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Increase in Hiring Quality

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Join Films Academy is one of India’s leading institutes for aspiring actors, writers, and directors. With a robust portfolio of workshops, training programs, and large-scale online seminars, the Academy connects thousands of aspiring creators across the country with industry-relevant learning opportunities.

As demand for its programs surged, Join Films Academy recognized an opportunity to modernize its admissions and outreach operations to ensure that every serious prospect received prompt, personalised attention while freeing its counselling team to focus on high-value conversations.

The Opportunity

Join Films Academy was experiencing strong, growing interest in its programs. However, the volume of inbound inquiries created a challenge familiar to any scaling education institution: ensuring that no serious prospect was left waiting, while also allowing counsellors to concentrate their energy where it mattered most.

Key areas where Rootle.ai could add immediate value included:

• Managing high volumes of inbound calls without increasing headcount

• Qualifying and screening leads intelligently before counsellor handoff

• Running structured outbound campaigns to re-engage existing leads

• Collecting post-workshop feedback at scale in a consistent and timely manner

Existing Communication Setup – Rootle.ai
MyOperator CRM & calling platform
Inbound calls Outbound calls Lead management
Counselling team Human agents
Admissions Conversions Manual screening
Inbound inquiries Students & aspiring actors
Outbound campaigns Lead follow-up & conversion
Layered onto MyOperator — no migration needed
AI voice layer added Handles screening & qualification automatically
Fast go-live Minimal disruption to existing workflows
Unified setup CRM, calls & AI in one connected stack
WhatsApp handoff Lead context shared before every transfer

The Voice AI Solution for Lead Qualification

Rootle.ai deployed an end-to-end intelligent voice AI system handling both inbound inquiry management and outbound engagement campaigns for Join Films Academy.

1. Intelligent Inbound Call Handling

Inbound calls primarily come from students and aspiring actors exploring workshop and training program enrollment. Rootle.ai’s voice AI was configured to handle these calls with the same warmth and thoroughness a senior counsellor would bring.

• The AI conducts a structured eligibility and intent verification process before any human involvement:

• Verifying parental or guardian approval for candidates pursuing a career in acting or entertainment

• Dynamically adapting qualification questions based on the candidate’s age, educational background, employment status, and career aspirations

• Gauging seriousness of intent and readiness to enrol

Rather than applying a rigid script, the conversation flow adapts in real time based on each candidate’s responses — creating a natural, engaging interaction that mirrors a genuine counselling conversation.

2. Seamless Human Agent Handoff

When a candidate is identified as qualified and genuinely interested, Rootle.ai facilitates a warm, context-rich transfer to a human counsellor during business hours.

• Complete call context and lead profile are automatically shared with the counsellor over WhatsApp before the transfer

• Counsellors enter the conversation fully briefed, enabling a seamless continuation without repetitive questions

• This eliminates friction for the candidate and significantly improves the quality of the counsellor’s first impression

3. Outbound Workshop Interest Campaigns

Rootle.ai runs targeted outbound voice campaigns to re-engage previously generated leads and identify the highest-intent participants ahead of live workshops and seminars.

• Personalised AI-led calls to dormant or cold leads in the database

• Interest-level capture and intent classification during the call

• High-intent prospects are flagged and forwarded to human counsellors for conversion and closure

4. Automated Post-Workshop Feedback Collection

After each workshop or training session, Rootle.ai conducts automated feedback calls to participants at scale — ensuring consistent data collection without relying on manual follow-up.

• Structured feedback conversations capturing participant satisfaction and experience

• Identification of improvement areas and highlights for future program design

• High response rates due to the conversational, non-intrusive nature of the AI interaction

Results at a Glance – Rootle.ai
72% Reduction in missed inquiry calls
64% Leads qualified by AI before counselor involvement
37% Engagement rate from dormant lead databases
58% Reduction in manual screening effort for the admissions team
41% Improvement in counselor-ready lead quality
Impact in Practice – Rootle.ai
Instant response, every time Every inbound inquiry is answered immediately — regardless of volume spikes during campaign periods or peak admission windows. No lead is left waiting.
Counsellors focused where it counts Counsellors now spend their time almost exclusively with candidates who have been verified as serious and eligible — improving conversion rates and team morale.
Dormant leads brought back to life The AI identifies and surfaces high-intent prospects from existing databases — reaching candidates who would otherwise have gone uncontacted.
Continuous program improvement Automated feedback collection after every session gives the Academy a consistent, scalable mechanism to gather insights and refine its programs over time.
The bottom line Rootle.ai's voice AI has freed Join Films Academy's counselling team to do their best work — while ensuring no serious prospect ever falls through the cracks. The result is a smarter admissions engine that scales with demand.