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WhatsApp CRM · Language Schools

WhatsApp CRM for Japanese, Korean and English schools

Someone messages about a Japanese class and gets a fee and a batch time back. But they did not know their own level, and the real question was whether this plan is worth a year of their life. InboxCRM keeps the level check, the honest answer and the follow-up together.
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Written for how language schools actually work

One-branch and two-branch institutes teaching JLPT-track Japanese, TOPIK-track Korean or spoken English and IELTS, where a front-desk coordinator answers WhatsApp between visitors.

Enquiry to registration takes days to two or three weeks, because a family discusses it and an agent is sometimes consulted. Check in on day three, again around day seven, and offer to close at two weeks.

Japanese enquiries build ahead of the July and December JLPT sittings. Korean surges follow exam announcements that arrive with little notice. English picks up around O/L and A/L results.

A normal day in your inbox

  • Are Japanese classes starting? How much is the fee?
  • I know nothing about Japanese. What is N5, exactly?
  • I want a Korean class to prepare for the EPS exam.
  • I already passed TOPIK 1. Is there a class for the next level?
  • If I go to Japan, will I get a job? What is the salary?
  • I failed the test. Is there a repeat batch, and a different fee?

Where the deals leak

  1. Enquiry
  2. Level check
  3. Fee and batch quoted
  4. Registration
  5. First class
  6. Mid-course weeks
  7. Exam batch

Straight after the fee and batch are quoted. The enquiry arrived hot, often on news of an exam window, then goes quiet while they ask two or three other schools the same thing.

The fee answer never touched the real worry, and the duration sounded longer than the timeline they walked in with.

A board that matches your job

"Level checked" is the stage that does the work. Anything stuck at "New enquiry" means somebody was quoted without being asked anything.

  1. Stage 1

    New enquiry

    Language known, level and goal not yet.

  2. Stage 2

    Level checked

    You know whether they are at zero or continuing.

  3. Stage 3

    Fee and batch sent

    The right level's fee, schedule and duration have gone out.

  4. Stage 4

    Registered

    Signed up, documents in, start date given.

  5. Stage 5

    In batch

    Attending, exam sitting ahead.

  6. Stage 6

    Next level

    Finished a level, deciding whether to continue.

Tags worth having

  • Japanese N5
  • Korean TOPIK
  • IELTS
  • Absolute beginner
  • Evening only
  • Repeat student

Set it up once

Everything below happens inside WhatsApp Web, on the number you already use. No API, no new inbox.

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  1. 1

    Ask the level question before the fee

    One quick reply per language asking how much they already have: any Hiragana, any Hangul, any schooling in English. It is the only way the fee looks like it was meant for them.

  2. 2

    Keep the honest answer on a shortcut

    The job, salary and scheme questions arrive constantly. Write one careful reply saying what the class does, and pointing to the official source for requirements, instead of improvising under pressure.

  3. 3

    Follow up on the comparison gap

    Family discussion and an agent's opinion take days to weeks. A rule on "Fee and batch sent" gives you a day-three check, a day-seven note about the start date, and a two-week offer to close.

  4. 4

    Reopen a batch to people who already asked

    When a level opens, a campaign to past enquirers who agreed to hear from you beats answering the same anxious question fifty times, inside caps, quiet hours and a cooldown.

The messages that stall a sale

  • “The fee is too much, reduce it.”

    Usually means
    They have priced two or three schools and are testing who drops first.

    What works
    Hold it and explain what it buys: structured level progression, mock papers, a teacher who has taught that level.

  • “Will I get a job there? What is the salary?”

    Usually means
    They are asking whether the whole plan works, not about the timetable.

    What works
    Be plain: the class teaches the language and prepares for the exam. Requirements change and a school is not the authority, so send them to the official source.

  • “I don't know my own level.”

    Usually means
    Anxiety about being put in the wrong batch and wasting the fee.

    What works
    Ask one or two easy questions about what they have picked up already. Beginner rarely means zero here.

  • “I can only come at night after work.”

    Usually means
    A working adult expecting to be told there is no batch for them.

    What works
    Say which evening or weekend slots genuinely exist. A promised slot that clashes with a shift becomes next month's dropout.

Quick replies to save first

Copy these, swap the details in [brackets], and save them as quick replies so you stop retyping them.

  • Level check first

    Thanks for asking about the [language] class. Have you studied any [language] before, or would you be starting from zero? I'll tell you which batch fits.

  • The honest answer

    What we do here is teach [language] and prepare you for the [exam]. Decisions about jobs and visas are made elsewhere, and requirements change, so please confirm the current ones from the official source.

  • Missed two classes

    Hello, you weren't in the last two classes. Everything all right? I can share the notes if you want to come back.

Free tools that help here: WhatsApp Link Generator, WhatsApp QR Code Generator, WhatsApp Business Message Templates.

The parts of InboxCRM you'll use most

  • Quick replies

    The level question, the fee-by-level answer and the careful reply about schemes.

  • Follow-up rules

    An enquiry sitting quoted-but-undecided comes back before they register elsewhere.

  • Campaigns

    Tell past enquirers who opted in that their level has reopened.

  • Responsible sending

    Caps, quiet hours and cooldown, so an exam-window surge doesn't become a blast.

Questions from language schools

Can it work out a student's level for me?

No. It does not test, place or assess anybody. What it does is make sure the level question gets asked before the fee goes out, and keep the answer on the contact so the next person to open that chat knows who they are talking to.

Can I message everyone when a new batch opens?

You can run a campaign to a list you built yourself from people who agreed to hear from you. It sends slowly on purpose: conservative hourly and daily caps, quiet hours, a per-contact cooldown and a warm-up mode.

Does it know current exam or scheme requirements?

No, and it should not be used as if it did. Those rules change and a school is not the authority on them. The tool only stores the reply you wrote, which is why a quick reply pointing people to the official notice is worth setting up.

The director replies from a phone in the evening. Does that work?

The extension needs desktop Chrome with WhatsApp Web, so the board and quick replies are only on that computer. Phone replies still reach the same chats, they just do not update the board. Scheduled sends need Chrome open at that moment.

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