A hub for admission heads and counsellor leads: four compliant sequences—enquiry ack, campus visit reminder, inactivity nudge, and document checklist—mapped to Meta template categories and pipeline triggers on a platform-backed admissions revenue system, not ad-hoc chats on personal numbers.
WhatsApp Business API requires approved templates with a declared category (UTILITY or MARKETING). Use this table in compliance reviews with your Meta Business Manager admin—then implement triggers in your CRM. Deep context: WhatsApp automation for school admission enquiries and the school admissions automation workflow.
| Sequence | Meta category | Send when | Human owns next step |
|---|---|---|---|
| Enquiry acknowledgement | UTILITY | New lead from website, Meta click-to-WhatsApp, or walk-in form sync | Create owned activity if parent replies with a question |
| Campus visit reminder | UTILITY | Pipeline stage = campus visit scheduled; calendar event created | If RESCHEDULE or no-show, move stage and queue counsellor callback within one business day. |
| Inactivity nudge | MARKETING | No inbound message for 72h while stage is visit completed or documents pending | After second nudge with no reply, mark cold/waitlist and assign manual call task—not another template. |
| Document checklist | UTILITY | Stage = application started; checklist template approved in Meta Business Manager | When upload detected or parent replies PARTIAL, create counsellor task to verify within 24h. |
SLA: Within 15 minutes in peak season; templated ack before counsellor calls. Confirm receipt, set expectations, and capture opt-in for WhatsApp updates—without fee quotes in the first message.
Trigger: New lead from website, Meta click-to-WhatsApp, or walk-in form sync
Counsellor: Create owned activity if parent replies with a question; pause marketing nudges until human responds.
SLA: 24 hours before visit; optional 2-hour same-day reminder. Reduce no-shows and give parents map, parking, and ID requirements before they arrive.
Trigger: Pipeline stage = campus visit scheduled; calendar event created
Counsellor: If RESCHEDULE or no-show, move stage and queue counsellor callback within one business day.
SLA: First nudge at 72h after last parent reply; max two nudges per 14 days. Re-open conversation when a family goes quiet after visit or document request—without spamming fee pushes.
Trigger: No inbound message for 72h while stage is visit completed or documents pending
Counsellor: After second nudge with no reply, mark cold/waitlist and assign manual call task—not another template.
SLA: Send checklist same day as application stage; reminder at 72h if incomplete. List required proofs clearly so parents upload or bring documents once—reducing back-and-forth chats.
Trigger: Stage = application started; checklist template approved in Meta Business Manager
Counsellor: When upload detected or parent replies PARTIAL, create counsellor task to verify within 24h.
Ack SLAs, template approval, and counsellor handoff before you scale sequences.
Pipeline stages and owners that decide which sequence fires next.
Enquiry stage table with follow-up SLAs tied to automation steps.
Map each template to pipeline stages, counsellor ownership, and source reporting on the Admissions Revenue System from Swayam AI Labs—so WhatsApp history survives staff changes and intake seasons.