click-to-whatsapp ads were bringing in leads faster than humans could reply. so we built an agent that greets, qualifies and books trials in seconds.
sports for life runs sports academies. their click-to-whatsapp ads worked, which created a very specific problem: leads arrived faster than the team could answer them, and every hour of delay quietly killed conversions. the growth ceiling was not the ads. it was manual follow-up.
the same five questions, all day
when we sat with the sales team, the pattern was obvious. most of their day went into answering the same handful of questions: is the trial free, which centre is closest, what are the timings, what age groups, how much does it cost. important questions, but not ones that need a person.
what the agent does
- greets every new lead within seconds of the first message, at any hour
- answers the frequent questions in plain language
- qualifies the lead: sport, age group, nearest centre, preferred time
- books the trial directly and confirms it
- syncs everything live to leadsquared and google sheets, so the team sees the full conversation
- triggers ringg ai voice calls for no-shows, so a missed trial becomes a rescheduled one
“our sales team used to spend half their day answering the same five questions. we woke up to 47 new bookings one morning. that was week two.”
the stack
the agent runs on n8n and manychat with gpt-4o for understanding and replying, leadsquared as the crm of record, google sheets for the team's daily view, and ringg ai for outbound voice. nothing exotic. the work is in the flows, the guardrails and the hand-off rules: knowing exactly when the bot should step aside and a human should take over.
what changed
first response became 5x faster. more than 60% of conversations were qualified before a human saw them. manual effort on first touch went to zero. the team now talks only to leads worth talking to, and they talk to them while those leads are still warm.
is this right for you?
- you run click-to-whatsapp or lead ads and replies are slower than you would like
- your team answers the same questions many times a day
- your leads come in outside office hours
- you have a crm, or are ready to have one, so the agent has somewhere to write
founder of rapchik media. 8+ years scaling 30+ brands across india and the us, from agri-drones to a us job portal. strategy and execution, same brain.
