The client
A language school in central Bangkok offering group classes (Thai, English, Mandarin) and one-to-one programs across business and conversational tracks. Around twenty teachers, one full-time enrollment manager, and a constant trickle of website enquiries that the manager was struggling to keep on top of.
The problem
Prospects would book a free trial lesson, attend it, and then disappear into the inbox. The enrollment manager was supposed to follow up within a day, recommend the right program, and close the conversation. In practice, follow-ups happened late or not at all. Conversion sat at around eighteen percent.
The approach
The build connected Cal.com (used for trial booking) into HubSpot through Zapier. After each trial, the teacher filled out a one-minute structured form: which program they recommended, the prospect’s level, any practical concerns the student raised. An LLM read that note plus the prospect’s original enquiry, drafted a personalized follow-up, and queued it for the enrollment manager to review and send within four hours.
If the prospect did not reply, a soft reminder went out four days later. If they replied with hesitation, the system flagged the conversation for the manager to handle personally.
The result
Trial-to-paid conversion moved from eighteen percent to thirty-eight percent over the first quarter. The enrollment manager went from feeling perpetually behind to having room in her week to actually call the high-intent prospects who would not convert by email. The school now runs two more class cohorts a year on the same teaching capacity.
"Conversion from trial to paid more than doubled within a quarter. What I love is that the structured form after each trial actually makes the teachers think clearly about each student. The system is downstream of that, but the upstream effect on the team is just as valuable."