Meet the two businesses

Features are easier to understand when you see them solve a real problem. So instead of explaining Auto Appy one button at a time, this guide follows two businesses from their first automation to a fully automated week.

Both are fictional, but everything they do is ordinary for their industry. Coaching institutes and real-estate firms are two of the busiest users of automation tools such as Zapier, Make and n8n, because both live or die by how fast they reply to an enquiry and how reliably they follow up.

Vidya Coaching Centre, Pune

A JEE and NEET coaching institute with three branches and about 600 students. Neha Joshi, the operations head, builds the automations.

Skyline Realty, Thane

A real-estate channel partner selling new flats and resale homes. Arjun Mehta, the founder, wants every portal lead answered in minutes.

Vidya Coaching Centre

VC

Vidya Coaching Centre

JEE and NEET coaching institute · Pune · 3 branches (Kothrud, Hadapsar, Wakad)

The team

• Neha Joshi, operations head (builds the automations)
• Amit, JEE counsellor
• Sneha, NEET counsellor
• Ravi, accounts
• Mr Deshpande, director

Customers

About 600 students in Class 8 to 12, and their parents

Where enquiries come from

Website enquiry formInstagram and Facebook adsGoogle Business ProfileWalk-ins and referrals

Apps they already use

Google Sheets (enquiries and fee register)Auto Appy WhatsAppRazorpay payment linksGoogle FormsGmail

What goes wrong today

• Evening and weekend enquiries wait until the next morning. Parents enquire at three institutes; the first to reply usually wins.
• Counsellors copy enquiries from the website mailbox into a sheet by hand.
• About a third of booked demo classes are no-shows.
• Every month Ravi calls more than a hundred parents about fee instalments.
• The same questions about fees, batch timings and location arrive all day on WhatsApp.

What we build together

1. 1Reply to every enquiry in secondsWebsite form → enquiry sheet → WhatsApp demo-class invite.
2. 2Send each student to the right counsellorJEE enquiries to Amit, NEET enquiries to Sneha.
3. 3No more demo-class no-showsRemind every student three hours before their demo class.
4. 4Collect fees on timeMonthly fee reminders, and an instant thank-you when a parent pays.
5. 5Answer parents' questions with AIA WhatsApp bot that answers fee and batch questions, and hands over to a person when needed.
6. 6Run the centre from one screenHome, history, the team, and what it all costs.

Animated journeyVidya Coaching Centre: the customer journey

1Enquiry. A parent fills the website form or an Instagram lead form, often late in the evening. Lesson 1 replies in seconds and saves the enquiry.

2Counselling. JEE students need Amit, NEET students need Sneha. Lesson 2 sends each enquiry down the right path.

3Demo class. A third of booked demos are no-shows. Lesson 3 reminds every student three hours before.

4Admission and fees. Instalments are due every month. Lesson 4 sends reminders and thanks parents the moment they pay.

5Parents. Questions about fees, timings and results never stop. Lesson 5 lets an AI answer the common ones on WhatsApp.

Skyline Realty

SR

Skyline Realty

Real-estate channel partner (new flats and resale) · Thane and Navi Mumbai

The team

• Arjun Mehta, founder
• Pooja and Karan, sales agents
• Meenal, site-visit coordinator

Customers

Home buyers looking at 1, 2 and 3 BHK flats from ₹60 lakh to ₹2.5 crore

Where enquiries come from

99acresMagicBricksFacebook and Instagram lead formsThe Skyline website

Apps they already use

Auto Appy CRMAuto Appy WhatsAppGoogle CalendarGoogle Drive (brochures)Gmail

What goes wrong today

• Leads arrive from four places in four formats; agents check four inboxes.
• A buyer who waits more than a few minutes for a reply has usually called another agent.
• Brochures go out late, and sometimes the wrong project goes to the wrong budget.
• Site visits get forgotten, and no-shows waste a whole afternoon.
• Leads go quiet after the first call and nobody follows up.
• Arjun cannot see which portal is worth paying for.

What we build together

1. 1Every portal lead, one workflow99acres, MagicBricks, Facebook and the website → one CRM lead → WhatsApp brochure.
2. 2The right brochure for the right budgetPremium buyers get the premium project; everyone else gets the right one too.
3. 3Book and remind site visitsA calendar event for the agent and a reminder for the buyer.
4. 4Never drop a follow-upA daily sweep of quiet leads, and a team that sees its work.
5. 5Build by talking to ClaudeArjun describes a workflow in plain words; Claude builds it through MCP.
6. 6Plug in the website and a daily reportThe website form posts straight in, and a small script sends Arjun a daily pipeline report.

Animated journeySkyline Realty: the customer journey

1Portal lead. Leads arrive from four places. Lesson 1 brings them all into one workflow and one CRM, and records where each came from.

2First reply. The buyer gets the right brochure on WhatsApp within a minute. Lesson 2 picks it by budget.

3Site visit. Lesson 3 puts the visit in the agent's calendar and reminds the buyer before they leave home.

4Follow-up. Leads that went quiet get a gentle nudge every morning, and the agent gets a follow-up task. That's Lesson 4.

5Booking and reporting. Arjun builds by talking to Claude (Lesson 5) and gets a daily pipeline report from the API (Lesson 6).

The whole course at a glance

VC

Vidya Coaching CentreJEE and NEET coaching institute

1. 1Reply to every enquiry in secondsWebhook trigger · Google Sheets · Mapping data · Testing and Live
2. 2Send each student to the right counsellorConditions · Branches
3. 3No more demo-class no-showsDate tools · Delay · Schedules & activity
4. 4Collect fees on timeSchedule trigger · Iterator · App triggers (Razorpay)
5. 5Answer parents' questions with AIAgents · Appy
6. 6Run the centre from one screenRun history · Organisation · Plans and billing

SR

Skyline RealtyReal-estate channel partner (new flats and resale)

1. 1Every portal lead, one workflowMultiple triggers · Match fields · CRM steps
2. 2The right brochure for the right budgetNumber conditions · Media messages
3. 3Book and remind site visitsGoogle Calendar · Delay
4. 4Never drop a follow-upSchedule trigger · CRM follow-ups · Organisation
5. 5Build by talking to ClaudeMCP · Claude and ChatGPT
6. 6Plug in the website and a daily reportWebhook URLs · API keys · REST API

Two ways to read this guide

• Follow a course. Pick a business and work through its six lessons in order. Each lesson starts with a real problem, builds one workflow step by step with screenshots, and ends with a short exercise.
• Look up a feature. The Feature reference in the menu explains every part of Auto Appy on its own. Each reference page shows where the feature appears in the two courses.

Use your own business

Every lesson works the same for a clinic, a gym, a travel agency or a D2C brand. Swap “student” for “patient” or “buyer” and the steps stay the same. The exercises at the end of each lesson suggest how.

About the screenshots

The screenshots are the real Auto Appy app, using sample accounts for Vidya Coaching (Neha Joshi) and Skyline Realty (Arjun Mehta). Names, phone numbers and amounts are made up.