Website chat for nurseries and training centres

Write the admissions sheet first

Every answer in the table below comes from one published sheet. Gather these before you install anything:

[ ] Age groups or course levels, and how many places are left (update it weekly)
[ ] Fees per term or per course, registration fee, what is included
[ ] Daily timings, term dates, holiday closures
[ ] Meals, uniforms, transport or materials, and their published prices
[ ] How a tour or a trial session is booked
[ ] Documents needed to register

In StayReplied, knowledge is written as a draft, reviewed and published, and every version is kept, so the fee sheet you publish for the new year replaces last year's cleanly. Write the 20 answers customers ask helps with the wording.

Twelve questions parents and learners type

Question	Answer pattern you fill in	Person takes over?
Do you have a place for a [age]-year-old?	"For [age group] we have [places / a waiting list] for [term]. Shall we book you a tour?"	Yes, to book
What are your fees?	"[Age group or course]: [published fee] per [term or course], registration [published fee]."	No
What are the timings?	"[Days], [start time] to [end time]; extended hours until [time] for [published price]."	No
Can I come for a tour?	"Of course. Which day and time suit you?"	Yes, to confirm
Do you provide meals / transport?	"[What you provide, at what published price]."	No
What curriculum or certificate do you follow?	"We follow [curriculum or accreditation, as published]."	No
When does the next course start?	"The next [course] starts on [date]; registration closes [date]."	No
Is there a sibling or group discount?	"[Published discount, or: our team will confirm]."	Yes, if not published
What documents do I need?	"[Your published list]."	No
My child has an allergy / medical need	"Thank you for telling us. Our nurse or manager will contact you to discuss it."	Yes, at once
How is my child / my course going?	"Your [teacher or tutor] will reply to you directly."	Yes
I want a refund / I have a complaint	"I'm sorry. Our manager will reply to you here today."	Yes, always

Kept for people, always

Anything about one child's health, behaviour, development or safety. No automatic reply, ever; the nurse, the teacher or the manager answers.
Progress, attendance and marks. Those belong to the teacher and the parent.
Fees that change or are not published, and any discount you have not announced.
Complaints, refunds and withdrawal requests.
Questions about licences or regulations. Share what is on your published documents, and for anything else suggest the parent checks the authority for their emirate.

The answer mode in StayReplied is set per channel (off, drafts only, or answer). Many nurseries keep web chat on drafts only so every reply passes admissions. Complaints and refund demands are handed to a person in any mode. No plan includes AI today; AI drafts need your own Anthropic key.

Welcome lines

"Hello! Ask us about places, fees, timings or booking a tour."
"Welcome to [Nursery]. Tell us your child's age and we'll tell you what's available."
"Hi, looking for a course? Ask about dates, fees and levels."

Starter questions: "Book a tour", "Fees", "Places available", "Next course dates".

After the office closes

Nothing replies automatically today, so put office hours in the welcome line ("Admissions replies 8 am to 4 pm, Monday to Friday"), switch on "Ask for name and email before chatting", and answer evening chats first thing:

"Good morning, thanks for your message. For [age group or course] we have [places] for [term]. Would [day] at [time] suit you for a tour?"

Enrolment season

August and September, and the week before a new course starts, bring most of the year's chats. In the shared inbox:

Role	Owns
Admissions officer	Unassigned chats and tour bookings
Accounts	Fee, payment and refund chats, assigned to them
Manager	Escalated chats and anything about a child's health or safety
Teachers	Only chats assigned to them, answered at set times

Internal notes ("tour booked Tuesday 10 am, sibling in KG1") stay inside the team, and each chat has one owner, so a parent never gets two different answers. Roles and permissions keep teachers to their own chats. A shared inbox or personal phones explains why teachers should not handle parent chats on their own numbers.

The first week

Day 1: workspace, invite admissions, accounts and the manager.
Day 2: publish the admissions sheet and the twelve answers.
Day 3: publish the widget on admissions and fee pages; add your site to the allowed origins.
Day 4: welcome lines and the after-hours message in English and Arabic.
Day 5: test a tour request, a fee question and an allergy message.
Day 6: agree the enrolment-season roles.
Day 7: read every chat and publish what was missing.

When this is not for you

If parents already message teachers inside a school app, keep that for classroom news and use chat for admissions only. Web chat is the channel you connect today; WhatsApp is coming soon (see channels). Starter is AED 70 a month plus 5% VAT, Team AED 210 for 5 seats; see pricing.

Questions and answers

Can the chat answer fee questions?

Yes, from the fees you publish. Unpublished discounts go to a person.

What happens when a parent mentions an allergy?

Admissions thanks them and passes the chat to the nurse or manager, who contacts them. Nobody answers a child's health question from a saved line.

Can parents chat in Arabic?

Yes. The widget and the inbox work in Arabic and English, right to left included.

Do teachers need their own seat?

Only if they answer chats. Starter has 2 seats, Team 5 and Business 10.