Use case
Follow up every incomplete application, document and KYC
Applicants start forms and stop. The AI agent calls each one, asks what is holding them up, sends the link to finish on WhatsApp and passes anyone who needs real help to your team.
- AI agentनमस्ते Priya जी, मैं Sunrise College की AI assistant Pooja बोल रही हूँ। आपका B.Com admission form लगभग पूरा है, बस documents upload होने बाकी हैं। क्या अभी एक मिनट बात हो सकती है?Hello Priya ji, I'm Pooja, the AI assistant at Sunrise College. Your B.Com admission form is almost complete, only the documents are still to be uploaded. Can we talk for a minute?
- Callerहाँ, बोलिए। Twelfth की marksheet अभी तक मिली नहीं है।Yes, go ahead. I haven't received my Class 12 marksheet yet.
- AI agentकोई बात नहीं जी, अभी आप online वाली marksheet upload कर सकती हैं। क्या बाकी documents आपके पास ready हैं?No problem, for now you can upload the online marksheet. Do you have the other documents ready?
- CallerPhoto और ID तो है, पर upload वाला link कहीं खो गया।I have the photo and ID, but I lost the upload link.
- AI agentक्या मैं इसी number पर WhatsApp पर upload का link भेज दूँ?Shall I send the upload link on WhatsApp to this number?
- Callerहाँ, भेज दीजिए।Yes, please send it.
- AI agentआप documents कब तक upload कर पाएँगी?By when will you be able to upload the documents?
- Callerआज रात तक कर दूँगी।I'll do it by tonight.
- AI agentबहुत अच्छा। Fees या hostel के बारे में कोई सवाल हो तो क्या मैं आपकी बात counsellor से करवा दूँ?Great. If you have any questions about fees or the hostel, shall I connect you to a counsellor?
- Callerनहीं, अभी नहीं। Thank you।No, not now. Thank you.
Half-done applications stall in silence
An applicant fills three steps of a five-step form, or uploads everything except one document, and then life gets in the way. Unless someone calls, the application just sits there.
Your team knows the list exists, but chasing it is slow. Each call starts with finding the file, then asking what is missing, then explaining the same upload steps again.
Most blockers are simple: a lost link, a document they did not have handy, a doubt about eligibility. A voice agent can find the blocker on every file and send only the real problems to a person.
On the call
What the agent does, step by step
- 1
Load pending applications
Import the list of incomplete applications with what is missing, or have your form system send each one to a workflow by webhook.
- 2
Name what is pending
The agent greets the applicant by name and says which step or document is still pending, using fields from the list.
- 3
Find the blocker
It asks what is holding them up, one question at a time: a missing document, a lost link, a doubt about eligibility or fees.
- 4
Send the link
If they want it, the approved WhatsApp template with the form or upload link is sent during the call or right after it.
- 5
Get a date or hand over
It asks when they expect to finish. Questions it cannot answer go to your team, by live transfer or assignment.
Into your CRM
What it captures on every call
- What is pending: a step, a document or a KYC item
- Reason it is pending, in the applicant's words
- Expected completion date, as the applicant said it
- Documents they already have ready
- Questions about eligibility, fees or process
- Consent to receive the form or upload link on WhatsApp
After the call
What happens next
| When | Then |
|---|---|
| The applicant wants the link | The approved WhatsApp template with the form or upload link is sent and tracked for delivery. |
| Needs help from a person | Assigned to a counsellor or operations executive with the summary, or transferred live to your handoff number. |
| Will finish later | Their expected date is on the call record. Run the next follow-up campaign over the applications that are still incomplete. |
| No longer interested | The workflow stops and the outcome is saved as not interested, so your team can close the file. |
| No answer | Calls from a workflow are retried after your gap, up to your maximum attempts, then handed to a person or stopped. A campaign does not re-dial on its own, so re-run it over the still-pending list. |
Set it up
- Export pending applications with name, phone and what is missing, then import them, or send them to a workflow by webhook.
- Write the opening so it names the exact pending step or document, using fields from the list.
- Add extraction questions: the blocker, documents ready, expected completion date.
- Get your form and upload-link WhatsApp templates approved and link them to the agent.
- Add dispositions (Will complete, Needs help, Not interested, Wrong number) and route Needs help to a person.
- Re-run the campaign over the still-pending list every few days, inside your calling window.
What to measure
- Completion rate: applications finished within 7 days of the call ÷ applicants reached
- Top blockers, from the captured reasons
- Link delivery: WhatsApp templates sent vs delivered
- Share of applicants who need a person, and the time taken to reach them
Where teams use it most
Questions about application follow-up
Can the agent collect documents or verify KYC on the call?+
No. It cannot receive documents or verify identity on a call. It finds out what is missing, sends the form or upload link on WhatsApp if the applicant agrees, and routes KYC questions to your team.
Will it ask for Aadhaar or PAN numbers?+
It shouldn't, and we recommend keeping ID numbers out of the script. Identity details belong in your secure upload flow, not in a call transcript. Transcripts are visible to anyone with call-log access, which is another reason to keep ID numbers out of calls.
How does the agent know what is pending for each applicant?+
Include it in the list you import or the webhook you send, as a field on the lead. The agent can use the applicant's name and any such field in what it says.
How often should we follow up?+
For unanswered calls, set the retry gap and maximum attempts. For applicants who answered but did not finish, re-run the campaign over the still-pending list every few days rather than calling daily.
Does it work with our application system?+
Yes, if your system can send or receive a webhook. Otherwise, export pending applications as CSV or Excel and import them.
Hear it on a real phone call.
Book a 20-minute demo and we'll build a first agent around your script, or ring our test line and talk to one right now.