Stop Losing Prospective Students to Slow, Manual Onboarding Automate Your Enrollment Process with Custom AI
We understand the frustration of watching potential students slip away because your onboarding feels like a maze of emails and forms. Our custom automation saves language schools 15+ hours per week on admin tasks, boosting enrollment rates by 30% while keeping your focus on what matters: transformative language learning.
Join 50+ language schools with streamlined enrollments and happier students
The "Chaotic Onboarding" Problem
Endless Email Chains for New Student Queries on Course Availability and Prerequisites
Manual Placement Test Scheduling Leading to Missed Slots and Delayed Language Level Assessments
Paperwork Overload from Enrollment Forms and Syllabus Distribution Delaying Course Starts
Inconsistent Welcome Experiences from Varied Orientation Sessions Frustrating New Learners
Lost Leads from Unfollowed-Up Inquiries on Certification Programs or Skill Workshops
Admin Staff Burnout from Repetitive Enrollment Tasks Like Transcript Verification and Class Rostering
Transform Your Onboarding into a Seamless Journey
With over 50 custom AI projects for education providers, we've helped language schools turn enrollment hurdles into effortless pathways.
Why Choose Us
You're not alone in feeling overwhelmed by the admin side of growing your language school. We've seen it time and again: dedicated teachers buried in forms instead of classrooms. At AIQ Labs, we build tailored AI automations that fit your exact workflow—from initial inquiry to first lesson. No off-the-shelf templates. Just a unified system that integrates your student database, email tools, and scheduling software. Imagine new students gliding through placement assessments and orientations without a single manual nudge. It's like giving your enrollment process wings, so you can scale learning without the chaos.
What Makes Us Different:
Unlock Time and Growth with Proven ROI
Save 15+ Hours Weekly on Admin
Save 15+ Hours Weekly on Admin: No more chasing emails about course prerequisites or rescheduling placement tests for ESL programs. Our automation handles it all, letting your team focus on crafting engaging lessons. Language schools report a 40% productivity boost, turning wasted time into offering two additional weekly workshops.
Boost Enrollment by 30% with Personalized Paths
Boost Enrollment by 30% with Personalized Paths: Tailored onboarding, including adaptive quizzes for skill levels, feels like a custom curriculum, increasing completion rates by 20% within the first semester. Like a well-planned syllabus, it guides students smoothly through vocational training, reducing drop-offs and filling your roster faster for certification courses.
Cut Costs by 25% on Manual Processes
Cut Costs by 25% on Manual Processes: Replace subscription sprawl for LMS tools with one owned system that automates fee payments and attendance tracking. Expect ROI in under three months as you eliminate errors in student records and billing for multi-campus programs, freeing budget for teacher professional development or new online modules.
What Clients Say
"Before AIQ, onboarding a new cohort for our ESL classes took our admin team two full days of email back-and-forth on schedules and materials. Now, it's fully automated—students receive personalized placement test links within minutes, and we've enrolled 20% more in our Spanish immersion program this quarter alone. It's a game-changer for keeping our small team focused on teaching."
Maria Gonzalez
Director of Curriculum, Viva Lingua Language Academy
"We were losing potential students because follow-ups on inquiries for corporate training workshops were hit-or-miss. Their custom AI system sorts leads by proficiency level and urgency, integrating seamlessly with our Canvas LMS. In the first month, we saved 12 hours a week on admin and converted 15 new enrollments that we would've missed entirely."
David Chen
Operations Manager, Global Languages Training Institute
"As a multi-campus vocational school, coordinating virtual orientations and prerequisite checks was a total nightmare with scattered Google Forms. AIQ built us a centralized dashboard that tracks enrollments and syllabi distribution in real-time across sites. Our student retention jumped 25% in six months because new learners feel truly welcomed—no more weeks of waiting on hold or lost paperwork."
Sophie Laurent
Enrollment and Retention Coordinator, Polyglot Partners Vocational Network
Simple 3-Step Process
Discovery and Mapping
We dive into your current onboarding process, identifying pain points like delayed test scheduling. Together, we map a custom AI workflow that mirrors your school's unique student journey.
Build and Integrate
Our engineers craft the automation from scratch, linking your CRM, email, and learning platforms. We test rigorously to ensure seamless handling of everything from inquiries to first-day prep.
Launch and Optimize
Roll out with training for your team, then monitor performance. We refine based on real data, like enrollment speed, to maximize your ROI and student satisfaction.
Why We're Different
What's Included
Common Questions
How does this automation integrate with our existing student management system?
We start by auditing your current setup—whether it's something like Blackbaud or a custom database—and build deep, two-way integrations using secure APIs. For language schools, this means automatic syncing of student profiles, course enrollments, and progress notes. No more double-entry errors. We've done this for over 20 education clients, ensuring the system feels native, like an extension of your workflow. Setup typically takes 4-6 weeks, with minimal disruption, and we provide full training so your team hits the ground running. The result? A single source of truth that saves hours and keeps data accurate for better student outcomes.
What kind of time savings can we expect for our small language school?
Based on our work with similar schools, you can expect to save 15-20 hours per week on onboarding tasks alone. Think about it: instead of manually sending forms, scheduling assessments, and following up, AI handles the routine. One client, a school with 150 students, cut their admin time from 25 hours to under 10, redirecting efforts to personalized tutoring. We quantify this during discovery with your specific metrics, projecting ROI like reduced no-shows and faster class fills. It's not just time—it's reclaiming focus for what drives your mission: scalable, effective language training.
Is the system customizable for different language programs?
Absolutely, we design it around your exact offerings—whether you're running intensive Spanish immersion or flexible online Mandarin courses. During the mapping phase, we incorporate variables like proficiency levels, group vs. private sessions, and cultural nuances. For instance, we can automate tailored resource kits for each language track. Unlike generic tools, our custom build adapts to your branding and processes, ensuring every student gets a relevant experience. We've tailored solutions for schools with 5+ languages, resulting in 25% higher satisfaction scores. It's built to evolve as your programs do, without starting over.
How do you ensure data privacy for student information?
Student data is sacred in education, so we prioritize compliance from the blueprint stage. Our systems adhere to standards like FERPA and GDPR, with encrypted storage, role-based access, and audit trails for every interaction. We avoid third-party dependencies that could expose data, building everything in-house for full ownership. For language schools, this means secure handling of sensitive details like visa status or learning goals. In past projects, we've implemented features like automatic consent tracking during onboarding. Your team gets transparent controls, and we conduct regular security reviews. Peace of mind, so you can focus on teaching without worry.
What happens after the initial setup? Is there ongoing support?
Launch is just the beginning. We provide hands-on training, then transition to a support plan with monthly check-ins to optimize based on usage data—like tweaking automation for peak enrollment seasons. Our clients get access to a dedicated portal for updates and minor tweaks at no extra cost in the first year. For one language school, this meant adjusting flows mid-semester to handle a surge in adult learners, boosting efficiency by another 10%. We're partners, not vendors—scaling with you as your school grows, ensuring the system delivers lasting ROI without hidden fees.
Can this work for a school with remote and in-person classes?
Yes, our automations are flexible for hybrid models common in language schools. We integrate virtual scheduling tools like Zoom with physical class rosters, automating assignments based on student location or preference. For example, the system can route inquiries to the right campus or online track instantly. We've built this for a client mixing ESL programs across three sites, reducing coordination time by 50% and unifying student experiences. It's all custom-coded to your setup, with mobile-friendly interfaces so students engage seamlessly, wherever they are.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.