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Education

An AI Assistant That Answers 12,000 Queries a Month in 3 Languages

Scholars Academy's admissions and support teams were buried under repetitive queries from students and parents across 14 campuses. 7x Technologies deployed an AI assistant grounded in the institution's own knowledge base, plus an analytics layer that turned every conversation into insight.

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Results

78%
Queries resolved without staff
26 hrs to 8 sec
Average first response time
-65%
Counsellor time on repetitive queries
12,000+
Monthly conversations handled

The Challenge

Scholars Academy, an education group running 14 K-12 campuses and coaching centres, received thousands of queries every week — admissions criteria, fee structures, bus routes, exam schedules, document requirements — through phone, email, and walk-ins. Response times stretched past 24 hours in peak admission season, and answers varied depending on who picked up the phone. Counsellors hired to guide families through enrolment decisions spent most of their day repeating information already published on the website.

The group also lacked visibility into what families were actually asking. There was no systematic record of query topics, drop-off points in the enrolment journey, or which campuses generated the most confusion — data that could have been shaping both operations and marketing.

The Solution

7x Technologies built an AI assistant on a retrieval-augmented generation architecture: an LLM grounded strictly in Scholars Academy's verified knowledge base — prospectuses, fee schedules, policies, campus FAQs — indexed in a vector database, so answers are accurate, current, and cite their source. The assistant, exposed through the website, WhatsApp, and the student app, handles conversations in English, Hindi, and Tamil, and hands off seamlessly to a human counsellor whenever confidence is low or a family asks for one.

The service layer is built on FastAPI with PostgreSQL and deployed on Azure, with a content workflow that lets the academy's own administrators update the knowledge base — a fee revision published once propagates to every channel instantly. Guardrails restrict the assistant to institutional topics and route anything sensitive, such as a concern about a specific child, directly to staff.

Alongside the assistant, 7x delivered a Power BI analytics layer over the conversation data: query volumes by topic, language, and campus, unanswered-question reports that drive knowledge base improvements, and enrolment-funnel views that show where families stall. Admissions marketing now plans campaigns around what parents actually ask.

Client testimonial

“The AI assistant answers thousands of student and parent queries every week, in three languages, with our counsellors only stepping in for the complex cases. Enrolment queries that once waited a day for a reply now get accurate answers in seconds.”

Meera KrishnanChief Financial Officer, Scholars Academy

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