AI phone system for a training academy: calls, internships and requests on one platform

The client is a vocational training academy with several locations. The phone rings for very different reasons: people interested in courses, companies looking for interns or staff, companies already hosting a student, customers who want to book a service.

Staff spent hours answering the same questions and calling people back. There was also outbound work nobody managed to do regularly: calling companies to find new internship places and checking in, at fixed intervals, with those hosting a student.

The answers already existed, spread across a phone script, a list of frequent questions used on WhatsApp and people's memory. What was missing was a single place to collect them.

We designed a platform that coordinates AI voice agents and collects everything they produce in one place.

Inbound calls

The agent answers, understands why the person is calling and uses specific tools: it looks up frequent questions, records a course enquiry, takes the details of a company interested in interns, leaves a message, checks availability and books an appointment in the calendar. During office hours it can transfer the call to the right department. Every call has a transcript, an outcome and a recording.

Outbound calls

There are two call lists. The first looks for new companies willing to host interns and stops on its own when the target number of places is reached. The second runs check-ins on active internships: every three weeks the system calls the host company and collects the questionnaire answers. If the company prefers to fill it in online it gets a link by email, with three reminders during office hours. If nobody answers, staff receive a task to call in person.

A knowledge base approved by a person

The frequent questions became a knowledge base. For each entry the system proposes a version suited to speech, but only a staff member can publish it. Questions the agent could not answer go into a list, so the knowledge base grows from real cases.

Requests, privacy and roles

Course leads, messages and bookings arrive in one inbox with status, assignee and export. Admin, staff and read-only roles are separate, phone numbers are masked, recordings can only be played by signed-in users and an activity log records every action. The WhatsApp channel will use the same knowledge base as the phone once Meta activates the API.

Where we are

At the end of October 2026 the platform is in acceptance testing with the client's staff. We are not publishing results yet: we will add them after the first months of real use.

See how we approach these projects on the AI phone system page and the page on artificial intelligence for companies.