> ## Documentation Index
> Fetch the complete documentation index at: https://docs.apollospace.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Education & edtech

> Enrollment, document collection, student support, and cohort tracking that don't go cold for lack of hands — with grades, fees, and admissions decisions always in a person's hands.

It's 9pm on a Tuesday during the enrollment window. Four people asked about
the next cohort over WhatsApp, two started their enrollment and stopped
halfway, and a student sent three unanswered messages about how to log into
the platform. The registrar's office closed at 6pm. Tomorrow the queue is
already old — and every prospect left without an answer today is a seat going
to whoever replied faster.

**What leaves your plate:** answering the questions of someone thinking about
studying, guiding enrollment document collection, chasing the ones who stalled
halfway, and answering a student's question all start happening on their own —
with context, within budget, and with **grades, fees, and the admissions
decision always waiting for a human.**

## How it works, in one sentence

Capturing and enrolling is, at heart, **moving the right person from "I have a
question" all the way to the classroom without losing anyone on the way**. The
agent decides nobody's admission and touches nobody's academic record — it
removes the friction from the journey so your team handles the judgment only
people can make.

```mermaid theme={null}
flowchart LR
    A[Trigger<br/>prospect question, stalled enrollment,<br/>follow-up date, new student] --> B[Agent pulls context<br/>from the Company Brain + CRM]
    B --> C[Decides + uses tools<br/>Chats, CRM, Documents, Routines]
    C --> D{Admission, grade,<br/>fee, or student record?}
    D -->|No| E[Answers / collects / organizes / updates]
    D -->|Yes| F[Proposes + calls a person<br/>with the case ready]
    E --> G[Becomes memory<br/>the next journey starts faster]
    F --> G
```

## Concrete flows

### 1. Answer the prospect and capture interest in the CRM

**Trigger:** someone asks about a course — through the site, over
[WhatsApp](/en/integrations/whatsapp), or via an inquiry form.

[Athena](/en/agents/athena), the organization's operator, pulls from the
[Company Brain](/en/features/brain) what that course offers — syllabus, dates,
prerequisites, format, the questions the registrar answers every week. She
opens the [chat](/en/features/chats) and replies with the information that
already exists: "that cohort starts in March, it's fully online, and has three
live sessions a week." Each conversation becomes a
[lead in the CRM](/en/features/crm) with the course of interest, the channel,
and the stage — and nothing is lost when the prospect disappears for a week and
comes back.

If the person asks about a scholarship amount, whether a diploma is valid, or a
policy exception, the agent searches the Brain; if it can't find it, it
**doesn't invent**: it logs the question and escalates to coordination.
Answering the catalog is routine work; promising a commercial condition is not.

### 2. Guide enrollment document collection

**Trigger:** a prospect decides to enroll and the lead advances in the
[pipeline](/en/features/crm).

The agent pulls the checklist for that enrollment from the Brain — school
transcript, ID, proof of address, whatever each course requires — and guides
the person **one document at a time**, over the
[chat](/en/features/chats) or [WhatsApp](/en/integrations/whatsapp): "got the
ID, now I need the high-school transcript as a PDF." Each file becomes a
[document](/en/features/documentos) organized in that student's
[folder](/en/features/pastas), and the [CRM activity](/en/features/crm) records
what has arrived and what's still missing.

<Note>
  The agent **organizes and checks completeness** — it doesn't validate whether
  the student meets the prerequisite, doesn't approve the enrollment, and posts
  nothing to the academic record. It hands a complete folder to the registrar
  to review; the admissions decision begins exactly where collection ends.
</Note>

### 3. The follow-up that recovers a stalled applicant

**Trigger:** a [routine](/en/features/rotinas) the agent schedules for itself —
every morning, it sweeps applicants with an enrollment started and a document
pending for more than X days.

On fire, the agent pulls from the [CRM](/en/features/crm) who stopped halfway,
drafts a gentle reminder of what's missing, and sends it on each person's
channel ([email or WhatsApp](/en/features/outbound)) — with **human approval
before sending** if you want to keep a hand on the communication. Anyone who
doesn't respond after a few attempts becomes a [task](/en/features/boards) for
the enrollment advisor, and a
[proactive notification](/en/features/rotinas) raises the bell for whoever owns
that cohort.

<Info>
  **Why this matters:** an enrollment that stalls on a missing document is the
  biggest source of seats leaking away in an enrollment cycle — not because the
  person quit, but because nobody chased on the right day. A routine has no
  cohort-closing crunch: it chases every time, on time, and turns the silent
  queue into an actionable signal.
</Info>

### 4. Student support from the Brain — with human escalation

**Trigger:** an enrolled student sends a question — "how do I join tomorrow's
class?", "where do I download the week-3 material?", "when is the assignment
due?".

The agent answers from the [Company Brain](/en/features/brain): access guides,
cohort calendar, submission rules, the process answers the registrar repeats
all the time. The reply goes out in the [chat](/en/features/chats) or over
[WhatsApp](/en/integrations/whatsapp), right away — outside business hours too.
When the question touches the **student's record** — a grade review,
attendance, a fee negotiation, a leave request — the agent **doesn't resolve
it**: it assembles the case summary and opens a [task](/en/features/boards)
assigned to the right person, with all the context already organized.

### 5. Track a cohort's milestones

**Trigger:** a [routine](/en/features/rotinas) tied to the cohort calendar —
start, deadlines, live sessions, wrap-up.

The agent tracks the milestones on the [cohort board](/en/features/boards) and
flags them proactively: it reminds coordination about Thursday's session,
signals when a submission date approaches, and raises the bell when something
slipped. The indicators you track — attendance, cohort progress, milestones
met — live in a running [document](/en/features/documentos), assembled from
what's already recorded, not from a spreadsheet someone updates on Friday.
Whoever opens the panel sees today's truth.

| Cohort milestone | What the agent does                            | What stays human                                 |
| ---------------- | ---------------------------------------------- | ------------------------------------------------ |
| Start            | Confirms complete enrollments, flags gaps      | Granting access to who enters                    |
| In progress      | Reminds sessions and deadlines, flags absences | Posting attendance and grades                    |
| Submissions      | Warns who's near the deadline                  | Evaluating and grading the work                  |
| Wrap-up          | Assembles the cohort summary for coordination  | Approving completion and issuing the certificate |

## What stays human

<Warning>
  Academic life and a student's money are handled with the utmost care. The
  agent **proposes and prepares, never decides alone**, when the matter is:

  * **The admissions decision** — approving, rejecting, granting a seat or an
    entry exception. Always a person's.
  * **Grade, attendance, and assessment** — anything that becomes the student's
    academic record.
  * **Fees, scholarships, and money movement** — amount, discount, charge,
    refund, any financial condition.
  * **Any change to the student record** — leave, transfer, cancellation,
    certificate.
  * **Contract and signature** — enrollment agreement, term, any commitment
    that becomes an obligation.
  * **Regulatory or legal communication**, governance decisions, and
    destructive actions.

  In those cases the agent prepares everything — the case, the draft, the
  context — and **waits for a person's approval**. Every action stays in the
  auditable trail, with author and rationale, isolated per organization.
</Warning>

## Where to start

<Steps>
  <Step title="Teach the catalog and processes to the Brain">
    Upload to the [Company Brain](/en/features/brain) your syllabi, dates,
    prerequisites, access guides, and the answers the registrar repeats every
    week. That's where the agent pulls what to answer, what to request, and what
    to check.
  </Step>

  <Step title="Connect a channel and let the agent handle it">
    Connect [WhatsApp](/en/integrations/whatsapp) or the
    [chats](/en/features/chats) and let the agent answer prospects and students
    and capture every interest in the [CRM](/en/features/crm). Start with human
    approval before each external message.
  </Step>

  <Step title="Schedule the enrollment follow-up">
    Create a [routine](/en/features/rotinas) that sweeps stalled enrollments and
    chases what's missing. One agent, one cadence, one channel — and autonomy
    grows like a ratchet, never a leap.
  </Step>
</Steps>

## Next steps

<CardGroup cols={2}>
  <Card title="Sales & commercial" icon="handshake" href="/en/use-cases/commercial">
    Capture and qualification up front — how the prospect enters the funnel.
  </Card>

  <Card title="Native CRM" icon="address-book" href="/en/features/crm">
    Where the pipeline of prospects and enrollments lives — stages, activities,
    and history always current.
  </Card>

  <Card title="Routines" icon="clock-rotate-left" href="/en/features/rotinas">
    The daemon that chases documents, reminds deadlines, and tracks cohort
    milestones.
  </Card>

  <Card title="People & HR" icon="users" href="/en/use-cases/people">
    The same onboarding and support pattern applied to your own team.
  </Card>
</CardGroup>