KAI Email · AI email assistance for higher education
Give your team time for the emails that need them.
KAI Email reads incoming messages, answers questions from approved institutional information and routes cases that need personal attention with context and a drafted response. Keep admissions and support enquiries moving while your team focuses on the decisions and issues that need their expertise.
Admissions · Applications · Fees · Student services
01 / The opening example
Understand what the email is really asking.
An email's subject line can point to the wrong team. KAI Email reads the message to identify the actual request, so a payment issue reaches the fees team with the relevant details.
The subject says
Portal not working
The message asks about
Payment confirmation → Fees team
The fees team receives the actual issue and a draft that reflects what is known. The reply makes clear that payment confirmation still needs review.
02 / Outcomes
Keep the inbox responsive as enquiry volume grows.
Timely answers to published-information questions
Answer recurring questions about fees, deadlines, requirements and process steps from approved sources. Give applicants and students useful information while reducing the volume your team has to answer manually.
Personal cases reach the appropriate team
Recognise when a request needs an individual account check, an exception or a decision. Route it with the message context and a draft that helps the team respond.
Less manual sorting and labelling
Classify what the email is about and record how it was handled. Give teams a clearer view of what is being answered and which cases still need a person.
03 / Why people choose Email
Some questions need a written exchange people can return to.
Applicant
For an applicant explaining a specific issue
Email gives them room to describe what happened, include relevant details and follow up in the same thread. The team can review the request and respond when the necessary checks are complete.
Parent
For a parent reviewing the decision with family
A written reply can be reread and shared as the family considers published fee details, accommodation or process requirements. It gives them a reference for the conversation that follows.
Student
For a student who needs another team's attention
An account discrepancy or individual service request may need investigation. Email supports a written record of the question and response while the case is reviewed.
64%Email was the most preferred channel for contacting prospective universities among the Indian students in the QS International Student Survey 2024. The same report found that 64% expected a complete, personal enquiry response within three days.
Findings concern Indian prospective students considering overseas study. Source: QS International Student Survey 2024
04 / Answer or route
Answer what can be answered. Prepare what needs review.
Answered from approved information
Published information: reply from approved sources
Enquiries about programme fees, deadlines and process requirements can be answered using the institution's approved knowledge. The response should address the actual questions in the email and explain the relevant details.
Illustrative enquiry
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Illustrative answer
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Source · Illustrative fee structure
Prepared for team review
Individual case: route with context and a draft
When someone asks about their scholarship, payment record or an exception, the case needs the appropriate team's review. KAI Email identifies the issue and prepares the context so the team can respond efficiently.
Illustrative enquiry
“
TopicScholarship adjustment on invoice.
RequestVerify whether the scholarship should be reflected in the account.
Review requiredCheck the award and invoice before confirming any adjustment.
Suggested responseFor team review
“
The right team receives the issue, the necessary check and a useful draft. An individual financial decision remains with the institution.
05 / More than an autoresponder
Work from the message, rather than a keyword alone.
01
Understand the actual request
Read the content of the message and the available thread to establish what the person is asking. A portal question may be a payment issue; an admissions question may need scholarship review.
02
Address the information requested
Use approved institutional knowledge to answer questions that fall within scope. Requests that need personal verification or judgment go to the appropriate team.
03
Prepare a useful handover
Give the team the reason for routing, the relevant context and a suggested response. The person handling the case can focus on the review and the answer.
04
Record the topic and handling outcome
“
Fee information: answeredScholarship discrepancy: routed for review
06 / Across the journey
Support the written conversations throughout the relationship.
01
Before application
Respond to published programme, fee and process questions so prospective students receive a useful written explanation.
02
During application and admission
Answer requirement and deadline questions. Route individual application issues, scholarship concerns and exception requests to the team that can review them.
03
During student life
Support published-information enquiries about institutional services and processes. Prepare account-specific cases for the appropriate team.
07 / Across KAI
Connect your inbox to the work of your institution.
Explore Marketing & Admissions and Student Success for the wider enquiry and support journeys. Explore Institutional Operations for broader operational needs.
Explore all 42 KAI Agents for the objectives they support, and the KAI Platform for approved knowledge, routing and institutional controls.
KAI is built by Ken42. See how they work together, and where Vedhra fits in. About KAI by Ken42 →