Maya guides prospective students through program matching from your actual catalog, runs placement assessments, collects enrollment documents, evaluates teacher applications with subject knowledge testing, and delivers structured admissions and hiring packages — before your staff opens a single file.
What admissions and staff hiring still look like without this bundle
Admissions staff spend their days copying data between systems and chasing approval signatures instead of shaping student outcomes. The applicant pool peaked at 3.9 million high school graduates in 2025 and is projected to shrink 13% by 2041. Every lost prospect costs more than it used to.
Slow Response Times Lose Applicants
A prospective student visits the school website at 9pm, fills out a contact form, and waits. The admissions office responds two days later. By then the student has enrolled somewhere else. Slow response times are one of the top pain points cited by enrollment leaders — and the admissions team is too busy processing existing paperwork to respond faster.
Manual Transcript and Document Processing
Every application involves transcripts, certificates, identity documents, recommendation letters, and test scores. Staff receive them by email, download them, rename them, upload them to the student information system, and mark them as received. One missing document and the process stalls until someone remembers to chase it.
Placement Testing Is a Scheduling Problem
New students need placement assessments before they can be assigned to the right program level. Scheduling these in person or proctoring them over video means coordinating rooms, invigilators, and time zones. The test itself takes 30 minutes. The logistics around it take hours per cohort.
Teacher Hiring Is a Separate Manual Process
Schools hire staff using the same manual methods: review CVs, schedule interviews, evaluate subject knowledge through conversation, and compare candidates from memory. No structured scoring. No subject knowledge testing. No ranked shortlist. The head of department carries the assessment criteria in their head.
Pre-Built Dual Workflow
What Maya does instead
Two complete workflows in one bundle. The admissions workflow handles student-facing enrollment. The staff hiring workflow handles teacher evaluation. Both run independently under the same license.
Workflow A — Student Admissions
1
Program DiscoveryProspective student visits the school website or opens a shared link. Maya asks about interests, qualifications, and goals. Maya searches the school's program catalog in RAG — courses, entry requirements, fees, schedules, campus info — and presents matching options from the school's actual offerings.
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2
Placement AssessmentMaya runs a placement assessment matched to the program the student selected. Subject knowledge, language proficiency, or custom assessment — scored 0–100 with identified strengths and gaps. Runs on any device, any time zone. No scheduling logistics.
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3
Application and Document CollectionMaya collects transcripts, certificates, identity documents, and recommendation letters through the widget. Tracks what has been received and what is outstanding. Sends automated follow-up for missing items via the document sequencer.
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4
Enrollment PackageMaya generates the enrollment brief, sends the enrollment agreement for e-signature, and produces a presentation deck with the student's selected program details. Compliance tracker confirms all required documents are complete.
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✓
Complete Admissions Package DeliveredAdmissions receives: student profile with program match, placement assessment scores, all collected documents with compliance status, signed enrollment agreement, and presentation deck. Ready for final review — not data entry.
Workflow B — Staff Hiring
1
Application EvaluationMaya evaluates teacher and staff applications against the role requirements. Assesses qualifications, experience, subject expertise, and teaching certifications from the submitted CV and cover letter.
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2
Subject Knowledge and Language AssessmentCandidates take subject knowledge assessments sourced from the school's own curriculum via RAG. Language proficiency testing for bilingual or ESL positions. Scored 0–100 with specific gap identification.
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3
Document Collection and ComplianceTeaching certificates, background checks, transcripts, and references collected through the widget. Compliance tracker monitors which candidates have complete files. Follow-up sequencer chases outstanding items.
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✓
Ranked Shortlist DeliveredDepartment head receives: ranked candidates with subject knowledge scores, language proficiency results, application evaluation, complete document files, and identified gaps. Interview only the top candidates — not all of them.
Three Layers Working Together
Avatar + Knowledge + Tools — the killer feature
Maya does not give generic advice about programs. She searches your school's actual program catalog, entry requirements, fees, schedules, and curriculum details — and uses them in a face-to-face conversation with the prospective student.
Program Guidance with Live Catalog Intelligence
Your school's program catalog, entry requirements, fee schedules, scholarship criteria, campus information, curriculum details, and enrollment checklists are loaded into the knowledge base. A prospective student opens a link on their phone at 10pm. Maya appears face-to-face and asks what they want to study. The student says they are interested in business but are not sure which program fits their background. Maya asks about their previous qualifications and work experience. Then Maya searches the school's program catalog and presents two matching programs — one full-time with a practicum and one part-time for working professionals — with fees, duration, and entry requirements for each. The student asks about scholarships. Maya checks the knowledge base and explains the merit-based scholarship with the GPA threshold and application deadline. Maya runs a placement assessment covering business fundamentals — scored 68/100 with gaps in accounting and statistics. Maya collects the student's transcript and identity documents, generates the enrollment brief with the recommended program, sends the enrollment agreement for e-signature, and delivers the complete admissions package to the registrar.
With Avatar
Maya appears face-to-face on the student's phone or desktop
Guides them through program options from the school's actual catalog
Answers questions about fees, scholarships, schedules, and entry requirements
Runs placement assessments during or after the conversation
Collects documents and sends enrollment agreements while talking
Available as widget on the school website, shared link, or QR code at events
Straight Workflow (No Avatar)
Same program matching, same assessments, same document collection — no video layer
Students interact via text chat or structured intake forms
Results delivered via API, webhook, or student information system integration
Lower cost per student — suitable for high-volume institutions
Staff hiring workflow runs entirely headless with scored results
Compliance tracking and follow-up sequences run automatically
Three scenarios — from a school administrator's perspective
Each scenario shows a real situation, what Maya does, and the structured output the institution receives.
Language School — 200 Applicants Per Intake
3 intakes per year, 4 program levels, placement testing required
Maya handles every website inquiry 24/7 in 30 languages
Guides each prospective student through program options matched to their background
Runs language placement assessment scored 0–100 to determine program level
Collects transcripts, certificates, passport copies, and proof of previous study
Tracks missing documents and sends automated follow-ups
Generates enrollment brief and sends agreement for e-signature
Output: 200 complete admissions packages per intake with placement scores, program recommendations, and all documents collected. Admissions staff review and approve instead of process and chase. Estimated 400+ hours of manual processing eliminated per year across 3 intakes.
International School — Teacher Hiring Cycle
12 teaching positions, 180 applications, 3 subject areas
Maya evaluates every application against role-specific criteria
Subject knowledge assessments sourced from the school's own curriculum via RAG
Language proficiency testing for bilingual teaching positions
Collects teaching certificates, background check results, and references
Compliance tracker shows which candidates have complete files
Ranked shortlist by subject area with scores and identified gaps
Output: Per-department shortlists with subject knowledge scores (0–100), language proficiency results, application evaluations, and complete document files. Department heads interview the top 3–5 candidates per role instead of reviewing 180 applications manually.
University — Open Day and Event Registration
QR code on event materials links directly to Maya
Prospective students scan a QR code at the university booth or on printed materials
Maya asks about their interests and qualifications on their phone
Searches the program catalog and presents matching options with fees and entry requirements
Runs a short placement assessment on the spot
Collects contact details and preliminary documents
Student receives a personalized enrollment brief immediately
Output: Every event visitor captured with program interest, qualification level, placement score, and contact details. Follow-up is targeted to the programs they actually qualify for — not a generic mailing list blast.
Tools in This Bundle
15 tools — all live, all included
Every tool in this bundle is built, tested, and running in production. These are the capabilities Maya uses when you deploy the Education bundle.
15 TOOLS • ALL LIVE
Assess ApplicationEvaluate student or teacher applications against requirements
Enrollment BriefPersonalized enrollment package for accepted students
Student FeedbackPerformance feedback after training or assessment completion
Intake QuestionsDiscovery questions adapted to student goals and background
Intake SummaryStructured admissions summary from the discovery conversation
Knowledge AssessmentSubject knowledge testing from the school's own curriculum
Custom AssessmentBuild assessments on any subject or competency
Language AssessmentLanguage proficiency testing for placement or hiring
Knowledge Base SearchSearch programs, fees, schedules, scholarships, campus info
Enrollment software stores student data after you enter it. This bundle collects the data, matches programs, runs assessments, and delivers a complete admissions package before staff opens the file.
Manual / Separate Tools
Website inquiry form — response in 1–2 business days
Program information sent by email as a PDF catalog
Placement testing scheduled in person or via proctored video
Documents received by email, renamed, uploaded to SIS manually
Missing documents chased via individual emails
Teacher applications reviewed by department head from memory
No structured scoring — interview decisions based on gut feel
VS
Education Bundle Agent
Maya responds instantly — 24/7, any device, 30 languages
Program matching from the school's actual catalog via RAG
Placement assessment runs on any device — no scheduling needed
Documents collected through the widget, tracked automatically
Automated follow-up sequences for missing items
Teacher applications evaluated with subject knowledge testing (0–100)
Optional face-to-face avatar for a personal admissions experience
Stop processing applications manually and chasing documents by email. Let Maya handle admissions, placement testing, enrollment, and teacher hiring — and deliver structured results before your staff starts their day.
The Education Bundle Agent is a pre-built AI workflow for schools, colleges, universities, language schools, and training providers handling student admissions and staff hiring. The bundle runs two independent workflows under one license. The admissions workflow guides prospective students through program discovery using the school's actual program catalog loaded into the knowledge base — courses, entry requirements, fees, schedules, scholarship criteria, and campus information. Maya presents matching programs based on the student's interests, qualifications, and goals. Placement assessments run on any device in any time zone, scored 0 to 100 in subject knowledge, language proficiency, or custom competencies sourced from the school's own curriculum. Documents are collected through the widget — transcripts, certificates, identity documents, recommendation letters — with compliance tracking and automated follow-up sequences for missing items. Enrollment agreements are generated from the school's templates and sent for electronic signature. The staff hiring workflow evaluates teacher and staff applications against role requirements, runs subject knowledge assessments from the school's curriculum, tests language proficiency for bilingual or ESL positions, collects teaching certificates, background checks, and references, and delivers ranked shortlists by department with scores and identified gaps. The optional two-way video avatar layer enables face-to-face admissions conversations — prospective students scan a QR code at an open day event and Maya appears on their phone. The bundle includes 15 tools covering application assessment, enrollment briefs, student feedback, intake questions, intake summaries, knowledge assessment, custom assessment, language assessment, knowledge base search, document collection, compliance tracking, follow-up sequencing, e-signature, contract generation, and presentation decks. Available in 30 languages with pay-as-you-go pricing. Business and deployment partner licenses available.