Admissions season
When enrollment opens, all applicant calls queue up and are distributed among the admissions team.
For your industrySchools and universities
Virtual phone number for schools and universities: serve parents and applicants in peak season
A line that scales up during admissions and enrollment, routes calls among admissions, billing and the registrar, and notifies the whole community with a single send.
Let me explainEnrollment season with no busy lines or waiting parents.
Explained simply
Why a virtual number for schools and universities?
A school or university lives with very sharp peaks. During admissions, enrollment or report-card season, the phone can’t keep up: parents asking about openings, applicants wanting admission exam dates, guardians with tuition questions. The rest of the year the line is calmer, but when the peak hits, every missed call could be a student enrolling somewhere else.
With a 19 80 TIC Cloud virtual number, your institution gets a +57 3xx mobile number or a local landline number that takes many calls at once, from a few to hundreds, and you can add capacity for peak season. A voice menu sends each person to admissions, billing, the registrar, student services or school transportation, and each area has extensions with their own hours, including for teachers and coordinators working from home.
Communicating with the school community gets simpler too. With bulk SMS or voice message calls, you announce a schedule change, a day with no classes or a payment deadline, and parents can confirm they got the message with a key press. On WhatsApp, admissions answers applicants’ questions with brochures and dates, and an AI agent answers FAQs at any hour, even on a Sunday night.
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Use cases
What it solves for schools and universities
Menu by department
Parents, students and suppliers choose admissions, billing, the registrar or transportation and reach the right area.
Community-wide notices
An SMS or voice message tells all parents there’s no school tomorrow due to a teacher training day, with a record of who received it.
Tuition and enrollment reminder
A friendly message reminds customers the payment is due and offers an option to talk to collections.
Applicant FAQs
An AI agent answers at night about admission dates, requirements and programs, and schedules a campus visit or a call with an advisor.
A normal day
The first week of enrollment at a private school
For example, it’s the first week of enrollment and the school sends all parents an SMS with the dates by grade. The next day, between 7 and 9 a.m., more than a hundred calls come in. The menu separates those with payment questions, who go to billing, from those asking about documents, who go to the registrar. The most common questions, like the school supply list or office hours, are answered by the AI agent. At noon, the principal checks the dashboard and sees that the average wait was short.
What you’d use
The tools that work for you
PBX and call centerRoute calls by department, give extensions to teachers and administrators, and see missed-call reports during peak season.SMS and audioSend bulk notices to parents and students, with keypad confirmation of receipt and in compliance with Ley 2300 de 2023.WhatsApp and chatLets admissions serve hundreds of applicants on WhatsApp and Instagram from a single inbox.Artificial intelligenceAnswer frequently asked questions about admissions and enrollment 24/7 and hand off to an advisor when the applicant asks.QTbrain CRM and ERPQTbrain keeps each applicant’s history and calls so admissions can follow up until enrollment.
Decision-maker
What each person on the team gains
Principal or administrative director
Protect enrollments during peak season and give parents an organized impression from the very first call.
Admissions or marketing manager
Doesn’t lose applicants to unanswered calls and follows up with each prospect until they enroll.
IT coordinator
Manage teacher and campus extensions in the cloud and add capacity only when the season calls for it.
We answer your questions
FAQ: schools and universities
Can I increase capacity just during enrollment season?
Yes. The number of simultaneous calls can be adjusted by season, so you have more capacity during admissions and enrollment without paying the same all year.
Can teachers have an extension even if they work from home?
Yes. Each teacher or coordinator can have their extension in a mobile or computer app, and parents call the school number without knowing the teacher’s personal mobile.
How do I send a notice to all parents at once?
With bulk SMS or voice message calls, you upload the list of parents and guardians and send the message in minutes. The report shows who received it and who confirmed with a key press.
Does it work for a university with several schools and campuses?
Yes. You can have a main number with a menu by school or campus, and dedicated numbers for areas like admissions or graduate programs, all on the same platform.
What happens with data from underage students?
Data is handled with Ley 1581 de 2012 in mind, which gives special protection to children and adolescents. The institution decides who can access recordings and contact lists.
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