Language schools
For language schools: registration, lesson reminders and progress reports
Automate student registration, lesson reminders, feedback collection and progress reports, so your language school runs more efficiently.
From €450Up and running in 1–2 weeksIn your own accounts
Education
4 workflows
- Online registration
- Lesson reminders
- Progress reports
- Feedback collection
Before and after
Where the manual work goes
On the left, how these tasks are often done today; on the right, what could take them over. Not everything is worth automating, so we start with what takes the most time.
- Manual work
Registering students and forming groups by hand
DoneOnline registration
New students register online and get an automatic confirmation and group assignment.
- Manual work
Students miss lessons without notice
DoneLesson reminders
Automatic WhatsApp or email reminders before every lesson.
- Manual work
Monthly progress reports for parents are prepared by hand
DoneProgress reports
Monthly reports on student progress are sent automatically to parents or the students themselves.
- Manual work
Forming new groups and running level tests takes admin work
DoneFeedback collection
An automatic request for a review and recommendation when the course ends.
In practice
Example: sign-up and placement in the right group
A language school gets dozens of sign-ups before each term. The administrator sends every student a placement test, waits for answers and works out with teachers who goes into which group.
- 1
The student or a parent fills in a sign-up form on the website: language, preferred time and past experience. They also take a short placement test and write a brief paragraph.
- 2
The test is scored automatically, and AI reviews the written paragraph and suggests a provisional level on the European CEFR scale (A1–C2) with a short explanation.
- 3
A teacher sees the suggestion in a sheet and confirms or changes the level. No student is placed without that approval.
- 4
Once the level is confirmed, the student is placed in a group with space at their chosen time and gets an email with the schedule, invoice and first-lesson details. If no group fits, they go on a waiting list.
- 5
When enough students at one level collect on the waiting list, the administrator is told it may be time to open a new group.
Result: The administrator no longer handles each sign-up one by one, and the teacher decides only on the level. Schools working this way save 4–6 hours a week.
What’s included
What the solution includes
- 01
Process review
I look at how you work today and we pick the places where automation or AI would save the most time.
- 02
Automated workflows
I build the automation in the systems you already use, and add AI where text needs to be read or written.
- 03
Testing and fine-tuning
I test with real situations and adjust until it works the way we agreed.
- 04
Support after launch
For 30 days after launch I fix bugs for free; after that, support starts at €150/month.
- 05
Documentation
You get a description of how everything works and what to do if something needs to change.
- 06
Team training
I show your team how to use the automation and keep an eye on it.
Process
How the setup works
- 1
Your message and my reply
You tell me what keeps repeating. I reply by email with where it makes sense to start and, if needed, we set up a call. The price is agreed in writing before work starts.
- 2
Build and test
I build the automation in your accounts, test it with real situations and fine-tune the details.
- 3
Launch and support
I launch it and train your team. The first working solution takes 1–2 weeks.
Can we trust a language level set by AI?
As a first suggestion, yes; as a final decision, no. A short paragraph says little about speaking and listening, so a teacher always confirms the level, and a short conversation stays in place when in doubt.
How do we handle data for students under 18?
For children, parents usually do the sign-up, so contact details and consent come from them. Progress reports and reminders go to the parents, or to both parent and student, as agreed at sign-up.
Can lesson reminders go out on WhatsApp?
Yes, through the WhatsApp Business Platform with pre-approved templates, as long as the student or parent agreed to messages on that channel. Some people prefer email, so the sign-up form lets them choose.
How much does it cost?
The first solution starts at €450. The exact price depends on how complex the process is and how many integrations it needs. Once it is clear what we are building, I give you a fixed price in writing before work starts, with no commitment.
Do we need to change our current systems?
No. The automation connects to the systems you already use: Gmail, Google Sheets, your CRM or others. Extra costs depend on the solution: you may need a platform subscription, AI model usage or other services. We discuss them before we start.
Next
Related solutions and tools
Service and guides
Let's discuss your situation
Tell me what keeps repeating in your company every day
We will work out where to start: maybe using your current tools differently is enough, maybe something is worth automating. If it is worth building, you get a plan and a fixed price.
- 1
You tell me what matters to you
A few sentences are enough: which task eats up your time or what you would like to change.
- 2
I read it and reply by email
Within 1 business day I write back with what I would suggest and what we still need to clarify.
- 3
A call, if it helps
If a call would help, we agree on a time. The scope and price of any paid work are agreed before we start.
Or directly: info@aigentas.lt