See what WhatsApp integration changes at your institution
Before vs. after connecting WhatsApp to iVake
Where you are today
Holding you back
Reminders nobody reads
Fee reminders go by email or a printed circular, and many families never see them before the due date.
Pain point
Absence news arrives tomorrow
Absences are sent home in an evening batch or not at all, so a parent hears the next day.
Pain point
“We were never told”
A student is held back over unpaid fees, the family says no reminder came, and there is nothing on file to show otherwise.
Pain point
Urgent notices with no record
A closure or timing change goes out on a class group run from a teacher’s personal number, with no record of who received it.
Pain point
- 3+Channels in use with no shared log
- Next dayBefore a parent hears of an absence
- NoneProof that a reminder reached the family
Your institution, transformed
Everything connected
Reminders on the app families open
Fee reminders go out on WhatsApp with a payment link, gentle at first and firmer as the date passes.
Solved
Absence alerts the same day
The parent on file is told on the day the register is submitted, not in an evening batch.
Solved
A log behind every notice
Each message is logged against the student record it came from, so a dispute starts from what was actually sent.
Solved
An official number, not a teacher’s phone
Messages go from the institution’s WhatsApp Business number, with consent recorded when the family submitted their details.
Solved
- 1Official WhatsApp number for the institution
- Same dayAbsence alert to the parent on file
- 0Reminders sent after a fee is paid
Ready to make the switch? See how it works for your institution.
Messages that reach families
WhatsApp is where families already read their messages. iVake sends fee reminders, absence alerts, receipts and exam notices there, and uses DLT-registered SMS or email for anyone not reachable on WhatsApp.
- Fee reminders with a payment link, stopped the moment the fee is paid
- Absence alerts to the parent on file on the day, not in a nightly batch
- Exam timetables and results notices sent as they are published
Sent by events, not by someone remembering
Messages go out when something happens on the record: a register is submitted, a due date passes, an exam timetable is published. Nobody has to remember to send them, and nobody who has already paid is chased.
- An instalment past its due date sends a reminder with the amount outstanding
- An absence, or attendance falling below your threshold, alerts the parent
- Quiet hours, message limits and opt-outs enforced by the platform
Replies handled, and every message on record
Families can reply, and the reply reaches the office that sent the message. Every message in and out sits on the student’s record, so a parent meeting or a fee dispute starts from what was actually said.
- Parent replies routed to the office that sent the message
- Sent, delivered and read status recorded for each message
- The full conversation visible to staff whose role allows it
WhatsApp integration features
Everything you need to reach families on WhatsApp
WhatsApp business
Messages from the institution’s own business number.
Fee reminders & receipts
Reminders with a payment link, and a receipt when the fee is paid.
Absence alerts
The parent on file told the day the register is submitted.
Message templates
Approved templates filled from the student record at send time.
Two-way replies
Parent replies logged and routed to the office concerned.
SMS & email fallback
DLT-registered SMS or email for families not on WhatsApp.
Consent & opt-out
Consent recorded with its purpose; opt-outs honoured.
Message log
Every message logged against the record it came from.
Frequently asked questions
Get answers to common questions about WhatsApp integration
How does our institution get approved to send on WhatsApp Business?
Sending from a business number needs a verified Meta business account, a registered phone number and an approved display name. We guide your institution through Meta’s verification and connect the approved number to iVake. How long approval takes is decided by Meta.
What does WhatsApp messaging cost?
The WhatsApp integration is included in the iVake price. Meta charges separately for business messages, at rates it sets by message type and country, and we explain how those charges are handled before you switch sending on.
What is a template message?
Messages the institution starts, such as a fee reminder, must use a template Meta has approved. Fields such as the student’s name, the amount and the due date are filled from the record when the message is sent. Templates for common notices are provided for you to adjust and submit.
How does this fit with the DPDP Act?
Your institution is the Data Fiduciary and needs a family’s consent before messaging them. iVake records consent with its purpose and a timestamp when details are submitted, records withdrawal the same way, and keeps message logs under the same access rules as the rest of the student record.
What if a parent does not use WhatsApp?
A number that is not on WhatsApp shows as undelivered in the log. For that family the same message can go by DLT-registered SMS or by email instead, so the notice still goes out without anyone chasing it.
Who handles replies from parents?
A reply is logged on the student’s record and routed by the message it answers: a fee reminder reply to accounts, an absence reply to the class teacher, an enquiry reply to admissions. Staff can reply freely within WhatsApp’s service window; after it closes, an approved template is needed.
Can the admissions team use WhatsApp too?
Yes. Counsellors call, WhatsApp and email from inside the applicant record, and a new enquiry can get a WhatsApp reply within seconds, answered from your own prospectus and fee structure, with a call booked.
Is this better than running class WhatsApp groups?
Class groups run on personal numbers, outside any system the institution controls, with no record of consent or delivery. Messages from an official number, sent from the student record and logged, give families the same convenience with a record the institution can stand behind.
Cloud, hosted in your region
REST API & webhooks
SSO: Google, Microsoft & SAML
Encrypted, backed up daily
Built for the DPDP Act- Full security details
Built for your institution type
See how this feature works for your specific institution
CBSE, ICSE & state-board schoolsAbsence alerts and fee reminders to the parent on file
Playschools & pre-primaryDaily notices on the app parents already read
Degree collegesFee and exam notices to students and parents
UniversitiesResults and notices across every campus
ITIs, polytechnics & skill centresBatch start and instalment reminders
Coaching institutesInstalment reminders with a payment link, and absence alerts
Integrations, comparisons & tools
Extend WhatsApp integration with other connections, see how iVake compares, and run the numbers
Related features
Social Media
Lead form enquiries captured with their source and followed to admission.
Notice Board
Notices to classes, departments and parents, with a record of who received them.
Helpdesk
Questions from families and staff tracked to an answer.
Parent Login
Attendance, results, fees and notices, with one login per family.
Attendance Management
Attendance from a phone, with same-day alerts to parents.
Online Fee Payment
UPI, cards and net banking from the app, receipt on the spot.
More in connected campus
Explore other features in this category
Ready to reach families where they read?
See how iVake sends reminders, alerts and receipts on WhatsApp from the student record, and keeps every message on file.
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