How Planeta FP reduced speed-to-lead from 3 hours to 3 seconds using AI agents

Less and less control over lead quality

With the shift to a cookieless world and changes to the main acquisition platforms, such as Google Ads and Meta, Planeta FP has less and less control over the real quality of the leads it sends to its admissions team.

An admissions team with limited capacity

Each advisor can only handle a certain number of leads per day. That means the school's revenue potential depends on two variables: how many leads each advisor can handle and what percentage of them convert.

Controlling that conversion is critical to deciding how much revenue the school can generate without over-expanding the sales team, with all the cost that entails.

More competition and soaring acquisition costs

Competition in the education sector has exploded over the past five years, and today's acquisition costs are nothing like they used to be: a single click can now cost up to €10.

Uptail worked with Planeta FP to design a tailored AI agent solution, using WhatsApp as the contact channel. Two types of leads were handled, each with its own separate, personalized flow:

• New leads: prospective students who have just requested information. The agent messages them as soon as the request comes in, confirms the program they're interested in, explains Planeta FP's methodology, checks they meet the entry requirements and books an on-campus interview or a call with an advisor. If they don't reply, it follows up the same day and over the following days.
• Older leads: contacts the admissions team had already spoken with in the past. Because they already know Planeta FP, campaigns were segmented by program, each with its own opening message to pick the conversation back up from their original interest. From there, the agent follows the same qualification and booking process.

Both flows are built on Planeta FP's sales scripts adapted for WhatsApp and include automatic appointment reminders, plus integration with its CRM and advisors' calendars. Since launch, Uptail has reviewed and improved the agents every week together with the Planeta FP team.

More control over the quality of leads reaching admissions

Every new lead receives a first WhatsApp message within 3 seconds, when their interest is at its peak. The AI agent answers their questions using Planeta FP's sales script, qualifies them and, if they don't reply, follows up automatically. Instead of a list of contacts to call, the admissions team now receives leads that have already been contacted and qualified.

More sales capacity without growing the team

The agent doesn't stop at qualifying: it books the interview directly in the advisor's calendar. It works in parallel with the team, so some interviews land in the calendar without any advisor spending time getting them. Advisors spend their hours on what they do best, the interview, and the school gains capacity without adding headcount.

Better return on acquisition spend

Every older lead is an acquisition investment that has already been made. After validating the agent with new leads, we launched WhatsApp reactivation campaigns for leads the team was no longer working because they weren't responding to SMS. The agent picks the conversation back up, identifies who is still interested and books their interview, with no new acquisition cost and without taking time away from advisors.