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University & Education Template

AI-Powered Campus
Assistant for Every Student

From admissions queries to fee receipts — deploy a WhatsApp bot that handles 80% of student support automatically, in any language, 24×7.

18+
Languages
7
Use-Case Flows
4h
Deploy Time
80%
Query Resolution
7 Pre-built Scenarios

Every Student Journey, Covered

Each scenario is a fully wired conversation flow with sample documents, WhatsApp templates, and LLM prompts ready to deploy.

SCENARIO 01
🎓
Admissions Inquiry
Program eligibility, intake dates, document checklist, and scholarship guidance — all in one flow.
RAG Mode Multilingual
View Demo →
SCENARIO 02
📋
Application Status
Real-time status check by student ID via SIS API integration. Missing document alerts and next-step guidance.
API Hook Live Data
View Demo →
SCENARIO 03
💰
Fee & Scholarship Query
Detailed fee structure, payment methods, scholarship eligibility checker, and payment link generation.
RAG Mode Payment Link
View Demo →
SCENARIO 04
📚
Course Comparison
Side-by-side comparison of programs with syllabus, placement stats, and faculty info from knowledgebase.
Hybrid Mode Tables
View Demo →
SCENARIO 05
📅
Counselor Booking
Appointment scheduling via WhatsApp Flows with live calendar availability, confirmation, and reminders.
WA Flows Google Cal
View Demo →
SCENARIO 06
🏠
Campus Life
Hostel availability, mess menu, sports, library, and club information — rich media responses.
FAQ Mode Media
View Demo →
SCENARIO 07
🎉
Event Registration
Browse upcoming events, register via WhatsApp Flows form, get confirmation and reminder messages.
WA Flows Broadcast
View Demo →
Interactive Demos

Live Conversation Flows

Explore real conversation examples for each scenario. Every flow is pre-built and ready to activate.

‹
🎓
GXU Admissions Bot
online
📞 ⋮
🎓 *नमस्ते!* Grand Xavier University में आपका स्वागत है।

मैं आपकी किस प्रकार सहायता कर सकता हूँ?
🎓 Admissions जानकारी
📋 Application Status
💰 Fee Structure
10:02 AM
B.Tech Computer Science में admission के बारे में जानकारी चाहिए
10:03 AM ✓✓
🎓 *B.Tech Computer Science (4 Years)*

📌 *Eligibility:* 10+2 with PCM, minimum 60%
📅 *Next Intake:* August 2025
🪑 *Seats:* 120 (60 General | 60 Reserved)
💰 *Annual Fee:* ₹1,85,000

*Specialisations available:*
• AI & Machine Learning
• Cybersecurity
• Cloud Computing

Kya aap scholarship options bhi dekhna chahenge?
✅ Scholarship Options
📄 Apply Now
🔙 Main Menu
10:03 AM
Scholarship Options
10:04 AM ✓✓
🏆 *Available Scholarships — B.Tech CS*

1️⃣ *Merit Scholarship* — 10+2 > 90% → 50% tuition waiver
2️⃣ *State Topper Award* — ₹75,000/year
3️⃣ *Sports Excellence* — For national-level athletes
4️⃣ *Girl Empowerment* — ₹50,000 for female applicants
5️⃣ *SC/ST/OBC Scholarship* — As per Govt norms

📎 *Sources:* GXU Scholarship Policy 2025, AICTE Guidelines
🤖 _Powered by RAG — 3 docs matched_
10:04 AM
Type a message...
➤
🎓 Scenario 01

Admissions Inquiry

A prospective student inquires about B.Tech CS admission in Hindi. The bot detects the language, responds bilingually, and retrieves scholarship information from the knowledgebase using RAG.

Hybrid Mode Hindi + English RAG Query 3 docs matched
🌐
Automatic Language Detection
User writes in Hindi — bot instantly detects and responds in a bilingual Hindi+English mix that feels natural for Indian students.
langdetect → hi → locale set → LLM prompted in hi+en
🔍
RAG-Powered Scholarship Lookup
Instead of hard-coded answers, the bot queries your live knowledgebase — uploaded scholarship PDFs, AICTE circulars, and policy docs.
pgvector search → 3 chunks → GPT-4o synthesis
📎
Source Citations Inline
Every AI-generated response shows which documents it pulled from, building trust and allowing admin to audit accuracy.
Sources: GXU Scholarship Policy 2025, AICTE Guidelines
🔘
Hybrid Mode: Menu + Free Text
Starts with a structured button menu for common queries. User can also type freely — the bot handles both within the same flow.
Mode D (Hybrid) — buttons + RAG fallback active
‹
📋
GXU Admissions Bot
online
📞 ⋮
I want to check my application status
2:15 PM ✓✓
Sure! Please share your *Application ID* to look up your status.

_Format: GXU-2025-XXXXX_
2:15 PM
GXU-2025-08471
2:16 PM ✓✓
✅ *Application Found — Rahul Mehta*
Program: B.Tech Computer Science
Applied: 14 Jan 2025

📊 *Status: Documents Under Review*
━━━━━━━━━━━━
✅ Application Form
✅ Class 10 Marksheet
✅ Class 12 Marksheet
⚠️ *Migration Certificate — PENDING*
⚠️ *Character Certificate — PENDING*
━━━━━━━━━━━━

⏰ *Upload deadline: 31 Jan 2025*
Upload at: portal.gxu.edu.in
2:16 PM
Need help with documents?
📄 Document Checklist
📧 Email Admissions
2:16 PM
Type a message...
➤
📋 Scenario 02

Application Status Check

A student checks their admission application status. The bot calls your SIS API in real-time, identifies missing documents, and alerts the student with the upload deadline.

SIS API Integration Real-time Data Auto Alert
🔌
Live SIS API Lookup
The bot makes a real-time REST call to your Student Information System (Ellucian, Oracle, SAP, or custom) using the application ID as a key.
GET /api/sis/application/{id} → JSON response → format
⚠️
Intelligent Missing Document Detection
Automatically identifies which documents are still pending by diffing the submitted list against the required checklist from your knowledgebase.
required[] diff submitted[] → highlight missing items
⏰
Deadline-Aware Alerts
The bot reads the upload deadline from the SIS and prominently displays it — and can send a WhatsApp template reminder 48 hours before.
deadline check → schedule broadcast reminder T-48h
🔐
Secure Student Verification
Application ID lookup is tied to the student's WhatsApp number — no CAPTCHA needed. Data is only shown to the registered phone number.
wa_user.phone === application.registered_phone → allow
‹
💰
GXU Fee Helpdesk
online
📞 ⋮
What is the fee for B.Tech AI?
11:30 AM ✓✓
💰 *B.Tech AI & ML — Fee Structure (2025–26)*

📚 Tuition Fee: *₹1,95,000/year*
🏠 Hostel: *₹85,000/year* (optional)
🍽 Mess: *₹42,000/year* (optional)
📖 Exam Fee: *₹8,500/semester*
🖥 Lab Fee: *₹12,000/year*
━━━━━━━━━━━━
*Total (Day Scholar):* ₹2,15,500/year
*Total (Hosteller):* ₹3,42,500/year

💳 Payment via: NEFT, UPI, DD, Online Portal
11:30 AM
Am I eligible for scholarship? My 12th score was 88%
11:31 AM ✓✓
🏆 *Scholarship Eligibility — 88% in 12th*

✅ *Academic Excellence Scholarship* — 85–89% → *₹40,000/year*
✅ *METPL Tech Bursary* — STEM applicants → *₹25,000* (one-time)
❌ Merit Scholarship requires 90%+ (just 2% short!)

💡 *Tip:* If your JEE Main score is above 85 percentile, you may qualify for an additional ₹30,000.

Want me to generate a payment link for the application fee?
💳 Pay ₹1,500 App Fee
📄 Scholarship Form
11:31 AM
Type a message...
➤
💰 Scenario 03

Fee & Scholarship Query

A student asks about fee structure then checks scholarship eligibility based on their 12th score. The bot computes eligibility in real-time from the RAG knowledgebase and offers to generate a Razorpay payment link.

RAG Retrieval Eligibility Engine Razorpay Link
🧮
Dynamic Eligibility Computation
User provides their score in free text. The LLM extracts the numeric value, runs it against scholarship eligibility rules from the knowledgebase, and returns a ranked list of qualifying scholarships.
entity extract → score=88 → eval scholarship rules → rank
💳
Inline Payment Link Generation
One tap generates a Razorpay payment link pre-filled with the student's name and the correct fee amount. On payment success, a WhatsApp confirmation is sent automatically.
Razorpay.createOrder → send WA link → webhook → confirm
💡
Proactive Suggestions
The bot identified the student is close to the Merit Scholarship threshold and proactively mentioned the JEE score pathway — a behavior configurable in the AI Tuning module.
system_prompt: "Suggest related opportunities proactively"
‹
📚
GXU Academic Advisor
online
📞 ⋮
Compare B.Tech CS vs B.Tech AI for me
3:45 PM ✓✓
📊 *B.Tech CS vs B.Tech AI — Quick Compare*

*Duration:* 4 years | 4 years
*Annual Fee:* ₹1.85L | ₹1.95L
*Seats:* 120 | 60
*Avg Package:* ₹8.2 LPA | ₹11.4 LPA
*Top Recruiters:* TCS, Infosys | Google, NVIDIA

🎯 *Our Recommendation:*
If you're interested in data, ML or research → *B.Tech AI*
If you prefer flexibility across CS domains → *B.Tech CS*
3:45 PM
Tell me more about placement for AI
3:46 PM ✓✓
🚀 *B.Tech AI — Placement Record (2024)*

📈 Placement Rate: *94%*
💰 Highest Package: *₹48 LPA* (Google)
💼 Avg Package: *₹11.4 LPA*
🏢 Top Recruiters: Google, NVIDIA, Microsoft, Fractal, Mu Sigma

🎓 20% opted for M.Tech/MS abroad
📎 _Source: GXU Placement Report 2024_
3:47 PM
Type a message...
➤
📚 Scenario 04

Course Comparison

A student compares two programs. The bot retrieves structured data from multiple knowledgebase documents (prospectus, placement report, syllabus) and presents a clear comparison with a recommendation.

Multi-doc RAG Hybrid Mode Placement Data
📊
Multi-Document Synthesis
The comparison pulls data simultaneously from the prospectus, placement report, and fee structure docs — the RAG engine merges them into a single coherent response.
hybrid_search(CS, AI) → 5 chunks × 3 docs → LLM merge
🎯
Contextual Recommendations
Admin can configure a "recommendation prompt" that guides the LLM to suggest programs based on student interest signals extracted from the conversation.
user_signal: "ML/research" → recommend: B.Tech AI
🧵
Multi-Turn Context
The follow-up "Tell me more about placement for AI" is understood in the context of the previous message — no need for the student to repeat "B.Tech AI".
context_window: last 6 turns injected → LLM understands ref
‹
📅
GXU Counseling Desk
online
📞 ⋮
I want to book an appointment with an admissions counselor
9:15 AM ✓✓
📅 *Book a Counseling Session*

Great! I'll open a quick form to collect your preferences.

_This takes 30 seconds_ 👇
📋 Open Booking Form
9:15 AM
📋 *Counseling Appointment*
WhatsApp Form · GXU

👤 Full Name: Priya Sharma
🎓 Program Interest: B.Tech AI
📅 Preferred Date: 25 Jan 2025
⏰ Time Slot: 11:00 AM – 11:30 AM
9:16 AM
✅ *Appointment Confirmed!*

👤 Counselor: *Dr. Ananya Kapoor*
📅 Date: Saturday, 25 Jan 2025
⏰ Time: 11:00 AM – 11:30 AM
📍 Mode: Video Call (link sent to email)

📆 Added to Google Calendar
🔔 Reminder will be sent 1 hour before
9:16 AM
Type a message...
➤
📅 Scenario 05

Counselor Appointment Booking

A student books a counseling session. The bot triggers a native WhatsApp Flow form, checks real-time calendar availability, confirms the slot, creates a Google Calendar event, and schedules a reminder.

WhatsApp Flows Google Calendar Auto Reminder Slot Check
📋
Native WhatsApp Flow Form
The booking form is a Meta-native WhatsApp Flow — not a website link. The student fills it directly inside WhatsApp for a frictionless experience that works on any phone.
flows.send({screen: "BOOKING_FORM"}) → flow.complete → parse
📆
Real-Time Calendar Check
Available slots are fetched live from Google Calendar (or Calendly) before showing the date picker — no double-booking risk.
Calendar.freebusy.query → available[] → inject into Flow screen
🔔
Automated Reminders via Broadcast
A scheduled broadcast campaign sends a WhatsApp template reminder 24 hours and 1 hour before the appointment. No manual follow-up needed.
campaign.schedule(T-24h, T-1h, template: APPT_REMINDER)
📋
Structured Data to MySQL
Form submission is stored in the `flow_submissions` table — accessible by admin, exportable to CSV, and pushable to the university's CRM.
flow.complete → INSERT flow_submissions + CRM webhook
‹
🏠
GXU Campus Guide
online
📞 ⋮
What is hostel life like at GXU?
7:20 PM ✓✓
🏠 *GXU Hostel — At a Glance*

🏢 *4 Blocks:* Himalaya, Vindhya, Aravalli (Boys), Sahyadri (Girls)
🛏 *Room Types:* Single (₹95K), Double (₹75K), Triple (₹55K) per year
📶 *WiFi:* 100 Mbps, 24×7 (50GB/month free)
🍽 *Mess:* Veg + Non-veg, 4 meals/day
🏋 *Gym, Laundry, Reading Room* included
🔐 *Security:* CCTV + Biometric access
7:20 PM
Today's mess menu?
7:21 PM ✓✓
🍽 *Today's Mess Menu — Wednesday*

🌅 *Breakfast (7:30–9:00):*
Idli, Sambar, Chutney, Cornflakes, Tea/Coffee

☀ *Lunch (12:30–2:00):*
Dal Tadka, Paneer Butter Masala, Jeera Rice, Roti, Salad

🌙 *Dinner (7:30–9:00):*
Chole, Aloo Gobi, Pulao, Tandoori Roti, Raita

📅 _Menu updated daily. Source: Mess Portal sync_
7:21 PM
Type a message...
➤
🏠 Scenario 06

Campus Life Queries

Students ask about hostel facilities and the daily mess menu. The bot answers from the knowledgebase and can also sync live data (like mess menu) from an external campus portal API.

FAQ Mode Live API Sync Rich Media
🔄
Live Data Sync (Mess Menu)
The mess menu is fetched daily from the campus ERP via a REST adapter and stored in the knowledgebase. The bot always has today's menu without any manual update.
cron: daily → ERP.fetchMenu() → upsert kb_documents
📖
Static + Dynamic FAQ Blend
Hostel facilities are static (uploaded once, re-indexed when changed). Mess menu is dynamic (synced daily). The bot seamlessly handles both from the same knowledgebase interface.
kb_doc.source_type: "static" | "api_pull"
🏋
Deep Campus Info Coverage
Upload your campus brochure, facility PDFs, and hostel handbooks once. The bot can answer any specific question — gym timings, sports facilities, clubs, shuttle schedules.
source: Campus_Life_Brochure_2025.pdf → 847 chunks indexed
‹
🎉
GXU Events
online
📞 ⋮
🎉 *Upcoming Events at GXU*

🤖 TechFest 2025 — 28 Jan
Hackathon, Robotics, AI Demo Day
📊 Data Summit — 5 Feb
Industry speakers, workshops
🎨 Cultfest — 15 Feb
Music, dance, art exhibitions
4:00 PM
Register me for TechFest 2025
4:01 PM ✓✓
🤖 *TechFest 2025 Registration*
28 Jan · GXU Main Campus

Please select your participation category:
💻 Hackathon (Team of 4)
🤖 Robotics Challenge
👁 Visitor / Audience
4:01 PM
Hackathon (Team of 4)
4:02 PM ✓✓
✅ *Registration Confirmed!*

🎟 Ticket ID: *GXU-TF-2025-4892*
👥 Team Lead: Arjun Verma
📅 Event: TechFest 2025 — 28 Jan
📍 Venue: Innovation Hub, Block C

📲 QR ticket sent separately
🔔 Reminder: 24h before event

_Forward this to your team members!_
4:02 PM
Type a message...
➤
🎉 Scenario 07

Event Registration

The bot proactively broadcasts upcoming events and processes registration entirely within WhatsApp. Generates a ticket ID, sends a QR code, and schedules a reminder broadcast before the event.

Broadcast Auto Ticket QR Code Reminder
📢
Event Broadcast Campaigns
Event announcements are sent as WhatsApp template broadcasts to all opted-in students. Audience can be segmented by program, year, or interest tags set during onboarding.
campaign.audience: {tag: "tech_interest"} → 2,847 students
🎟
Auto Ticket Generation
On registration, the system generates a unique ticket ID, creates a QR code image, and sends it as a WhatsApp image message — no app or email needed.
uuid → QR.generate(id) → WA.sendImage(qr_buffer)
📊
Registration Analytics
Admin sees real-time registration count per event category. Campaign analytics shows how many students registered after receiving the broadcast vs. organic discovery.
registration.source: "broadcast_jan18" | "organic" → dashboard
🔔
Pre-Event Reminder Drip
Automated reminder sequence: 7 days before (excitement), 24 hours before (logistics), 2 hours before (venue directions + QR). All configured per event.
drip: [T-7d: hype, T-24h: logistics, T-2h: directions+QR]
Conversation Architecture

How the University Bot Works

Every student message passes through an intelligent routing pipeline before a response is generated.

UNIVERSITY BOT — MESSAGE PROCESSING PIPELINE
💬
Student Message
Any channel
🌐
Language Detect
18+ langs
🔍
Intent Classify
NLU layer
⚡
Route Mode
A/B/C/D
🔍
RAG Query
pgvector + FTS
🤖
LLM Generate
GPT-4o / Gemini
📱
WA Response
< 3 seconds
Admissions Intent
Routes to RAG engine → queries Prospectus + Fee Structure KBs → synthesizes personalized answer
Status Intent
Bypasses RAG → direct SIS API call → formats structured data → highlights anomalies (missing docs)
Booking Intent
Triggers WhatsApp Flow → collects structured data → calls Calendar API → confirms + schedules reminder
Low Confidence
Score below threshold → escalate to live agent → agent sees full history → bot resumes on agent close
Proven Results

What Universities See After Deployment

Typical outcomes within 30 days of activating the University template.

80%
Queries Resolved by Bot Without Human
2.1s
Average Response Time (vs 4h email)
4.7/5
Average Student Satisfaction Score
60%
Reduction in Helpdesk Staff Workload
Getting Started

Deploy in 4 Hours

The University template is pre-configured. You only need to upload your documents and connect your number.

1

Connect Your WhatsApp Business Number

Enter your WhatsApp Cloud API credentials in the admin panel. The template auto-creates the message flows and default responses.

  • WhatsApp Business Account ID
  • Phone Number ID
  • Access Token (Meta Developer Portal)
2

Upload Your University Documents

Drop in your PDFs — prospectus, fee structure, scholarship policy, placement report, campus brochure. The RAG engine indexes them automatically.

  • Supported: PDF, DOCX, URL crawl, CSV Q&A pairs
  • Auto-chunking + embedding generation
  • Ready to answer in under 10 minutes
3

Configure the Bot Persona

Set your university name, bot name, tone, and language preferences. Optionally connect your SIS API for live student data lookups.

  • Bot name: e.g., "Aria — GXU Admissions Assistant"
  • Tone: Professional / Friendly / Formal
  • Primary language + fallback language
4

Test, Approve, Go Live

Use the built-in test console to fire 10 sample queries. Review retrieved chunks and AI responses. Flip the switch — your bot is live on WhatsApp.

  • Test query interface in admin panel
  • Chunk browser to verify RAG accuracy
  • Instant activation — no App Store waiting

Ready to Deploy for Your University?

Get the full University template pre-loaded into your METPL WhatsApp Platform instance. Live in one working day.

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