A Cheltenham independent school used a WhatsApp chatbot to answer parent questions and book headteacher tours faster, any time.
A prospective parent asks about learning-differences support; the Cotswold Independent School WhatsApp bot explains provisions and offers an SENCo call.
Hi there—do you offer any programmes or support for children with learning differences (e.g. dyslexia/ADHD)? We’re considering Cotswold Independent School for September.
Hi! Yes—Cotswold Independent School supports a range of learning differences, and we try to put help in place early and quietly so children can thrive alongside their peers.
Support typically includes:
- SENCo-led support and individual learning plans with clear targets
- Screening and assessment (and guidance on any external assessments, if needed)
- In-class strategies such as chunking, scaffolding, assistive tech, and reasonable adjustments
- Small-group or 1:1 interventions for literacy, spelling, study skills, and organisation
- Pastoral support to help with anxiety, confidence, and routines
If you tell me your child’s age/year group and the main areas you’re seeing (attention, reading, processing speed, etc.), I can advise what a typical support pathway looks like here.
Thank you. He’s in Year 4 now, likely joining Year 5. He’s bright but struggles with attention and sometimes gets overwhelmed with written work. We’re awaiting an ADHD assessment.
That’s helpful context—thanks. For a Year 5 pupil with attention/overwhelm around extended writing, we’d usually look at a mix of classroom adjustments and skills-building, then review what’s working after a few weeks.
Common supports include:
- Task breakdown (short steps, visual checklists, timed “bursts” with movement breaks)
- Reduced cognitive load (modelled examples, key vocab prompts, writing frames)
- Alternative ways to record (typing, speech-to-text, scribing where appropriate)
- Organisation support (routines, seating/attention strategies agreed with class teacher)
- Pastoral check-ins if anxiety or confidence dips
While you’re awaiting the ADHD assessment, we can still put practical strategies in place based on need—no need to wait for a label.
If you’d like, I can schedule a short call with our Special Educational Needs Coordinator (SENCo) to talk through your child’s profile and next steps. What days/times suit you this week?
A call would be great. Could do Wednesday after 4pm or Friday morning.
Perfect—thank you. I can offer:
- Wednesday 4:15pm or 5:00pm
- Friday 9:30am or 10:15am
Which slot should I book with the SENCo?
Also, what’s the best name and number/email for the confirmation? (If you’d rather keep it on WhatsApp, that’s absolutely fine.)
Friday 9:30am please. I’m Sarah Collins—confirm here on WhatsApp is fine.
Thanks, Sarah—booked for Friday at 9:30am with our SENCo.
They’ll call you on this WhatsApp number. If you’d like to share anything in advance, you can send:
- your child’s strengths/interests
- what school currently finds hardest
- any reports (even brief notes) from teachers/GP/assessor
And if plans change, just message “reschedule” and I’ll offer new times.
Prospective parent asks about class sizes and ratios; Cotswold Independent School chatbot explains and books an in-session tour via WhatsApp.
Hi there—I'm looking at Cotswold Independent School for my daughter. Could you tell me what your class sizes are like and the usual teacher-to-student ratios?
Hi! Thanks for getting in touch—happy to help.
At Cotswold Independent School, our class sizes are intentionally small so teachers can really know each child.
- Typical class size: around 14–18 pupils (some year groups may be a little smaller or larger depending on intake).
- Teacher-to-student ratio in lessons: usually 1:14–1:18.
- Support in class: many classes also have additional adult support for targeted groups and learning needs, so the effective ratio can be lower at key times.
If you’d like, I can help you book a tour while classes are in session so you can see the size and teaching style firsthand. Want morning or afternoon?
That sounds good. Morning would be best—ideally next week. Is it possible to meet the head as well?
Yes—our tours are typically hosted with the Head (or arranged so you can meet them during your visit), so we can absolutely include that.
I can offer a few morning options next week:
- Tue 10:00
- Wed 09:30
- Fri 10:30
Reply with 1, 2, or 3, and I’ll reserve it straight away here on WhatsApp.
Also—what year group would your daughter be joining (and when)?
Option 2 please. She’d be joining Year 4 next September.
Perfect—I've provisionally reserved Wednesday 09:30 for a tour for Year 4 (September entry). Just to confirm it correctly in the diary, could you share:
- Your name
- Your daughter’s name
- How many adults will attend
- Any specific learning/support needs you’d like us to be aware of (optional)
Once you send that, I’ll confirm the booking and send the visit details.
Sure—I'm Priya Shah, my daughter is Anaya. It’ll be two adults. No specific needs.
Thanks, Priya.
Confirmed: Tour booked for Priya Shah (with Anaya), 2 adults on Wednesday at 09:30. You’ll have the chance to see classes in action and we’ll make sure there’s time to meet the Head.
If it helps ahead of your visit, I can also share a little more detail on how we use small classes day-to-day (e.g., guided groups, extension, and support). Anything you’re particularly hoping to see in Year 4?
Prospective parent asks about clubs; the Cotswold Independent School WhatsApp chatbot outlines activities and offers to book a tour.
Hi there — we’re looking at Cotswold Independent School for our daughter. Could you tell me what extracurricular activities and clubs you offer?
Hi! I’d be happy to help. At Cotswold Independent School we offer a wide range of clubs across sport, creative, academic and wellbeing.
Popular options include:
• Team sports (e.g. netball, football) and individual sports
• Music (choirs/ensembles, instrumental opportunities) and drama productions
• Art & design clubs
• STEM/tech style clubs (coding/robotics themes)
• Languages and debating/public speaking
• Eco/sustainability activities and community-focused groups
Clubs vary a little by term and age group, so if you tell me your daughter’s year (or age) and her interests, I can suggest the best matches.
She’s 10 and really into art and drama. She also likes science but isn’t super sporty. Are there regular performances?
That sounds like a great fit. For a 10-year-old, the creative options are usually very lively.
Art: after-school art clubs run in blocks, often focused on different themes (drawing/painting, mixed media, craft/design). Pupils can build a portfolio and take part in displays during the year.
Drama: there are drama clubs and production opportunities, with regular chances to perform—typically a mix of smaller showcases and larger productions depending on the term.
Science: we often have hands-on STEM style clubs (experiment challenges, problem-solving, coding/robotics themes).
If you’d like, I can also arrange a tour where you can meet students involved in drama/art and, when available, a club lead.
A tour would be great. Ideally after school next week. Is it possible to meet someone connected to drama?
Absolutely. I can book a tour with the Head and note that you’d like to meet someone connected to drama (we’ll do our best depending on timetables).
What days work for you next week, and roughly what time after school? For example:
- Mon–Thu: 15:30–17:30
- Fri: 15:30–17:00
If you share two or three preferred options, I’ll check availability and confirm the slot here on WhatsApp.
Could do Tuesday around 4pm or Thursday around 4:30pm. We’re two adults coming.
Perfect—thank you. I’ve checked availability and can offer:
- Tuesday at 16:00
Shall I confirm that for 2 adults? I’ll also add a note that you’re keen to meet someone connected to drama and see any current rehearsal/performance info if it’s running that week.
If Tuesday doesn’t suit after all, I can check Thursday 16:30 next.
Yes please, Tuesday 4pm works. Thank you.
All set—your tour is confirmed for Tuesday at 16:00 for 2 adults at Cotswold Independent School.
Next steps:
• Please arrive 5 minutes early and come to Reception
• I’ve added your request to meet someone linked to drama (subject to availability)
If you’d like, share your daughter’s name and current school year, and I’ll make sure the visit is tailored to her interests in art, drama and science.
A parent asks about next year’s term days; the Cotswold Independent School WhatsApp bot clarifies the dates and shares a calendar-sync link.
Hi—sorry to bother you out of hours. I’m a current parent and I’m confused about the term days for next year. The dates I’ve got from another parent don’t match what I remember. Can you tell me when term starts/ends next year and whether inset days are included?
No bother at all—happy to help.
At Cotswold Independent School, the term dates we publish show the pupil school days (first and last day children are in school). INSET / staff training days are listed separately and are not pupil attendance days, which is usually why different lists don’t match.
If you tell me your child’s section (Pre-Prep, Prep, or Senior) and which academic year you mean (e.g. 2026–27), I’ll send the exact start/end dates plus the INSET days.
Thanks. It’s Prep, and I mean 2026–27. I think the confusion is that someone included INSET as term days.
You’ve got it—that’s the most common mix-up.
For Prep in 2026–27, please use the dates on our official Term Dates page. It shows:
- Term start/end = pupil days (children in school)
- INSET = staff training days (no pupils)
- Half-term dates listed separately
The easiest way to avoid conflicting versions is to sync the school calendar to your phone/computer. You can add it to Apple Calendar, Google Calendar, Outlook, etc. here:
https://www.cotswoldindependentschool.co.uk/term-dates
Once you open that page, look for the “Add to calendar / Subscribe” option.
Perfect. If I subscribe, will it update automatically if anything changes?
Yes—if you use the Subscribe (sometimes shown as webcal or an .ics subscription), it will update automatically if the school makes a change.
Quick tip:
- Subscribe = updates automatically
- Download/import = a one-off copy (won’t update)
If you tell me whether you use iPhone/Apple Calendar, Google Calendar, or Outlook, I can point you to the right button/path on that page.
Google Calendar. That’s really helpful—thank you.
Great—on Google Calendar:
- Open the Term Dates page:
https://www.cotswoldindependentschool.co.uk/term-dates - Tap/click Subscribe (or Add to calendar).
- If it gives you a link ending in .ics, copy it.
- In Google Calendar (web), go to Other calendars → + → From URL, paste the link, then Add calendar.
After that, term dates + INSET should appear as separate entries, and updates will come through automatically.
Anything else you want me to check for 2026–27?
Overview
A Cheltenham based independent school is known for its warm community, strong pastoral care and ambitious curriculum. Like many schools, it balances high expectations from families with limited time in the admissions and front office teams.
As interest in places increased, staff were spending more and more of their day replying to repeat questions, arranging tours and finding term dates for existing parents. Families wanted quick answers in the moments they were making decisions, often outside office hours.
The challenge
The school faced three connected issues.
High volume of similar enquiries
Prospective parents regularly asked about facilities, values, curriculum, policies, class sizes, clubs and wraparound care. Many of these questions were asked repeatedly and required consistent, accurate answers.
Tour booking took too long
Parents wanted to visit quickly and preferred to arrange a tour without email back and forth. The school also wanted tours to be booked reliably with the head teacher without double booking.
Existing parents needed faster self service
Current families often needed term dates and reminders about key information. These were simple questions but they created frequent interruptions for staff.
Why WhatsApp
The school chose WhatsApp because it fits how parents already communicate.
- No apps to download
- No new logins or passwords
- Personal familiar experience
This meant families could get help instantly without learning a new portal or waiting for the office to reopen.
What was implemented
The school introduced an AI powered WhatsApp chatbot that supported both prospective and existing parents.
Enquiry handling for prospective parents
The chatbot was trained to answer the most common admissions and school life questions in a consistent tone aligned with the school’s values. It provided clear information about the curriculum, facilities, policies, classes and extracurricular activities, helping families feel informed early in their decision making.
Tour bookings with the head teacher
A key feature was tour booking directly inside WhatsApp. The chatbot connected to the school’s Microsoft 365 calendar so parents could request a suitable slot and receive confirmation without delays. This reduced admin time and improved the experience for busy families.
Support for existing parents
The chatbot also handled everyday questions from current families, including term dates and general school information. This allowed the office team to focus on higher value tasks, especially during peak times such as the start of term.
Benefits and results
Faster responses and better availability
The chatbot delivered instant responses and was available 24/7, supporting parents in the evenings and at weekends when many admissions decisions are made.
Reduced pressure on staff
By handling multiple conversations at once, the chatbot absorbed a large share of repetitive questions. Staff time was redirected from constant triage to more personal interactions that benefit from a human touch.
More tours booked with less effort
With WhatsApp based scheduling and Microsoft 365 calendar integration, the school reduced the friction of arranging visits. Parents could move from curiosity to confirmed tour quickly, while staff avoided manual coordination.
Consistent information for every family
The chatbot ensured parents received the same accurate guidance about policies, curriculum and school values. This consistency reduced misunderstandings and improved confidence in the admissions process.
Personalisation at scale
The chatbot could tailor answers based on whether a parent was new or existing and what they asked about, creating a more helpful and relevant experience without adding workload.
Multilingual support
For families who preferred another language, the chatbot could provide support without requiring the school to staff every language requirement at all times.
Practical examples of improved engagement and operations
Example 1: After hours admissions support
Parents researching schools in the evening could ask about curriculum, clubs and pastoral care and receive immediate answers. This kept interest high and encouraged follow up actions such as booking a tour.
Example 2: Tour booking without delays
Instead of waiting for office hours, a prospective parent could choose an appropriate time and secure a visit with the head teacher through WhatsApp. The school reduced back and forth emails and prevented double booking through Microsoft 365 calendar syncing.
Example 3: Term date questions handled instantly
Existing parents could quickly check term dates and other common information without calling reception. The office team saw fewer interruptions, especially at busy times.
Conclusion
By introducing an AI powered WhatsApp chatbot, the Cheltenham independent school made it easier for prospective parents to learn about the school and book a tour while giving existing parents rapid access to everyday information. The result was better responsiveness, smoother operations and more time for staff to focus on meaningful conversations with families.
