How Can Education Providers Scale Student Outreach During Peak Seasons?

The Pressure Cooker of Promise: When Student Dreams Collide with Call Overload

For educational institutions and test-prep centers, peak seasons—marked by result announcements or competitive exam milestones—are both a massive opportunity and a logistical nightmare. A sudden influx of thousands of students seeking guidance can cripple traditional phone systems, rendering efficient outreach nearly impossible.

Plus, overwhelmed call lines leave motivated students waiting. The inability to capture interest within tight interaction windows directly results in lost enrollment and admission opportunities, while losing out on trust-building moments.

For over 35 years, Aakash Educational Services Limited (AESL) has been the beacon for India's aspiring doctors and engineers, preparing students for NEET, JEE, board exams, NTSE, KVPY, and Olympiads across 250+ nationwide centers. Each result announcement or exam milestone unleashes a torrent: thousands of students seeking guidance.

Yet, in reality, high call volumes crippled efficient outreach, making it nearly impossible to gather interests or track communication. This wasn't just a logistics problem; it was about ensuring no student fell through the cracks during the very season meant to propel them forward.

Before vs After: From Overwhelmed Call Lines to Seamless Outreach

What Is an Integrated Call + WhatsApp Solution and Why It Matters

An integrated Call + WhatsApp solution combines telephony automation with messaging to manage high-volume student interactions seamlessly. It serves as a unified command center for educational institutions, allowing them to:

• Automate call handling: Manage massive surges during peak periods, scaling to 60,000+ daily connections.

• Enable personal outreach: Use messaging services to reach students effectively beyond the limits of voice calls.
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• Collect actionable data: Streamline the process of gathering information on student interests and tracking exam participation.

• Sustain momentum: Ensure inquiries receive timely responses, keeping students engaged throughout the high-stakes result season.

This omnichannel approach doesn't fragment efforts, it unifies them into sustained, high-visibility student interactions even during seasonal surges.

Aakash Education: From Bottlenecks to Breakthrough Connections

The Challenge

Aakash's leadership faced seasonal realities during test preparation, :

• High call volumes post-results or during competitive exams overwhelmed capacity.
• Difficulty connecting thousands efficiently within limited timeframes.
• Challenges collecting student interests and tracking exam participation.

The gap threatened the core mission: transforming lives through accessible educational guidance.

What Changed

Aakash implemented MyOperator's integrated Call + WhatsApp solution to:

• Automate and manage calls during peak calling periods.
• Connect with 60,000+ students daily across channels.
• Collect information on interests and track exam participation.
• Streamline communication for smoother engagement and support.

This unified system bridged voice and messaging, enabling the admission support teams to automate call handling

The Outcomes

The implementation elevated Aakash’s operational efficiency, resulting in seamless connections with students and prompt addressing of inquiries. The educational institute could:

• Seamlessly connect with large student numbers.
• Promptly addressed inquiries and follow-ups.
• Enhance engagement during critical admissions periods.
• Streamline support processes for onboarding, admissions, and engagement.

"During our peak seasons, where connecting with thousands of students is crucial, MyOperator has played a vital role in streamlining our communication process. The platform's ability to handle high call volumes efficiently has been invaluable to us. Additionally, the WhatsApp messaging services provided by MyOperator have proven to be very helpful in reaching out to students effectively. I am pleased with the level of support and the continuous improvements made by MyOperator, making our engagement with students smoother and more productive."

- Farooq Khan, VP of Admission Support, Aakash Education

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Five Ways Integrated Communications Improves Student Engagement

Scale Channels to Match Ambition

Automate and unify your calls and WhatsApp systems to handle high call volumes during peak seasons, ensuring your infrastructure scales to match student demand.

Capture Data in the Moment

Use a unified system to collect key information on interests and track exam participation across channels instantly.

Respond with Personalization

WhatsApp messaging services allow you to reach out to students directtly, beyond the limits of voice calls, ensuring a more personal and prompt connection.

Unify for Fluid Support

By streamlining multi-channel communication and ensuring timely responses, you can reduce wait times and keeps students engaged throughout the admission journey.

Quick Responses Over Callbacks

Unified communication platforms allow prompt addressing of inquiries via WhatsApp chatbots and IVR menus, bridging the gap between student aspiration and immediate guidance.

Scale Student Outreach with Unified Communication

In the fast-paced world of education, trust is built on responsiveness. By implementing MyOperator's Call + WhatsApp solution, Aakash Education turned seasonal surge pressure into stronger student relationships. Unified communication ensures that every student inquiry is captured, tracked, and answered promptly.

Don't let high call volumes hinder your mission; leverage automation to make engagement smoother, more productive, and successful.

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