AI that finishes tasks, not AI that writes brochures
Every claim on this page maps to a job somebody in your institution does by hand today. The agents do that job. They work inside your rules, on your data, and every action is logged and can be undone.
Why it works on Ivake
An agent is only as useful as the data it can reach
AI bolted onto a CRM can answer questions about leads. AI on one platform can answer, and act, across admissions, academics and finance at once. Those are not separate databases here.
Grounded in your records
Answers come from your prospectus, fee structure, seat matrix, timetable and student records. Not from general internet knowledge about colleges.
Scoped by permission
An agent sees exactly what the person it acts for is allowed to see. A student support agent cannot show another student's marks or fee status.
Bounded by your rules
Agents work within configured limits: which programmes, which languages, what discount they may mention, when to stop and hand to a human.
The agents
Five narrow jobs, done completely
Narrow beats general. Each agent has one responsibility, a defined stopping point and a named human it escalates to.
Agent 01
First-response agent
A lead submitted at 11 p.m. gets a real answer at 11 p.m.
It replies on WhatsApp or email in the family's own language. It answers questions about programmes, eligibility, fees and hostel from your own documents. It checks the enquiry against your criteria and books a slot from the live calendar. When it reaches something it should not answer, such as a scholarship negotiation or a management-quota question, it stops and hands over with a summary.
- Answers taken from your prospectus, fee structure and seat matrix, never invented
- Qualifies and scores the lead before a counsellor spends a minute on it
- Books, reschedules and reminds: campus visits, calls and entrance test slots
- Hands over with a written summary the counsellor reads in ten seconds
Applicant · 23:04
Hi, is B.Tech CSE still open for 2026? And what is the total fee including hostel?
Ivake · 23:04
Yes — B.Tech CSE applications are open until 14 July. Tuition is ₹1,45,000 per year. Hostel with mess is ₹92,000 per year. There is a merit scholarship for 90%+ in Class 12. Would you like me to check your eligibility?
Applicant · 23:06
I got 93.4% in CBSE. Can I talk to someone tomorrow?
Ivake · 23:06
You qualify for the 25% merit scholarship. Priya from CSE admissions is free tomorrow at 11:00 or 16:30. Which suits you?
Logged to the applicant record · scholarship figure read from the live fee configuration · counsellor slot held on Priya's calendar
Agent 02
Document agent
Verification stops being a queue of PDFs somebody has to open.
It reads uploaded marksheets, certificates and IDs and pulls out the fields. It checks them against your requirement list and against the application, then flags anything that does not match: a different name spelling, the wrong board, a missing transfer certificate. DigiLocker documents arrive already verified by the issuer, so the agent is checking consistency rather than authenticity.
- Extracts board, roll number, year, subjects and marks from scanned documents
- Cross-checks against the application and the programme requirement list
- Requests the specific missing or mismatched document, in the applicant's language
- Re-checks automatically on re-upload and escalates if unresolved
Agent 03
Counsellor copilot
The counsellor keeps the conversation. The copilot keeps the record.
Before a call it sums up everything that has happened: what the applicant asked, what the parent objected to, which other college came up. After the call it drafts the follow-up in the right language and writes the notes back. It suggests a next step based on what worked with similar applicants in your own data.
- Pre-call brief in three lines, including the last objection raised
- Drafts follow-up messages; a human sends them if you prefer draft-only mode
- Writes call notes to the record so nothing depends on memory
- Flags applicants going cold before they are lost
Guardrails
The controls that make AI acceptable to a governing body
An institution is accountable for what is said to a sixteen-year-old and their parents. These are the controls we would want if it were our institution.
Draft-only mode
Every agent can be switched to propose rather than send. A person approves each message until you trust it. You can set this per agent, per programme, or per campus.
Full action log
Every message, check, flag and update is recorded with the time, the agent version and the rule that triggered it. Any of it can be reversed.
Grounding, not guessing
Agents answer from your uploaded documents and live records. When the answer is not in your data, the agent says so and hands over. It does not improvise.
Escalation by design
Scholarship talks, complaints, welfare concerns, disputes and anything your policy marks sensitive always go to a named person.
Communication limits
Quiet hours, message limits and opt-out are enforced by the platform itself. An automation cannot turn into a nuisance-message complaint.
Data boundaries
Your data serves your institution only. We do not use it to train shared models, and we never pool student records across customers.
Getting started
Start with one agent, in draft mode
The institutions that get value from this do not switch everything on in week one.
Pick the loudest problem
Usually slow first response on enquiries, or the fee reminder work nobody has time for.
Run it in draft mode for two weeks
Your team reads what the agent would have sent, then approves or edits it. You see the quality before anything reaches a family.
Turn on sending for the safe cases
Straightforward enquiries and standard reminders go automatic. Everything unusual keeps routing to a human.
Measure and widen
Compare response time, contact rate and conversions before and after. Add the next agent only once the first has earned it.
Book a demo
See Ivake running on your own data
Send us a sample before the call: a term of enquiries, a fee structure, or a class list. We load it and set up your programmes, so you see your own institution on screen rather than a demo account.
- 45 minutes, your data. Not a generic tour of features.
- Migration mapped on the call. We show exactly where your current records land.
- A written rollout plan within two working days, with phases, owners and dates.
- No pressure to switch everything at once. Most schools and colleges start with one department or one intake.