KHALDOUN
Education Services / International Student Support (UK)
Client Profile
Industry
Education Services / International Student Support
Size
Education service provider supporting large student cohorts
Business Model
Academic support and guidance for students
pursuing PhD and UK Master’s programs
Challenge
90% of support effort consumed by repetitive queries,
limited to business hours
Business Problem
→ Student queries handled manually, leading to delays and inconsistency
→ No instant access to accurate PhD and UK Master’s program
information
Exotica IT Solutions
www.exoticaitsolutions.com
→ Support availability limited to business hours only
→ No centralized system for storing conversations or extracting insights
→ High staff effort spent answering repetitive questions
→ Approximately 90% of support effort consumed by repetitive, low-value
queries
Objective
Provide 24/7 real-time student support
Deliver instant, accurate academic answers
Reduce manual workload on support staff
Capture and analyze student interactions for insights
Centralize transcripts and reporting
Automation Details
AI Chat & Voice Interface
Students ask questions via chat or voice, AI
responds in real time with accurate academic information
24/7 Availability Logic
System operates continuously without human
intervention
Transcript Capture & Storage
Every interaction stored centrally,
conversations indexed for semantic search
Insights & Reporting
Transcripts analyzed to surface trends, FAQs,
and student needs
Data-Driven Decisions
Enables academic and operational decisions
based on actual student queries
Solution Overview
→ Built production-ready AI chat and voice agent system
→ Answers student questions instantly, 24/7
→ Supports both text and voice interactions
→ Stores all conversations centrally
→ Generates searchable transcripts and insights
→ Scales seamlessly without increasing staff workload
→ System transformed student engagement while drastically reducing
manual effort
Technology Stack
AI / LLM
GPT-4 for conversational intelligence
Voice
Speech-to-Text & Text-to-Speech engines
Storage
Centralized Transcript Database
Search
Semantic Search Engine with vector embeddings
Automation
Workflow orchestration and reporting layer
Integration
Student portal and CRM system
Outcome & Impact
→ 24/7 Support: Student support enabled around the clock
→ Efficiency Gain: 90% improvement in support operations
→ Cost Savings: $35,000 annual savings in operational costs
→ Insights Captured: 2,500+ student interaction insights analyzed
→ Response Times: Dramatically faster response times
→ Student Satisfaction: Improved engagement quality
→ ROI: Immediate return on investment while improving service quality
Why This Matters for Similar Clients
Education Consultancies
Can provide 24/7 support without additional
staff
Universities and Colleges
Handle 50,000+ student queries with
consistent quality
Online Course Providers
Scale support as student base grows
Coaching Institutes
Free up instructors to focus on teaching vs
answering repetitive questions
Student Service Platforms
Offer premium support experience at
lower cost
ROI
Organizations typically see 12-18 month payback with 200-350%
ROI over 2 years
Reduction in Manual Support
Effor
AI-Powered Student
Student Insights Captured