The weeks after a student hears from you are when interested students quietly go silent.
Where it breaks down:
Next steps live in several emails, on several pages.
A student misses one, and the deposit date slips by.
Staff cannot call every student who has gone quiet.
The ones who needed a nudge never get it.
A deposit is a payment, and it cannot go through a phone call.
Students are left to find the right page themselves.
We scoped it to what comes after the news, never the news itself.
- The decision reaches the student through your own channels first. The agent calls only after that.
- The next steps are practical: a deposit, housing, and orientation, each with a date.
- A deposit belongs on a secure page, and a student unsure about enrolling belongs with a counselor.
The agent had to:
- Call only students your office has already notified.
- Never state, confirm, or discuss a decision.
- Never take payment details, and put the secure link in the student's hands.
A RevAIvo Voice agent that walks notified students through next steps and sends the secure deposit link.
Only after your notice
Works the list your office sets, which includes only students you have already notified and who have agreed to be contacted. It never states, confirms, or discusses a decision.
Next steps in plain language
Explains the deposit, housing, and orientation steps and their dates, using wording you approve.
Never takes a deposit
Does not capture card or payment details. The deposit happens on your secure page, and the link goes out when the call ends.
Consent first
The first text carries the secure link and asks the student, or a parent, to confirm they would like text updates. Later texts go only to those who confirm.
It brings in your team when…
Scoped narrow on purpose. Where you've set a number it can connect the caller; otherwise it logs a callback request for your counselors.
- The student asks whether they have been admitted. The agent never communicates a decision.
- The student asks for more time on the deposit, a waiver, or an exception.
- The student is unsure about enrolling and wants to talk it through.
- The student asks about financial aid or a visa. Those go to the right office.
- The student asks to stop calls. The request is recorded for your team.
- The student asks for a person.
What the call sounds like
Hi, is this Daniel? This is the admissions office at Westbrook University, calling about the next steps from the notice we sent you. Do you have a minute?
Sure. I saw it, but I haven't done the deposit yet.
No problem. The deposit date is May 1st. I can't take payment details on the phone, but I can send you the secure deposit link when we hang up. Would you like it by text or by email?
Text, please.
I'll text you the link. The text will also ask you to confirm you'd like text updates from us, and I won't send more unless you do. Would you like to hear about housing and orientation as well?
Yes, briefly.
Housing applications open on the same page, and orientation sign-up opens in June. Both are in the email we sent, and I can include the links.
Sent after the call
Hi Daniel, this is Westbrook Admissions. Here is your secure link for the enrollment deposit: westbrook.example.org/deposit. Tap to confirm you'd like text updates from us: westbrook.example.org/texts. To stop texts at any time: westbrook.example.org/stop
Hi Daniel, thanks for talking with us. Your next steps are on one page: the secure deposit link, housing, and orientation sign-up: westbrook.example.org/next-steps. If anything is unclear, contact the admissions office at 555-0140.
The first text asks the person to confirm they would like text updates. Later texts go only to those who confirm, and a parent confirms for themselves. Messages go out when the call ends, and the wording is illustrative.
What changes for your team
An illustrative scenario:
Say your team handles 800 next-steps calls a month, and the agent takes 40% of them end to end, at an assumed 5 minutes a call. These figures are assumptions for illustration, not customer results.
In a pilot we measure this with you, on your own calls in RevAIvo Pulse: calls connected, when applicants pick up, and outcomes by disposition.
Students who know their next steps, with the secure deposit link in their hands, and a counselor for the ones who need a conversation.
The follow-up after the news, without a call-a-thon.