Client Overview

 

Business: Firefly Coders
Industry: EdTech

 

The Challenge

 

As Firefly Coders expanded, administrative tasks began to pile up:

 

 

"Managing trials, teachers, rescheduling, curricula, and payments manually was eating into precious teaching time. It was a HEADACHE - all the fun was being sucked out of the experience of growing my business."

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Specifically, the team struggled with:

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• Scheduling trial classes and assigning teachers

• Sending correct curricula based on student age and program

• Coordinating schedules when students missed classes or needed makeups

• Processing refunds efficiently when necessary
   

The process was fragmented across emails, spreadsheets, and calendars - draining time, creating bottlenecks, and occasionally leading to errors that affected the customer experience.

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The NineLights AI Solution

 

Firefly Coders partnered with NineLights AI to implement a smart, AI-driven class and communication management system:

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Live Today:

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• Automated Trial Intake: Incoming trial class requests are automatically processed, creating calendar invites and assigning teachers without manual intervention.
   

• Curriculum Delivery: The system instantly sends the correct curriculum guide based on the student's age and program, ensuring every trial class is properly prepared.
  
   

Fully Enabled by the Platform:

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• Smart Scheduling and Rescheduling: AI agents manage teacher schedules, student makeups, and rescheduled classes through calendar integrations, balancing workloads dynamically.
   

• Automated Payment and Refund Handling: Intelligent classifiers read incoming emails or payment notifications and automatically trigger refund workflows or enrollment updates when needed.

 

With these systems in place, Firefly Coders can now focus almost entirely on teaching and student success - not administration.

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The Transformation

 

Before NineLights AI, Firefly Coders’ team spent hours every week managing trial classes, sending curricula, juggling teacher schedules, and processing refunds - all manually.

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Now, the trial class process is fully automated:
 

• Trial requests trigger automatic scheduling and calendar invites.

• The right curriculum is sent instantly based on the student’s age and program.

• Future expansions to dynamic rescheduling and refund handling are already in motion.

 

The result?

• Faster service,

• Fewer mistakes,

• More time spent where it matters most — teaching students and growing the program.
   

"We used to spend hours every week just juggling emails and schedules. Now, NineLights AI handles it all - our team gets to focus on delivering incredible classes instead of managing chaos." - Founder, Firefly Coders.