Free OpenClaw Skill for Language Schools: Enrollment and Test Prep Coordinator Agent (Download)

What this skill does for your language schools

• Drafts the inquiry follow-up cadence with CEFR or ACTFL placement test scheduled and the school's competitive positioning against Berlitz and EF Education First.
• Runs TOEFL, IELTS, DELE, DELF, HSK, TOPIK, JLPT exam prep tracking per student with the standard 12-week ramp into the exam date.
• Sends weekly parent updates in the channel parents actually use: WeChat for Mandarin programs, WhatsApp for Spanish, email and SMS for others.
• Handles bilingual outbound communication: drafts in English plus the target language so the family reads in whichever they prefer.
• Tracks the multi-level class scheduling, drafts the level-up communication when a student is ready to move from CEFR A2 to B1 or ACTFL Intermediate Low to Intermediate Mid.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: language-school-enrollment-coordinator
description: Enrollment follow-up, CEFR / ACTFL placement, TOEFL / IELTS / DELE / DELF / HSK / TOPIK / JLPT exam prep tracking, and bilingual parent communications for language schools. Channels include WeChat, WhatsApp, email, SMS.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/language-schools
---

# OpenClaw Skill: Language School Enrollment and Test Prep Coordinator

## Overview

This skill turns the OpenClaw agent into the enrollment coordinator and exam
prep operator for an independent language school. It owns inquiry follow-up,
CEFR / ACTFL placement, multi-exam prep tracking, level-up communications,
and bilingual outbound in the channels parents actually use.

Designed for adult ESL programs (TOEFL, IELTS), kids weekend programs
(Mandarin, Spanish, French, Korean enrichment), evening adult classes (DELE,
DELF, JLPT, Goethe-Zertifikat), and corporate language training. The
competitive positioning is independent-school-versus-franchise (Berlitz, EF
Education First).

## What this skill does

1. Inquiry follow-up cadence (24h, 7d, 21d) with competitive positioning baked in
2. CEFR (A1-C2) and ACTFL (Novice-Distinguished) placement memory per student
3. TOEFL / IELTS / DELE / DELF / DALF / HSK / TOPIK / JLPT / Goethe exam prep tracking
4. Bilingual outbound drafted in target language + English
5. WeChat for Mandarin programs, WhatsApp for Spanish, email and SMS for others
6. Level-up communications when a student is ready to advance mid-semester

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 9 * * 5"           # Fridays 9am
    action: weekly_enrollment_pipeline

  - type: heartbeat
    schedule: "0 17 * * 0"          # Sundays 5pm
    action: weekly_parent_updates

  - type: heartbeat
    schedule: "0 9 * * 1"           # Mondays 9am
    action: compile_exam_prep_roster

  - type: on_event
    event: school.inquiry_logged
    action: enter_inquiry_followup_cadence

  - type: on_event
    event: school.placement_test_completed
    action: draft_placement_communication

  - type: on_event
    event: school.exam_registered
    action: kickoff_exam_prep_cadence
```

## Workflow: inquiry follow-up

When a new inquiry comes in, the agent:

1. Reads the inquiry source (website, walk-in, referral, Berlitz comparison shopper)
2. Tags the prospect as: ready, comparing-berlitz, comparing-ef, cost-hesitant, schedule-conflict, exam-prep-urgent
3. Drafts message 1 at 24 hours (warm thank-you, link to schedule the free placement test, brief school positioning)
4. Drafts message 2 at day 7 (placement test confirmation if scheduled, or sibling discount math if applicable, or honest competitive comparison if shopping Berlitz)
5. Drafts message 3 at day 21 (last-chance enrollment for the upcoming cohort with specific class times)
6. After day 21 with no response, moves to 60-day reactivation for the next-cohort start date

## Workflow: CEFR and ACTFL placement

When a placement test is run, the skill:

1. Reads the diagnostic result (written, oral, listening per CEFR rubric or ACTFL OPI)
2. Maps the score to the appropriate level: CEFR A1, A2, B1, B2, C1, C2 or ACTFL Novice / Intermediate / Advanced / Superior / Distinguished
3. Drafts the placement communication to the student or family explaining the level, the class assignment, and the realistic timeline to the next level
4. Logs the placement to memory; the level-up workflow uses this baseline for future progress tracking

## Workflow: exam prep tracking

For students registered for TOEFL, IELTS, DELE, DELF, HSK, TOPIK, JLPT, or Goethe-Zertifikat, the skill maintains the standard 12-week ramp:

- Week 12-9: foundational skill audit, identify weakest section (reading, writing, listening, speaking)
- Week 8-5: section-targeted practice with weekly mock score tracking
- Week 4-2: full mock exams every other week, time management drill
- Week 1: light review, exam-day logistics communication (test center, ID requirements, what to bring)
- Post-exam: result follow-up and next-step recommendation

Per-exam specifics in the skill memory:

```yaml
exam_specs:
  toefl_ibt:
    target_score_ranges: { university_admission: 80-100, top_program: 100-110, graduate_ielts_alt: 100+ }
    sections: [reading, listening, speaking, writing]
    duration: ~2h
  ielts_academic:
    target_score_ranges: { university_admission: 6.5-7.0, top_program: 7.5+, immigration_uk: 7.0+ }
    sections: [listening, reading, writing, speaking]
  dele:
    levels: [A1, A2, B1, B2, C1, C2]
    diploma_recognized_by: Instituto Cervantes
  delf_dalf:
    delf_levels: [A1, A2, B1, B2]
    dalf_levels: [C1, C2]
    diploma_recognized_by: France Education International
  hsk:
    levels: [1, 2, 3, 4, 5, 6]
    plus: HSKK speaking 3 levels
  topik:
    parts: [TOPIK I (1-2), TOPIK II (3-6)]
  jlpt:
    levels: [N5, N4, N3, N2, N1]
```

The skill surfaces students at risk: e.g., a TOEFL student targeting 100 with a week-8 mock at 75 is flagged for an honest timeline conversation.

## Workflow: bilingual outbound

The skill drafts every parent-facing or student-facing message in the target language plus English by default. Examples:

- A Mandarin school in California: WeChat message in simplified Chinese plus an English email
- A Spanish school in Texas: WhatsApp in Spanish plus an English SMS
- A French school in Montreal: email in French plus an English follow-up

The school's voice and the personalization are preserved across both languages. The skill is not a translation tool; it drafts the original message in both languages from the same brief.

## Workflow: WeChat for Mandarin programs

Mandarin schools serving Chinese-speaking families almost always run parent comms through WeChat, not email. The skill:

1. Drafts the WeChat message in simplified Chinese (or traditional, configurable)
2. Provides the English version for the office to read
3. Surfaces the message to the office staff who copy-paste into WeChat or use a third-party WeChat sender

The skill does not write directly to WeChat (the API is restricted and franchised). The office sends. The skill is the drafter and the memory.

## Workflow: level-up communication

When a teacher logs that a student is ready to advance (CEFR A2 to B1, ACTFL Intermediate Low to Intermediate Mid, HSK 3 to HSK 4), the skill:

1. Drafts the family communication explaining the level move, the new class assignment, the new schedule, and the tuition implication if any
2. Routes to the director for approval
3. Logs the level change to placement memory

## Message templates

```yaml
templates:
  inquiry_followup_24h_bilingual_zh_en:
    body_zh: |
      您好 {parent_first_name}，

      感谢您今天对 {school_name} 的咨询。我们很高兴有机会和 {student_first_name}
      一起学习中文。

      为了给 {student_first_name} 安排合适的班级，我们建议先做一个免费的水平
      测试。这是一个轻松的对话和简短书面测试，大约 30 分钟。

      您可以在这里预约:{placement_test_link}

      {director_first_name}

    body_en: |
      Hi {parent_first_name},

      Thank you for your inquiry about {school_name} today. We would love to
      work with {student_first_name} on their Mandarin.

      To place {student_first_name} in the right class, we recommend a free
      placement assessment. It is a relaxed conversation and a short written
      test, about 30 minutes.

      You can book here: {placement_test_link}

      {director_first_name}

  toefl_prep_week_8_at_risk:
    subject: "Quick check-in on {student_first_name}'s TOEFL prep"
    body: |
      Hi {student_first_name},

      You are 8 weeks out from the {exam_date} TOEFL. Your week-8 mock came in
      at {current_mock_score}; the target you mentioned is {target_score}.

      Want to grab 20 minutes this week to talk through whether we should adjust
      the prep plan or the exam date? Both are options and either path can work.

      {teacher_first_name}

  cefr_level_up:
    body: |
      Hi {parent_first_name},

      {student_first_name} is ready to move from {current_level} to
      {next_level}. The teacher has seen consistent {evidence_of_readiness} for
      the last {weeks_of_evidence} weeks.

      Next class:
      - {next_level_class_name}
      - {next_level_schedule}
      - {tuition_change_note}

      Want to confirm the move?

      {director_first_name}

  hsk_prep_kickoff:
    subject: "{student_first_name}'s HSK Level {hsk_level} prep starts {start_date}"
    body: |
      Hi {parent_first_name},

      {student_first_name} is registered for HSK Level {hsk_level} on
      {exam_date}. The 12-week prep starts {start_date}.

      Week-by-week plan:
      {twelve_week_plan_summary}

      Practice materials and weekly mock schedule attached.

      {teacher_first_name}
```

## Memory keys

```yaml
memory:
  - key: school.student_profile[{student_id}]
    description: Student level, target exam, parent contact, preferred channel
    schema: { cefr_level: string, actfl_level: string, target_exam: string, channel: string, native_language: string }

  - key: school.inquiry_state[{inquiry_id}]
    description: Inquiry funnel stage
    values: [day_1_sent, day_7_sent, day_21_sent, placement_scheduled, enrolled, lost, reactivation]

  - key: school.exam_prep_state[{student_id}]
    description: Active exam prep tracking
    schema: { exam: string, exam_date: date, week_number: int, latest_mock_score: number, target_score: number, at_risk: bool }

  - key: school.placement_memory[{student_id}]
    description: Placement test results and level history
    schema: { initial_placement: string, level_history: [{date, from, to}], current_class: string }

  - key: school.bilingual_state
    description: Per-channel and per-student language preferences
```

## Required integrations

| Integration                | Purpose                                       | Read | Write    |
|----------------------------|-----------------------------------------------|------|----------|
| Roster CSV / Google Sheet  | Student roster                                | yes  | optional |
| Placement test platform    | Diagnostic results                            | yes  | no       |
| WeChat (third-party sender) | Outbound to Mandarin-speaking parents       | no   | yes      |
| WhatsApp Business API      | Outbound to Spanish-speaking parents          | no   | yes      |
| Twilio (or similar)        | SMS                                           | no   | yes      |
| Email provider             | Outbound email                                | no   | yes      |
| OpenClaw Memory            | Cross-run state                               | yes  | yes      |
| OpenClaw Heartbeat         | Scheduled cadences                            | yes  | yes      |

Write-back to your roster system starts disabled. WeChat outbound runs through
your office's existing WeChat business account; the skill drafts the messages.

## Compliance notes

For schools enrolling minors, parental consent for outbound communication is
required and the skill respects the opt-in status maintained on each family
profile. For schools serving international F-1 visa students, the skill does
not handle SEVIS data; that stays with the DSO and the school's SIS.

For schools running outbound in WeChat, WhatsApp, or other regulated channels,
ensure your business account is in good standing with the platform. The skill
drafts compliant copy with opt-out instructions in both languages.

## Configuration

```yaml
config:
  school_name: "Your School Name"
  director_first_name: "Wei"
  approval_mode: director_approves_all   # or "autonomous_after_2_weeks"
  primary_target_languages:
    - mandarin
    - spanish
    - english_esl
  exam_tracks_supported:
    - toefl_ibt
    - ielts_academic
    - dele
    - delf
    - hsk
    - topik
    - jlpt
    - goethe
  competitive_positioning:
    - independent_versus_berlitz
    - independent_versus_ef_education_first
  parent_comms_channels:
    mandarin_families: wechat
    spanish_families: whatsapp
    default: email_plus_sms
  bilingual_drafting:
    default_languages: [target_language, english]
    script: simplified
  cadences:
    inquiry_followup: [24h, 7d, 21d, 60d_reactivation]
    weekly_parent_update: sunday_5pm
    exam_prep_ramp_weeks: 12
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv language-schools.md ~/.claude/skills/language-school-enrollment-coordinator.md
# Edit the config block to match your school
```

Launch OpenClaw and the skill is live. Run `compile enrollment pipeline` or
`run exam prep roster` to invoke it on demand, or wait for Heartbeat.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
roster, your bilingual channel strategy, your exam tracks, and your school's
voice on a fixed-price two-week clock, the door is at
https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded language-schools.md as ~/.claude/skills/language-school-enrollment-coordinator.md. OpenClaw picks up new skill files on next agent launch.

2. 2

   Connect your roster and your parent-comms channel

   Edit the integrations block to add your student roster source (CSV export, Google Sheet, MindBody, or whatever your school uses) and your parent-comms channel: WeChat for Mandarin schools, WhatsApp for Spanish, email and SMS for ESL. The skill ships prompts for each.

3. 3

   Launch in approval mode, validate, then flip to autonomous

   Start with the program director approving every parent-facing message for two weeks. The skill defaults route anything that touches placement test results, exam scoring concerns, or billing disputes to a human. After validation, flip the standard inquiry follow-up and weekly parent updates to autonomous.

Example conversation

Common questions

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