AI Voice Bot for Lead Qualification – Design Education Institute

A design education institute based in New Delhi was receiving a steady stream of inquiries through its website, but manually calling and qualifying each lead was becoming time-consuming and inefficient for the admissions team. To streamline this process, an AI voice bot was introduced to automatically call prospects who had submitted their phone numbers via the website. These leads were stored in Airtable, which served as the institute’s CRM. The voice bot would introduce the institute and its design programs, ask a few key qualifying questions (such as preferred course, start date, and location), and determine the lead's intent and fit. High-intent leads were then automatically scheduled for a consultation call with a course counselor, saving the team hours of manual work and ensuring timely follow-up with serious candidates. This automation helped the institute improve lead response time, reduce workload, and focus on the most promising applicants. Key Tools Used: * Vapi.ai or Retell AI (for outbound voice calls and conversation flow) * Make.com or n8n (for logic, lead filtering, and scheduling) * Airtable (as the CRM and lead source) * Google Calendar or Calendly (for scheduling counselor calls)