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How to stop missing calls at a language school

InfiVoice ยท 2026-11-14

A language school misses calls at the worst moments: during classes, when the front desk is busy, and when someone who works days wants to ask about courses in the evening. An AI voice agent can answer those calls, handle common questions, and book a trial class.

Why the calls go unanswered

The front desk of a language school is often busiest exactly when enquiries peak. Classes are running, groups come and go, and teachers cannot pick up the phone. Enquiries also cluster around start-of-term and enrolment periods.

Someone calling about levels, prices or schedules is usually in a hurry. If the call goes to voicemail, they call the next school on their list, and they rarely wait for a callback.

Your options

A dedicated front-desk person. This gives a personal touch and handles delicate cases on the spot. The limit is office hours and the cost of having someone available at all times. They also cannot answer during class time.

An answering machine or voicemail. It is cheap and easy to set up. But it cannot answer questions or book anything, and many callers do not leave a message.

An AI voice agent. It answers at any hour, replies to questions about languages, levels and schedules using the information you give it, collects name and phone number, books a trial class, and passes urgent calls or complaints to a person. Its limits are clear: it is only as good as the information you load, it does not replace a complex pedagogical conversation, and you should review its calls during the first weeks.

For many schools the most practical setup is an AI agent for the hours nobody can answer, and a person for the rest of the day.

How to set it up in InfiVoice

1. Load the knowledge base. Include the languages you teach, the levels, group times, enrolment prices and your cancellation policy. Only use details you have confirmed.

2. Design the call flow. A simple order is greeting, language of interest, level, name and phone number, preferred time, then book a trial class or schedule a callback. The flow builder lets you do this without coding.

3. Set business hours and holidays. This tells the agent when it can offer classes and when it should take a message. See the guide on business hours and holidays.

4. Decide when to hand off to a person. Emergencies, complaints and refund requests should reach someone on your team. See how to hand off calls to a human.

5. Test before going live. Call from several phones yourself and try typical questions, including questions from upset callers.

6. Review conversations every week. Correct any answer that is not exact, and add to the knowledge base whatever callers ask that you do not yet cover.

What it costs to try

InfiVoice charges in credits, and one credit equals 60 seconds of call time. The Free plan includes 100 credits. The Pro plan costs $79 per month and includes 250 credits. See pricing for current details.

Frequently asked questions

How many calls does a language school miss?

It depends on your volume and your hours. Before you decide, count the unanswered calls from the last 30 days. The guide on how to calculate the cost of missed calls shows how to do it with your own numbers.

Can the agent answer in English or other languages?

InfiVoice handles calls in more than 30 languages. Test the questions in each language you care about before you turn it on.

Can the agent enrol a student directly?

The agent collects the details and books a trial class or a callback. Enrolment and payment stay with your team.

Does it replace my receptionist?

It does not have to. Many schools use it to cover after-hours calls and calls during class time, and leave conversations that need judgment to their staff.

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