Recruitment and Sales

New Student Enquiry — Call Guide

Before making the call: Check the relevant enrolment/timetable spreadsheet first. Identify what spots are currently available for the requested instrument and have 2–3 suitable options ready to offer. The aim is to make it easy to book during the call.

1. Greeting

“Hi, I’m Patrick from River Road Creative Academy.”

2. Reason for Calling

“I’m just following up on your online enquiry about guitar/piano/vocal lessons for Joey.”

From here, let the parent or student talk. Most enquiries will fall into one of three situations:

Option A — They know what they want

If they already know the instrument, lesson type or what they are looking for, move straight to available times.

“Great! We currently have a couple of spots available. We have Tuesday at 4:30pm with [Teacher], or Thursday at 5:00pm with [Teacher]. Would either of those work?”

Don’t overcomplicate the conversation or start offering alternatives they haven’t asked for. If you have what they want, focus on securing the booking.

Option B — They’re interested but unsure what would suit

Ask:

“Tell me a little more about Joey — what are they interested in and what sort of music do they enjoy?”

Use this to determine the most appropriate instrument, teacher, or whether an individual lesson or group program might suit them.

Keep this part relatively brief and then move towards available times as soon as possible.

“Based on that, I think [option] could be a really good fit. We actually have a spot available on Wednesday at 4:30pm. Would you like me to book that in?”

Option C — They’re just gathering information

If they seem to be asking lots of general questions without moving towards a booking, ask:

“Are you interested in booking something today, or are you just gathering some information at this stage?”

If they’re not ready to book, answer any key questions, then wrap up:

“No problem. I can send you some more information by email so you can have a look through everything, and you’re welcome to get back in touch when you’re ready.”

3. Confirm and Book

Once you have agreed on the instrument, teacher and time, book the student in while you have them on the phone.

Confirm:

Student → Instrument → Teacher → Day/time → Start date

The key principle is: investigate availability before calling, listen to what they want, get to available times quickly, and make the booking process simple.