The first 60 seconds decide who gets the enrolment.
Herbot responds to every new enquiry within 60 seconds 24/7. He answers the questions students actually ask and books the student directly into your team's calendar — via SMS, WhatsApp, Messenger or web chat.
The problem
The 5-minute window that makes or breaks whether you or a competitor get the next enrolment
Studies show you're 21× more likely to convert a lead if you contact them within 5 minutes of their enquiry. After 10 minutes, that number drops to less than half.
But it's 7:42pm on a Wednesday. Your admissions team has gone home. A prospective student just filled out your enquiry form. By the time your team sees it the next morning, that student has already booked a call with another institution.
The solution
Herbot never sleeps, never takes lunch, and never lets a lead go cold
Capture + Book activates the moment a new enquiry lands — on whichever channel the student chooses. Within 60 seconds, Herbot sends a warm, course-aware reply. Every answer comes from your course data, and every conversation lands in your CRM, matched to the corresponding record.
How It Works
A new enquiry lands — via your website form, an ad, or a direct message on SMS, WhatsApp, Messenger or web chat.
Herbot replies within 60 seconds — with a natural, course-aware opening. For example: "Hi Jordan! Saw you're interested in our Cert III in Early Childhood Education. Are you looking to start full-time, or fit study around work?"
Herbot captures the lead as the conversation flows — name, email, mobile number and course of interest, while answering questions about cost, timing and entry requirements from your course listing only.
The booking happens in the conversation — a calendar link for your course adviser appears at the right point, never up front. One click, and it syncs to your CRM.
Your team picks up with the full log — so every meeting starts with the questions the student already asked.
Works with your existing tools
Integrates with HubSpot, Salesforce, Zoho CRM, Microsoft Dynamics, Brevo, Pipedrive, HighLevel, Monday.com, Calendly and Cal.com — new integrations launching each week. Setup takes under 30 minutes.
What makes Capture + Book different
Instant engagement, across every channel — 60 seconds, whether the enquiry comes in on SMS, WhatsApp, Messenger or web chat.
Answers from your course data — never invented, always tied to the course the student asked about.
Your brand voice — choose from four conversation tones and we fine-tune Herbot to match.
Zero manual work — CRM updates, calendar syncs and transcripts happen automatically.
What You Can Expect
Fully logged conversation write-back and complete visibility within your CRM dashboard, in real time.
Many more enquiries turned into booked conversations, without adding headcount.
Your advisors walk into every meeting knowing what the student asked and where the conversation got to.
Who's Capture + Book for?
You're generating enquiries around the clock — through your website, Course Finder or paid ads — but your team can't respond at 9pm on a Friday. You want every conversation captured and every booking made while the student is still engaged.
FAQ
Does Herbot replace my admissions team?
No. Herbot handles first contact, answers initial questions, and books meetings with your team — so advisers focus on the conversations that need a human.
What if a student asks something Herbot can't answer?
Herbot only uses your course data, FAQs and provider-uploaded snippets. If a question is out of scope, he sends the student your contact details and flags the conversation for follow-up.
Do I need a CRM?
Yes. We integrate with HubSpot, Zoho, Salesforce, HighLevel, Brevo, Microsoft Dynamics, Pipedrive, Monday.com and more.
Which channels does this work on?
SMS, WhatsApp, Messenger and web chat. You connect your own account for each (BYO channel).
Ready to never miss another enrolment?
Book a demo and watch Herbot respond to a live enquiry, then book a student directly into your calendar.