Admissions · WhatsApp AI
SOFIA qualifies admissions leads on WhatsApp 24/7 and routes them to advisors with full context
Universidad Mexicana de Educación a Distancia deployed a grounded WhatsApp agent across 14 graduate programs. Prospects get accurate answers, structured qualification, and a warm handoff to the right advisor — with every conversation visible in ClickIn 360 Dashboard.
Measurement period: Aug 6–27, 2026 (live dashboard data)
All success stories
- 100%
- Qualified leads synced to CRM
- 74%
- Routed without manual triage
- 63%
- With academic profile captured
The challenge
- Admissions inquiries arrived outside business hours on WhatsApp, with no consistent first response.
- Fourteen graduate programs meant scattered knowledge — generic bots gave wrong answers or no answers at all.
- Advisors spent time re-asking basics (program interest, academic level, location) before a real conversation could start.
- HubSpot needed structured lead data, but manual entry from chat was slow and inconsistent.
What we built
- SOFIA — a Mateo-style admissions agent — answers from grounded program knowledge (tuition, schedules, requirements) in natural Spanish.
- Structured qualification captures academic level, program interest, and contact details across an average of seven messages.
- n8n workflows route qualified prospects to the right advisor (territory and program rules) with conversation context attached.
- ClickIn 360 Dashboard gives leadership live visibility: volume, qualification rate, program mix, and advisor assignment — the same data behind this case study.
Results
- 56% of WhatsApp inquiries qualified for advisor handoff with structured context — up from 0% automated qualification before launch.
- 74% of conversations auto-routed to the correct program owner, eliminating manual advisor sorting.
- 100% after-hours coverage — every inquiry receives an immediate first response, 24/7.
- 100% of qualified leads auto-synced to HubSpot with program, academic level, and conversation history — zero manual CRM entry.
- Program interest and advisor assignment tracked automatically across all 14 programs — leadership can report by program for the first time.
Technology
- WhatsApp Business API
- ClickIn 360 Agent (Mateo)
- ClickIn 360 Dashboard
- n8n
- HubSpot CRM
- Grounded knowledge base
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