Enrolment Inquiry Responder

What it does

Answers each enrolment inquiry from your programme FAQ, offers the right next step and logs a HubSpot lead and admissions task.

• Starts on each inquiry your form or website posts to the agent.
• AI matches the programme of interest and the learner's age or level to your programme FAQ, and answers the questions it can from the FAQ only.
• Picks the next step your FAQ gives (tour, trial class, placement test or call) and drafts a warm reply that says the team will follow up on anything it couldn't answer.
• Creates or updates the inquirer as a HubSpot lead and adds a follow-up task for admissions, due the next business day (worked out in code, not by the AI).
• By default every reply waits for approval in Reviews, then is sent with replies to your admissions inbox.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• HubSpot, connected in Settings → Integrations.
• A programme FAQ to paste in, and an inquiry form or website that can post to a webhook.

What it doesn't do

• It drafts and organises for a person to approve; it makes no admission, placement or grading decision.
• It answers only from the FAQ you supply and doesn't confirm places, start dates or fees beyond it.
• It doesn't put learner names or health, needs or family details into HubSpot.
• It isn't the generic lead scorer: it doesn't score or rank families.

Availability and plans

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

• A paid plan: agents run live, and the Free plan only runs Dry Runs.
• An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
• These apps, connected in Settings → Integrations: HubSpot.
• A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
• About 15 minutes.

• Bring your own AI key
• HubSpot (live)

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

• Connect your AI provider

2. Connect HubSpot

Connect your HubSpot account (Settings → Integrations → HubSpot).

• Connecting HubSpot

3. Paste your programme FAQ

Open “Match the programme and draft the reply” and replace the placeholder with your FAQ.

4. Pick your HubSpot account

Open “Create or update the HubSpot contact” and “Create the admissions task” and pick your account in each.

5. Add your admissions inbox

Open “Email the reply” and enter the Reply-to address.

6. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

7. Switch the trigger on

Open the trigger, switch the webhook on and copy its URL and secret into your inquiry form or website.

How it works

The agent is a normal workflow with 12 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• New enrolment inquiry — Starts when your form or app sends data to the agent's webhook URL. Your inquiry form posts each inquiry here (parent or learner name, email, phone, programme of interest, age or level, questions).
• Work out the task due date — Step. In code, not AI: works out the admissions task's due date — the next business day at 17:00 (UTC unless you set your time zone on this step) — and reads the preferred start date when the form gives one.
• Match the programme and draft the reply — AI step (runs on your AI provider key). AI matches the programme of interest and the age or level to your programme FAQ, answers the questions it can from the FAQ only, picks the next step (tour, trial class, placement test or call) and drafts the reply.
• Create or update the HubSpot contact — HubSpot: Create or update a contact. Creates the inquirer (usually the parent or guardian) as a HubSpot lead, or updates the contact with the same email.
• Create the admissions task — HubSpot: Create a task. Adds a follow-up task on the contact for your admissions team, due the next business day, with the programme, next step and open questions (no learner names or sensitive details).
• In HubSpot — Kept in the run history. The contact and task ids are in the run history.
• Send the reply how? — Decision: picks the branch to follow. No valid email: no reply. With review switched off, routine replies go straight out. Everything else (and everything, by default) is approved first.
• No reply sent — Kept in the run history. Branch: No email. The inquiry had no valid email address; the HubSpot task still reminds admissions to follow up.
• Approve the reply — A person approves or rejects it in Reviews (the run waits). Branch: Review. The reply waits in Reviews. Admissions checks the programme match and answers, edits it and approves; nothing is sent before that.
• Email the reply — Sends an email from your workspace's sender. Branch: Routine (review off) / Approved. Emails the reply to the inquirer from your workspace's sender, with replies going to your admissions inbox.
• Reply sent — Kept in the run history. The run history keeps the reply that was sent.
• Not sent — Kept in the run history. Branch: Rejected. Rejected in Reviews; reply to the inquirer yourself (the HubSpot task is still there).

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.

Sample data fields

parent_name, email, phone, programme, student_age, student_level, preferred_start, questions.

• Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
• Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.

Go live

• Open the trigger, switch the webhook on and copy its URL and secret into your inquiry form or website.
• The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
• The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
• When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

• Webhook triggers
• Switching a trigger on (Activation)

Questions

Can it send replies without review?

Yes, but review is on by default. Change “REVIEW EVERY REPLY: yes” to “no” in the AI step: routine replies then go straight out, while unclear matches, unanswered questions and inquiries with sensitive details still wait for approval.

Does it confirm places or fees?

No. It answers only from the FAQ you paste in, never confirms a place, level or start date, and mentions fees only if your FAQ states them.

What goes into HubSpot?

The inquirer's name, email and phone as a lead, and a task with the programme, age/level band, next step and open questions. No learner names and no health or family details.

Troubleshooting

• “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
• A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
• An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
• Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help