How Eleven Ace turned Meta ad leads into a working diagnostic funnel — in under 10 seconds
Client
Eleven Ace
Service
Arivix WhatsApp Agent
Use case
Meta lead inbound → AI qualification → diagnostic test → human follow-up → CRM
The challenge
Eleven Ace runs Meta ad campaigns to reach parents looking for 11+ preparation support for their children. Every click generates a WhatsApp conversation — but a manually staffed inbox couldn't keep up. Leads clicking an ad late at night, over a weekend, or during a busy period would sit unanswered for hours. By the time anyone replied, many parents had already moved on to a competitor.
The approach
A dedicated number for lead generation.
Instead of routing every WhatsApp conversation through one inbox, Eleven Ace separated its numbers by function — one for Meta ad leads (where AI does the heavy lifting), one for general enquiries, and one reserved for existing students and parents. This keeps new-lead automation from ever colliding with existing-customer support.
AI as the first-response and qualification layer.
The Arivix agent picks up every inbound Meta lead immediately and works through a structured but conversational qualification pass — parent's name, child's name, year group, subject requirement, and what the parent is actually looking for — while answering routine questions about the programme along the way. Where it can, it moves the parent toward booking a diagnostic test or demo. Where calendar booking isn't a clean fit in the moment, the agent doesn't stall the conversation on it — it simply confirms the details have been passed to the team and that a human will follow up.
CRM as the single source of truth.
WhatsApp is the conversation surface, but every enquiry writes through to Eleven Ace's CRM as a structured lead: parent, child, requirement, source campaign, status, and full conversation history. Because the same parent may have more than one child or requirement, each enquiry gets its own lead record rather than being flattened to just a phone number. Wherever technically possible, the originating Meta campaign is captured too — so campaign-level conversion can eventually be measured, not just top-of-funnel volume.
Clear rules for AI-to-human handover.
The agent handles FAQs, programme information, diagnostic details, basic qualification, and general pricing guidance on its own. It hands off to a human the moment a parent asks to speak with someone, requests a call, signals they're ready to book, asks a complex academic question, raises a pricing exception, or if the agent itself is unsure how to respond. Once a human takes a lead, the agent steps back — so a parent is never getting two answers to the same message from two different sources.
Follow-up that doesn't rely on memory.
Leads that go quiet aren't left to fall through the cracks: a no-response lead gets a follow-up at 24 hours, a second at 3 days, and a final nurture touch at 7 days. Where a parent gives an explicit timing cue — “let me check with my husband, can you follow up next week” — the system is designed to respect that instead of firing a generic reminder on schedule.
From ad click to qualified lead, in one thread.
The moment a parent taps a Meta ad, Arivix picks up the WhatsApp conversation, qualifies the enquiry, and books a diagnostic test — no one left waiting on a reply.
Results so far
100%
of inbound Meta lead queries now get an initial response from the AI agent — no lead sits unanswered waiting for someone to be free.
<10s
response time, down from hours — for the moment that most determines whether a parent stays in the conversation at all.
Every qualified lead now lands in the CRM with full context attached, so the human team picks up a conversation already in progress rather than starting from zero.
Eleven Ace is now measuring the funnel stage by stage — leads engaged, qualified, diagnostics booked, diagnostics attended, converted — to find exactly where the drop-off happens and improve it. Stage-by-stage conversion figures and the diagnostic funnel's lead-to-conversion lift will be added here once a full measurement cycle has run.
What's next
With the diagnostic funnel proven, Eleven Ace's plan is to replicate the same model — AI first-response, CRM as source of truth, structured human handover — across its other WhatsApp numbers and funnels, rather than building each one from scratch.
Proven impact, real conversations.
Discover how businesses use Arivix's AI agents to streamline operations, enhance customer service, and scale effortlessly.
By deploying Arivix's WhatsApp agent, Eleven Ace now handles 100% of inbound Meta ad leads with response times under 10 seconds — down from hours — lifting lead-to-conversation rates by [X]%, without losing the personal touch parents expect.
Nithin Manohar
Founder, Eleven Ace
