Skip to content
KalviOneKalviOneSchool Management ERP
WhatsApp Automation

Your school communicates. KalviOne automates.

Every event in KalviOne — attendance, fee due, payment, homework, exams — can trigger a WhatsApp message to the right parent. Parents can reply to ask for attendance, fees, homework or marks.

Start using KalviOne Request a demo

At a glance

  • Event-based alerts. Attendance, fees, receipts, homework and exams.
  • Pay from chat. Fee reminders carry a payment link.
  • Parent assistant. Replies to "attendance", "fees", "homework" and "report".
  • Email fallback. Parents with no WhatsApp number on file get the same message by email.

02 · The problem

The office spends hours every week on the phone.

  • Fee reminders are calls and personal WhatsApp messages from staff phones.
  • Absence calls happen only when someone has time.
  • Parents call to ask things that are already in a register.

03 · Why the problem exists

It's not your staff. It's the setup.

  • Messages are manualEvery message is typed by a person.
  • Information is locked in registersParents can't look it up themselves.

04 · The KalviOne solution

Events trigger messages. Parents ask, KalviOne answers.

Messages are templates tied to events in the product. When the event happens, the message is sent to the linked parent. Inbound messages from parents are answered by the assistant from live data.

  • Event-based alerts

    Attendance, fees, receipts, homework and exams.

  • Pay from chat

    Fee reminders carry a payment link.

  • Parent assistant

    Replies to "attendance", "fees", "homework" and "report".

  • Email fallback

    Parents with no WhatsApp number on file get the same message by email.

05 · How it works

How whatsapp automation works, step by step

  1. 1

    Connect WhatsApp

    Link a WhatsApp Business number and get the KalviOne message templates approved by Meta — we do this with you during onboarding.

  2. 2

    Add parent numbers

    Mobile numbers from your register are imported in any format and stored with the country code.

  3. 3

    Messages send themselves

    Triggered by everyday work in KalviOne.

  4. 4

    Parents reply

    The assistant answers from live records.

06 · Product UI

The screens your team will use

Sample data, real layout — this is how the module looks in the KalviOne console.

Trigger · Teacher marks attendance

Ms. Kavya submits Class 7-B at 9:12 AM — Arjun is marked absent.

  1. 1Attendance saved to Arjun's record
  2. 2Parent's WhatsApp number found on their profile
  3. 3Absence alert template sent (absent or late only)
  4. Nobody in the office typed anything.

Sri Vidya School

Official · via KalviOne

Today

Dear Parent, Arjun was marked absent on 03 Oct 2026 (Class 7-B). Please contact the school if this is unexpected.

9:12 AM

He has fever today, will send a leave letter 🙏

9:20 AM

07 · Workflow

The complete workflow

Where each step happens and what KalviOne does automatically (highlighted).

  1. 01School Event
  2. 02KalviOne
  3. 03Message Template
  4. 04WhatsApp
  5. 05Parent
  6. 06Reply / Pay
08 · Who uses it

What each role does

  • Office / Admin

    • Choose which alerts are active
    • Send broadcasts to classes

  • Teacher / Accountant

    • Do their normal work — messages follow automatically

  • Parent

    • Receive alerts
    • Pay from the reminder
    • Ask the assistant
09 · Automation

What happens without anyone doing it

  • WhenStudent marked absent or lateKalviOne"Dear Parent, Arjun was marked absent on 03 Oct 2026 (Class 7-B)…"
  • WhenFee due within 3 daysKalviOne"Fee reminder: Rs.4,500.00 is pending for Arjun… Pay online here: …"
  • WhenPayment succeedsKalviOne"Payment received successfully… Receipt #10291 is attached." + PDF
  • WhenHomework postedKalviOne"New Mathematics homework has been posted for Class 7-B…"
  • WhenExam tomorrowKalviOne"Reminder: Term 2 · Mathematics is scheduled for tomorrow…"
  • WhenResults publishedKalviOne"Results for Term 2 are now available for Arjun."

10 · Reports & analytics

Reports you don't have to build

  • Message logWhat was sent, to whom and when.

11 · Benefits

What changes for your school

  • Hours back every weekNo manual reminders or absence calls.
  • Parents get answers at 9 PMThe assistant works when the office is closed.
  • Official channelMessages come from the school's number, not staff phones.
12 · FAQ

WhatsApp Automation: common questions

Do we need a WhatsApp Business account?
Yes, the school connects a WhatsApp Business number. We help set it up during onboarding.
What if a parent isn't on WhatsApp?
They get the same notification by email. Any alert that can't be delivered on WhatsApp (no number on file, or Meta rejects it) falls back to email automatically.
Can a school turn absence alerts off?
Yes. Same-day absence alerts can be switched off per school, and each parent can mute individual alert types or set quiet hours.
Can parents reply?
Yes. Replies like "fees" or "attendance" get an automatic answer from the student's live record.

Works together with

Start using WhatsApp Automation at your school.

Join the pilot program and our team will set up your school, import your data and train your staff. Prefer to see it first? Book a 30-minute walkthrough.

Start using KalviOne Request a demo