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AI agent for school administrators

Admissions and Transfer Document Chase Agent

Have every new pupil's required records on file before the start date.

AdministrationDocument handlingManagementEducationOperations
See how it worksGet access
Admissions and Transfer Document Chase Agent: what goes in, what the agent does and what you get

What it does

When a pupil is accepted, the office needs birth proof, immunization records, address proof, special needs files and a transfer file from the previous school. Parents forget, schools reply slowly, and the pupil arrives with half the file. This agent keeps a checklist for each new pupil. It sends requests to families and previous schools, checks what arrives and whether it is readable and complete, and updates the list. It reminds on a schedule and flags any pupil whose file is incomplete as the start date approaches. Edge case: if a previous school's file is delayed for 10 days, it drafts a call script for the office and offers to book a request through the district. The leader approves any exception to start without a document.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueApprovedNoNo 1 STARTS WHEN Place accepted for a new pupil 2 USES A TOOL Create the document checklist with the start date 3 USES A TOOL Draft requests to the family and the previous school 4 YOU APPROVE Office approves requests before they are sent 5 USES A TOOL Check incoming mail and uploads 6 CHECKS THE RESULT Is each document present, legible and complete? If not: Request a clearer or full copy and note thereason. Back to step 4. 7 DOES Update the checklist and rank missing items by daysto start 8 CHECKS THE RESULT Is anything still missing 14 days before the startdate? If not: Send a second request and prepare a call scriptfor the office. Back to step 4. 9 YOU APPROVE Leader approves any exception to start without adocument 10 RESULT Complete pupil file or exception list
Read the steps as a list
  1. Place accepted for a new pupil
  2. Create the document checklist with the start date
  3. Draft requests to the family and the previous school
  4. Office approves requests before they are sentThe agent waits here for your OK.
  5. Check incoming mail and uploads
  6. Is each document present, legible and complete?If not: Request a clearer or full copy and note the reason. Back to step 4.
  7. Update the checklist and rank missing items by days to start
  8. Is anything still missing 14 days before the start date?If not: Send a second request and prepare a call script for the office. Back to step 4.
  9. Leader approves any exception to start without a documentThe agent waits here for your OK.
  10. Complete pupil file or exception list

How it decides

Compares documents received to the required list and orders the chase by days left to the start date; a document is accepted only if complete and legible.

  • Missing items at 14 days to start trigger a second request
  • At 7 days the leader gets a list of incomplete files
  • Unreadable scans are rejected, not accepted
  • Medical records are stored only in the restricted folder

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Required documents by year group
  • Chase schedule (default 14 and 7 days before start)
  • Who sends the requests
  • Languages for family messages
  • Exception rules

What keeps you in control

It always asks you first

  • Requests to families and schools
  • Any exception to start without a document
  • Any contact with the district

Hard limits

  • Never share a pupil's records with anyone outside the school
  • Never accept incomplete documents as complete

It stops when

  • Done: file complete
  • Stop: place declined
  • Stop: pupil starts under an approved exception

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor 30 new pupils the agent sends requests on 1 August. By 15 August, 6 files lack immunization proof. The check fails, so it sends second requests and prepares call scripts. Two files arrive blurred, and it asks for clearer copies. On 28 August the leader approves two exceptions with a 30-day deadline for the rest.

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