IN USEOPERATIONS AUTOMATIONSINCE OCT 2026
RK Ops: an institute's front office, run through WhatsApp
A management portal joined to a WhatsApp agent. It sends absence alerts and fee reminders, delivers receipts the moment a payment is recorded, and answers parents in everyday Hinglish — around the clock, on one office computer.
At a glance
- CLIENT
- RK Institute of Learning, Delhi — run by our founder, so this is our own operation.
- PROBLEM
- Reminders typed one by one, absence calls, lost receipts, progress tracked in notebooks.
- BUILT
- A staff portal and an always-on WhatsApp agent that share one database.
- STACK
- Next.js · PostgreSQL · Prisma · WhatsApp multi-device · Gemini, Groq, OpenRouter
HOW IT FLOWS
Staff work in the portal. Parents hear back on WhatsApp.
The portal
- Attendance: a daily register with a one-tap absence alert, and a monthly calendar grid that exports to CSV.
- Fees: a defaulters desk, bulk reminders with a UPI payment link, and payments that are voided, never deleted.
- Curriculum: chapter trees for 15 grades, from pre-nursery to class 12, and a student-by-exercise progress grid.
- Roles: the director sees money; teaching staff do not — hidden in the screens and in the API.
The agent
- Sends queued reminders only between 9:30 am and 7:30 pm, 5–10 seconds apart.
- Sends a numbered receipt the moment staff record a payment.
- Joins a parent's message fragments for 7 seconds before replying, and remembers the last 8 turns.
- Replies in everyday Hinglish — “receive ho gaya”, not textbook Hindi.
- Saves an Excel backup every night, re-opens it to check it, and keeps 30 days.
RELIABILITY
Five layers, so nobody has to babysit it
If the agent goes quiet, the portal shows a red banner, and the director gets a WhatsApp saying how long it was down.
- L1Restarts itself within 5 seconds of any crash, and keeps the PC awake on mains power.
- L2Waits out the database with retries and a 30-second heartbeat; parents get a polite holding message meanwhile.
- L3Reconnects to WhatsApp after drops, and shows a fresh QR code if the phone is unlinked.
- L4Falls back across AI providers — Gemini, then Groq, then OpenRouter, then a rules-only mode that needs no AI at all.
- L5Stays within limits: bounded memory, de-duplicated messages, human-speed pacing.
NOT MEASURED YET
What this page does not prove
- Hours saved per week, and fees collected on time before and after. We are logging both now, and will publish them here once there is enough data to compare fairly.
- How often the agent's replies needed a human to correct them.
WHAT WE CHANGE FOR CLIENTS
- The official WhatsApp Business Platform, with approved templates, instead of a WhatsApp Web connection.
- A small cloud server instead of an office PC, with uptime monitoring from day one.
Questions about RK Ops
Can this work for my school, coaching centre or clinic?
Yes, if your work runs on reminders, payments and replies. We start with a pilot on one job — usually fee or appointment reminders — on your real data.
Does it use the official WhatsApp API?
Not at our own institute: RK Ops runs on a WhatsApp Web connection. For client deployments we use the official WhatsApp Business Platform, with approved message templates, so your number does not carry the blocking risk of an unofficial connection.
How long does a setup like this take?
It depends on the workflow and on the state of your data. Every project starts with a small fixed-price pilot on one workflow, quoted after a free 30-minute call, and we agree its scope and timeline in writing before work begins.