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AI agent for school counselors

College Application Deadline Agent

Complete applications on time

College Application Deadline Agent: what goes in, what the agent does and what you get

What it does

Seniors apply to several colleges, each with its own deadline, essays, transcripts, teacher recommendations and test score rules, and one missing piece can sink an application. This agent builds a tracker for each student from their college list and keeps the status of every part. Each week it checks what is still missing seven days before each deadline. When parts are incomplete, it drafts reminders for students and for teachers who owe recommendations, then checks again. It asks teachers for recommendations three weeks ahead, checks fee waiver eligibility, and flags students at risk to the counselor. The counselor sends transcripts and counselor letters; the agent never submits anything. Edge case: early decision and early action deadlines are highlighted and moved to the top of the list, because a missed one cannot be recovered.

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
Yes, continueApprovedNo 1 STARTS WHEN Senior list set 2 USES A TOOL Build trackers from the college list 3 DOES Check status of each part 4 CHECKS THE RESULT Are parts complete 7 days before deadline? If not: draft reminders for students and teachers. Backto step 3. 5 YOU APPROVE Counselor sends transcripts and reminders 6 USES A TOOL Update status from portals 7 DOES Report remaining gaps weekly 8 RESULT Applications submitted
Read the steps as a list
  1. Senior list set
  2. Build trackers from the college list
  3. Check status of each part
  4. Are parts complete 7 days before deadline?If not: draft reminders for students and teachers. Back to step 3.
  5. Counselor sends transcripts and remindersThe agent waits here for your OK.
  6. Update status from portals
  7. Report remaining gaps weekly
  8. Applications submitted

How it decides

Deadlines within 14 days with missing parts flagged.

  • Early deadlines first
  • Teacher requests 3 weeks ahead
  • Fee waivers checked

Make it yours

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

  • Reminder timing
  • Parts tracked
  • Channels
  • Report

What keeps you in control

It always asks you first

  • Transcripts
  • Counselor letters

Hard limits

  • No submissions by agent

It stops when

  • Done: submitted
  • Stop: student changes plan

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 happensSenior Jordan Lee applied to 6 colleges. On December 24, the check found one teacher recommendation missing for a January 1 deadline. The agent looped back and drafted a reminder to the teacher. Counselor Amy Hart approved the reminder and sent the transcript. The recommendation arrived on December 27.

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