent leads while serious prospects sometimes waited hours for a response.
Workflow approach
We built an AI calling agent that calls new leads, asks programme interest and availability questions, books trial classes, sends reminder messages, and updates CRM stages. Leads that need human help are routed to the admissions team with a transcript summary.
Observed outcome
Lead callbacks now happen in under 90 seconds, trial bookings increased 35%, and no-shows fell 22% through confirmation and reminder workflows. Staff spend more time speaking with qualified families and students.
Outcome metrics
- Lead callback time
- < 90s
- More trial bookings
- 35%
- Lower no-show rate
- 22%
- CRM follow-up
- 100%
Systems involved
- Retell AI
- Twilio
- GoHighLevel
- Calendly
- GPT-4o
- n8n