How a Chatbot Doubled the Number of Students for the SpeakEasy Language School

case study

Client and Context

SpeakEasy is a language school with five branches in Kyiv plus an online format. Before automation, managers processed requests manually: replying on Instagram Direct, calling, logging entries in a Google spreadsheet. Average response time to a request was 4 hours. Up to 40% of leads went cold and never made it to a trial lesson.

Task: cut request processing time and increase trial-lesson conversion.

What Darobots Built

We built a Telegram bot that became the first point of contact for prospective students. The bot works 24/7 and does the job that used to require three managers.

Functionality:

• automatic language level assessment through a 12-question mini-test;
• group matching by level, schedule, and format (offline/online);
• online booking for a trial lesson with date and time selection;
• reminders 24 hours and 1 hour before the lesson;
• feedback collection after the trial lesson;
• automatic handoff of "hot" leads to a manager.

Technical Implementation

Darobots integrated the bot with the school’s CRM system and teachers’ Google Calendar. When a student picks a time, the bot checks availability in real time and creates an event automatically. The manager sees a new lead already complete with test results, chosen group, and confirmed time.

Results After 4 Months

• trial-lesson conversion grew from 28% to 61% - thanks to instant replies and convenient booking;
• the number of new students doubled on the same ad budget;
• request processing time dropped from 4 hours to 2 minutes;
• manager workload decreased by 60% - they now focus on complex cases and sales.

What Made the Project Successful

The key factor was speed. Someone looking for English courses usually sends a request to 3-5 schools at once. Whoever replies first gets the student. Darobots’ bot responds within seconds, walks the person through the whole journey, and books the lesson while competitors haven’t even seen the message yet.