Managing registration rush: How TalkWise handles 1000+ daily inquiries

What really happens during registration season?

In most colleges, the same scenario repeats every year:

• The student affairs phone line is busy all day.
• Students complain that the line is always busy or nobody picks up.
• Long WhatsApp messages asking the same questions: fees, departments, transfers, installments…
• Staff are stressed between admin work and answering inquiries.

The problem is not only headcount; it’s how inquiries are organized and split between the system and the human team.

Where does TalkWise come in?

TalkWise acts as a smart assistant connected to your official college WhatsApp. The goal is not to replace staff, but to:

• Receive the first inquiry from the student.
• Instantly answer repeated questions and general information.
• Collect special cases and organize them so staff can handle them calmly.

This turns WhatsApp from a chaos of voice notes and unread messages into an organized channel.

How does TalkWise handle 1000+ inquiries per day?

Let’s say your college receives about 1200 WhatsApp messages per day during registration. A typical TalkWise flow looks like this:

• 70% of questions are repeated (fees, departments, registration dates, requirements…) and TalkWise answers them within seconds.
• 20% are semi-special cases (e.g. “I’m from another governorate, what are the steps?”) – TalkWise answers the general part and collects key info before passing it to staff.
• 10% are fully special cases that are sent directly to a staff member with a clear summary in the dashboard.

Result: staff don’t repeat the same answer 300 times. They focus on the 10–20% of cases that truly need human judgment.

A queue for inquiries instead of a busy line

On phone calls, students either get an answer or hear “line busy”. On WhatsApp with TalkWise, there is no busy signal:

• Every student receives an instant first response confirming their inquiry was received.
• Simple questions are handled immediately.
• Complex cases are organized in a clear queue for staff inside the system.

You can prioritize certain keywords (scholarships, transfer of records, international applicants…) so those cases appear at the top of the staff queue.

Distributing inquiries across departments

You can configure TalkWise to distinguish between different inquiry types:

• Admissions and registration inquiries.
• Tuition and financial inquiries.
• Questions about schedules and class times.

Each type can be routed to a specific team in the dashboard, with a visible count of open conversations per department, so managers see where real pressure is.

How to prepare with TalkWise before registration season

1. Start with one department: for example, Admissions, and let TalkWise handle the general questions first.
2. Prepare core content: admission requirements, fee tables, departments, scholarships, working hours, and online registration steps.
3. Define handover rules: which cases must always go to staff, and which can be fully handled by TalkWise?
4. Train staff on the dashboard: how to view conversations, add notes, and continue the reply in the same WhatsApp thread.
5. Monitor the first week: track key numbers (inquiries handled, auto-answer rate, staff time saved) and adjust settings as needed.