A prospect's interest is highest right after a visit, and that is when follow-up is thinnest.
Where it breaks down:
Visit and event follow-up waits behind application season.
Interest cools before anyone reaches out.
Staff follow up with the prospects they remember.
The rest feel like names on a list.
Registered prospects who did not show up hear nothing.
A reason to come back goes unused.
We kept it friendly and short: thank, listen, and offer a next step.
- A call soon after a visit says the school noticed.
- Attendees and no-shows need different words, and both deserve a call.
- A prospect who wants a counselor should reach one.
The agent had to:
- Reach attendees and no-shows soon after the event.
- Listen, and record what the prospect says.
- Put a next step in their hands when the call ends.
A RevAIvo Voice agent that follows up after visits and events and sends the prospect a next step.
Attendees and no-shows
Works the registrants on your list, who have agreed to be contacted. Thanks those who came, and invites those who did not to see campus another time, with wording you approve for each.
Hears them out
Records what the prospect liked, what they are still wondering, and whether they would like to talk to a counselor.
Next step in hand
A link to start an application, book another visit, or see the event recap goes out by text or email when the call ends.
Consent first
The first text carries the link and asks the prospect, 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 prospect wants to talk to a counselor.
- The prospect asks about their chances, or about how an application is evaluated.
- The prospect asks about financial aid or a visa. Those go to the right office.
- The prospect asks to stop calls. The request is recorded for your team.
- The prospect asks for a person.
What the call sounds like
Hi, is this Elena? This is the admissions office at Westbrook University. Thank you for visiting for Spring Visit Day last Saturday. How did it go?
It was great. I really liked the science building.
I'm glad. Would you like the link to start an application, or to talk with a counselor about your questions?
A counselor would be good, actually.
I'll log a request for a counselor to reach you, and when we hang up I'll text you the application 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.
Sent after the call
Hi Elena, this is Westbrook Admissions. Thanks for visiting on Spring Visit Day. Start your application here: westbrook.example.org/apply. 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 Elena, thanks for joining us for Spring Visit Day. Here is a recap of the day and the link to start your application: westbrook.example.org/visit-recap. A counselor will be in touch.
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 400 visit and event 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.
Prospects followed up while their interest is fresh, with a next step in hand and a counselor for those who ask.
The follow-up that usually slips, handled.