The Challenge

The university faced low attendance rates in its online information sessions for the PGDM program. While marketing efforts yielded a large pool of registrations for each Zoom info session (often thousands of sign-ups), only a fraction would actually attend. The admissions team identified two key issues:

• Lead Qualification: Many registrants were unresponsive or only mildly interested, making it difficult to tell who was genuinely interested in the program. Manually calling each registrant to gauge interest was impractical for the small team.
• Event Attendance: Because many who signed up did not show up, the info sessions had lower turnout than expected, reducing the pool of qualified prospects the team could engage post-session. The university needed more confirmed attendees in these sessions to ultimately convert into PGDM enrollments.

Goal: Increase the attendance and engagement of qualified leads for the PGDM Zoom info sessions without significantly expanding headcount. The team aimed to confirm each registrant’s interest, share the session details (Zoom links) with those interested, and send reminders—all through an automated process. By doing so, they hoped to fill the sessions with genuinely interested prospects and improve conversion rates for the high-ticket program.

Solution: Awaz.ai AI Voice Agent Implementation

The university adopted Awaz.ai’s AI voice agent technology to automate outreach and lead qualification calls. Awaz.ai’s platform enables human-like AI voice assistants that can call leads, engage in conversation, and trigger follow-up actions. By leveraging this, the admissions team could reach out to every registrant efficiently and consistently.

Approach: The AI voice agent was deployed to call each info session registrant, verify their interest in attending, and automatically follow up with session details. If the lead confirmed interest, the system would immediately send them the Zoom invite via WhatsApp and email, and schedule a reminder call before the session. Uninterested or unreachable contacts would be logged accordingly. This ensured the admissions team only focused on leads who showed genuine intent, while others were filtered out by the automated process.

To implement this solution, the team followed a structured workflow:

Automation Workflow (Step-by-Step)

1. Lead List Upload: After each marketing campaign, the list of info session registrants (including names, phone numbers, and emails) was exported from the CRM and uploaded to Awaz.ai. This provided the AI agent with the contacts to reach out to.
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2. Qualifying AI Calls: The team configured an Awaz.ai voice campaign with a conversational script to call each registrant. On each call, the AI agent would greet the prospect by name and identify itself as calling on behalf of the university’s admissions office regarding the upcoming PGDM info session. It would then ask if the registrant was still interested in attending the session.
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3. Instant Zoom Invite via WhatsApp & Email: If the prospect responded affirmatively (indicating genuine interest), the AI agent would record that positive intent. The system was set up to automatically trigger a Zoom invite to those interested leads – sent immediately via WhatsApp message and email. Through an integration (using WhatsApp Business API and an email service), the prospect would receive the Zoom meeting link and session details in their WhatsApp chat and inbox, right after the call. This ensured the lead had the necessary info session access details handy.
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4. Reminder Calls: For leads who confirmed interest, Awaz.ai scheduled a follow-up reminder call shortly before the Zoom session (e.g., a day and again a few hours prior to the event). In these brief automated reminder calls, the AI agent would politely remind the person about the upcoming session and ensure they had the Zoom link, further boosting show-up rates.
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5. Conversational Logging & Lead Scoring: All call outcomes were logged in Awaz.ai. The platform’s conversational analytics scored each lead’s intent based on their response. Interested leads were marked as confirmed for the session, while uninterested ones were noted for no further follow-up. These call logs and intent scores were synced back to the CRM or exported, so the admissions team could clearly identify which leads to prioritize after the info session (for example, reaching out for application or enrollment discussions). The small team thus obtained a filtered list of high-intent prospects without manually dialing thousands of contacts.

Throughout this automated campaign, the AI voice agent handled conversations in a natural, polite manner. In a recorded example, the AI agent greeted the prospect by name and confirmed their interest in attending: “Hello, is this Ms. [Last Name]? I’m calling from the university regarding the PGDM info session you signed up for. Are you still interested in joining us? Upon the prospect’s confirmation, the agent responded with “Great, I will send you the Zoom invitation link via WhatsApp and email right away. We look forward to seeing you there!” and scheduled a reminder touchpoint. This human-like interaction, delivered through automation, ensured each lead felt attended to personally while the admissions staff remained hands-off in the process.

Tool Stack Integration

Implementing this solution required integration of Awaz.ai with the university’s existing tools and communication channels. The following tools were connected to enable a seamless workflow:

• Customer Relationship Management (CRM) System: The CRM housed all registrant data and was used to import lead lists into Awaz.ai. After the calls, the CRM was updated (via CSV import or API) with the call outcomes and intent scores, allowing the team to track which leads were confirmed for the session.
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• Awaz.ai Platform: The core engine driving the AI voice calls. Awaz.ai handled the automated dialing, conversation handling, and branching logic (triggering messages or scheduling reminders based on the call result).
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• WhatsApp Business API: Integrated through Awaz.ai’s workflow (or via an automation tool like Zapier) to send WhatsApp messages programmatically. This allowed the instant delivery of Zoom invite links and details to interested leads on their smartphones. Many working professionals in Singapore prefer WhatsApp for communication, so this integration increased the likelihood that prospects saw the invite promptly.
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• Email Service Provider: (e.g., MailerLite or SendGrid) Connected to Awaz.ai to dispatch follow-up emails containing the Zoom meeting link and info session agenda. Email served as a secondary channel to ensure the invite information was received even if a prospect missed the WhatsApp message.
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• Zoom: Used for hosting the actual info session webinars. The Zoom meeting link and passcode (if any) were included in the WhatsApp and email invitations sent out. While Zoom itself wasn’t directly integrated with Awaz.ai, the scheduling of sessions in Zoom provided the details that the AI agent conveyed and the links it distributed to confirmed attendees.

By integrating these tools, the entire lead engagement process became automated: from the initial voice call to multi-channel messaging and reminders, all actions were synchronized. The admissions team could monitor the Awaz.ai campaign dashboard and their CRM to see in real-time which contacts were reached and interested, without manually coordinating between phone calls, messaging apps, and email sends.

Results and Metrics

The AI-driven outreach campaign produced dramatic improvements in lead engagement for the PGDM info sessions, far exceeding what the admissions team could accomplish manually. Over several campaign runs, the university consistently saw strong results:
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• High Contact Volume, Automated: In one campaign, the AI voice agent attempted 4,799 calls (dials) to registrants, successfully connecting with 764 prospects (pickups). This scope of outreach – nearly 4,800 call attempts – was achieved in a short period, something that would have taken a human team many days to accomplish. Each answered call provided an opportunity to engage the lead in conversation.
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• Qualified Leads Identified: Out of those contacts, 201 prospects were confirmed as genuinely interested in attending the info session (201 “results”). These 201 leads received their Zoom invites and reminders through the automated system【1†】. In other words, the AI agent converted 26% of the answered calls into confirmed attendees for the session. The remaining contacts who either did not answer or declined interest were effectively filtered out with no manual effort.
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• Improved Show-Up Rate: By confirming interest and sending reminders, the university saw a significant boost in info session attendance. Nearly all of the 201 confirmed leads had the session details and reminders, making them far more likely to show up on the day of the webinar. Indeed, the show-up rate climbed well above previous levels when no such calling campaign was in place. The info sessions now had a healthy turnout of engaged prospects, creating a more lively event and a stronger pool for admissions follow-ups.
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• Low Cost per Engagement: The campaign was extremely cost-effective. The Awaz.ai dashboard reported a Cost Per Result of only $0.78 for the above campaign【1†】. This means each interested lead (successful outcome) was acquired for under $1 of calling cost. In a similar campaign for another session, the team achieved 221 interested leads at about $1.01 per result【2†】. These costs include telephony charges and platform usage, and are minimal compared to the value of the program being promoted. For context, a single PGDM enrollment (>$20k tuition) from one of these leads would more than justify the entire campaign spend. The AI agent’s efficiency in reaching thousands of contacts for a few hundred dollars total spend demonstrates a huge return on investment.
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• Consistent and Scalable Performance: Across multiple info session cycles, the automated voice agent approach delivered consistent results in the range of hundreds of confirmed attendees per session, keeping the cost per engaged lead around the $1 mark or lower. The call pickup rate (764 pickups out of 4,799 dialed in the example above) of about 16% is typical for cold/warm calls, and those were all handled flawlessly by the AI. The team could easily scale this approach to larger contact lists or additional programs without straining resources. Every answered call, whether resulting in interest or not, was handled in a uniform, professional manner by the AI – ensuring the university’s outreach remained high-quality at scale.

These metrics highlight how the Awaz.ai solution not only widened the top of the funnel by engaging many leads, but also improved the funnel efficiency by focusing on qualified leads. The engagement cost per lead dropped significantly, and the attendance rate for the sessions rose, providing the admissions team with a bigger and more receptive audience to nurture toward enrollment.

Outcome and Benefits

By implementing Awaz.ai’s AI voice agent, the Singapore university achieved its objectives for the PGDM program info sessions and realized several key benefits:

• Scaled Outreach Without Additional Staff: The small admissions team was able to personally reach out (via the AI) to nearly every registrant in a pool of thousands – something that would have required a call center or hiring temporary callers in the past. The AI agent handled calls 24/7, freeing the human staff from repetitive dialing tasks. This saved countless hours of staff time and allowed the team to operate at a scale previously not possible without adding headcount.
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• Higher Quality Lead Engagement: The automation ensured that only genuinely interested prospects ended up in the info sessions and subsequent follow-ups. By filtering out disinterested registrants through a polite call, the team spent its energy on high-intent leads. The conversations logged by Awaz.ai also provided insights – for example, common reasons for not attending or questions asked – which helped refine future messaging.
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• Improved Event Attendance & Conversion Pipeline: With hundreds of confirmed attendees receiving reminders, the PGDM info sessions had a much higher turnout. These sessions, now attended by engaged prospects, led to more robust post-event conversations. The admissions team could follow up with attendees who showed interest during the session (or asked questions) and more effectively convert them into applicants. The net effect was an increase in the pipeline of qualified applicants for the high-ticket program. Even a modest increase in conversion from attendee to enrolled student translated into a substantial revenue uptick, given the >$20k program fee.
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• Cost Efficiency and ROI: The cost-per-engagement achieved with the AI calls (around $0.78–$1 per interested lead) was a fraction of the cost of traditional outreach. If the team had attempted to call thousands of leads manually, the labor cost would have been far higher per contact – not to mention the opportunity cost of staff focusing on calls instead of other strategic work. The Awaz.ai solution thus delivered a strong ROI. For a few hundred dollars in voice agent and messaging fees, the university ensured a well-attended session and gained multiple high-value enrollment opportunities. Essentially, the admissions funnel was optimized at a negligible cost relative to the program’s tuition revenue.
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• Consistent, 24/7 Engagement: The AI voice agent could make calls outside of normal working hours if needed (useful for reaching busy working professionals in the evening), and it never tired or deviated from the script. This consistency meant every prospect got a professional, timely call and follow-up. The university also ensured that even last-minute registrants received a prompt confirmation call, as the AI could continuously loop through new leads up until the event.

In summary, the Singapore-based university leveraged Awaz.ai’s AI voice agent to transform its PGDM program lead engagement process. The case demonstrates how automating voice calls can dramatically increase event attendance and lead qualification for high-value educational programs. By confirming interest, delivering info session invites via WhatsApp/email, and sending reminders through an integrated AI-driven workflow, the university’s admissions team was able to fill their Zoom sessions with qualified prospects and ultimately drive more conversions – all with minimal effort and cost. This successful implementation showcases the power of AI automation in higher education marketing and recruitment, especially for high-ticket courses where personalized follow-up and timely engagement are critical for converting interested leads into enrolled students.