Smart Chatbot
for
private schools
Evenings, weekends or bank holidays, it instantly answers questions from your future students and their parents. It keeps their contact details and tells you who to call back first.
Live in 2 minutes · GDPR compliant · No commitment
- + your CRM
Your future students get an answer.
You get their contact details.
No question left unanswered
Fees, work-study, funding, start dates: every future student gets a precise answer, at any hour.
No more answering the same questions
The chatbot handles the repetitive questions. Your team focuses on the applicants ready to enrol.
More applicants identified
When the conversation flows, visitors leave their contact details, with no form to fill in.
What the chatbot changed in one school, in 4 months.
Contacts collected
+35%
of visitors who chat with the chatbot leave their contact details
Contact quality
94%
of contacts are rated as serious
Available 24/7
+40%
of conversations happen while the school is closed
Real results measured over 4 months on the website of ITECOM Art Design, a school of applied arts (1 May to 1 September 2026).
What changed for their admissions teams.
“With our previous tool, barely 7% of enquiries turned into a contact. With Qaptivo, it's more than five times that. Conversations with our future students are smooth: the chatbot answers them in their own language, with a tone that really feels like our school.
Our admissions teams feel the relief and focus better on the students who are genuinely interested.”
14-day free trial · No commitment
Qualified contacts, ready for a call back.
Qaptivo talks with your visitors the way an advisor would: it answers their real questions, picks up on what they say and speaks in the tone you have chosen for your school.
As the conversation unfolds, it suggests leaving contact details at the right moment, without pushing. A simple question about fees becomes a qualified contact, with their level of interest analysed in real time.
From your dashboard, you see at a glance the most interested future students, what they are looking for and who to call back first.
Convert my conversationsA curious visitor becomes an applicant you can call back.
Qaptivo learns your school in minutes
You import your PDF brochures and your website, that's it. The chatbot then answers from your information alone, never from generic content.
Contacts ranked by level of interest
Every contact gets a score: you know who to call back first.
One chatbot, several campuses, zero confusion
A visitor interested in your London campus should never be quoted Manchester's fees. The chatbot works out which campus they mean and answers with its courses, its dates and its prices.
Your events in the spotlight
Open days, workshops, short courses, webinars: the chatbot mentions your upcoming events and naturally invites visitors to sign up.
Every question your visitors ask, without exception.
A future student left waiting for an answer looks for it somewhere else. Fees, apprenticeships, funding, work placements, intake dates, accommodation… Your chatbot knows your school inside out and answers day and night.
Simple dashboard & useful figures
Contacts, conversations, enrolments, interest scores: you track everything from a single dashboard, designed to make the admissions team's work easier.
Alerts & weekly report
Every truly interested future student is flagged to you by email, so they can be contacted first. And every Monday morning, a clear report sums up the week and highlights your priorities.
CSV export & CRM connection
Export your contacts in one click, or send them automatically to your CRM (HubSpot, Brevo, Oscar…).
Multilingual, 24/7
The chatbot answers at any hour, even at weekends, on bank holidays and during the holidays. It speaks the visitor's language and keeps the tone you chose for your school.
Your chatbot live in 2 minutes.
Just one line to add to your website. Everything else is set up from your dashboard.
Paste the script
A single line of code on your website. The widget is live immediately.
<script src="cdn.qaptivo.com/w.js"
data-key="your-key">
</script>
Import your content
PDF, URL or full crawl: the AI learns your business in a few minutes.
The first contacts come in
The bot answers, captures and scores your prospects automatically. You know who to call back first.
Live in 2 minutes · No commitment
A clear subscription, no hidden fees.
One monthly price, based on your number of campuses. Everything is included, with no limit on conversations.
No commitment. Cancel whenever you like, in one click.
Any price change is announced 60 days in advance.
Essential
For one campus
-
24/7 AI chatbot · answers instantly, multilingual
-
Automatic interest score · every contact rated from 0 to 100
-
Passive capture · email, phone and name detected
-
Knowledge base · PDF, URL, automatic crawl
-
Real-time alerts · email + CRM webhook
-
Event mode · open days, workshops, webinars built in
-
Native Oscar Campus · OAuth sync with auto-refresh
-
Weekly report · actionable insights
Multi-site
2 to 5 campuses
-
Everything in Essential included
-
Up to 5 campuses
-
Knowledge base per campus · fully isolated content
-
Contextualised AI · adapts to the campus mentioned
-
Priority onboarding · guided setup
-
Support within 24h
Network
6 to 15 campuses
-
Everything in Multi-site included
-
Up to 15 campuses
-
Bespoke prompt engineering · optimised by our team
-
Dedicated account manager
-
4h support SLA
All prices exclude VAT. VAT is applied according to your country.
Up to -25% for life for our first 10 partners
You keep this rate for as long as you stay subscribed. In return, we ask for a testimonial and one feedback call a month for 3 months. No commitment: monthly or annual, the price stays the same.
Reserve my spotleft
Need more than 15 campuses or a tailored setup? Contact us
It answers from your content, not from general knowledge: when the information isn't there, it says so rather than making it up. A phrasing can still be imprecise, which is why every unanswered question is reported in your dashboard: you fill in the gap, and the case never comes up again.
Yes, and the chatbot is tightly supervised. It only answers from your school's content, never from general knowledge, and never makes up a fee, a date or a course. You set its instructions and its tone, and every question it couldn't answer shows up in your dashboard so you can complete its content.
The chatbot adapts its tone: it can stay formal and polite, even if the visitor writes casually.
Yes. Main hosting in Germany, data processing agreement (DPA) included in the subscription, conversations automatically deleted after 12 months. A dedicated page gives you the texts ready to paste on your website.
Setup takes 2 minutes. The first contacts arrive as soon as the chatbot is live on your website.
Yes. The Multi-site plan handles up to 5 campuses, and the Network plan up to 15, each with its own knowledge base and an AI contextualised per institution. Beyond 15 campuses, contact us for a tailored setup.
No, and that isn't the goal. The chatbot takes on what eats your time: the same questions about fees, intake dates or apprenticeships, evenings and weekends included. Your team receives contacts it already knows something about, with the course, the campus, the level of interest and the whole conversation, so it knows who to call back first. The rest of admissions stays human: the interviews, the parents to reassure, the decision to enrol.
By email, through a connection to your CRM (HubSpot, Make, Zapier, n8n) or directly in Oscar Campus.
There's no need. The Early Partner rate is the lowest we offer and it is locked for life, unlike the annual discount, which only applies to the year subscribed. You can pay monthly or annually, at the same price.
Technically yes, but the chatbot will mix up the information from both campuses and give your future students imprecise answers. The Multi-site plan keeps each institution's content separate. If you're unsure, talk to us before subscribing.
Never lose another future student
for want of an answer.
14-day trial · No commitment · Support included
Works with your tools
