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AI agent for academic advisors

Course Waitlist Conversion Agent

Every waitlisted student has an approved backup plan that stays current as seats change.

DecisionsPlanningEducation
See how it worksGet access
Course Waitlist Conversion Agent: what goes in, what the agent does and what you get

What it does

Students on a waitlist often have no plan if no seat opens, and the advisor only learns when the semester starts. Each day the agent reads waitlists and open seats, and for every waitlisted student it checks degree requirements to find which backup courses count. It proposes one or two backups that fit prerequisites and the timetable. When a seat opens or closes, it rechecks the student's position and updates the backup plan. It drafts messages to the student for the advisor to approve. Edge case: a student who moves from position 8 to 2 on the waitlist after a withdrawal, so the backup is kept but reordered.

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, continueApprovedYes, continueNoNo 1 STARTS WHEN Daily registration run 2 USES A TOOL Read waitlists and seat counts 3 USES A TOOL Read each waitlisted student's degree audit 4 DOES Find backup courses that meet the same requirement 5 CHECKS THE RESULT Does each backup have open seats and no timetableclash? If not: Remove it and search for another option. Back tostep 4. 6 DOES Rank the options and write the plan 7 YOU APPROVE Advisor approves the message to each student 8 USES A TOOL Send the message 9 USES A TOOL Recheck waitlist position and seats the next day 10 CHECKS THE RESULT Did anything change for this student? If not: Rebuild the plan and draft an updated message.Back to step 9. 11 RESULT Backup plan list
Read the steps as a list
  1. Daily registration run
  2. Read waitlists and seat counts
  3. Read each waitlisted student's degree audit
  4. Find backup courses that meet the same requirement
  5. Does each backup have open seats and no timetable clash?If not: Remove it and search for another option. Back to step 4.
  6. Rank the options and write the plan
  7. Advisor approves the message to each studentThe agent waits here for your OK.
  8. Send the message
  9. Recheck waitlist position and seats the next day
  10. Did anything change for this student?If not: Rebuild the plan and draft an updated message. Back to step 9.
  11. Backup plan list

How it decides

It picks backups that satisfy the same requirement, fit the timetable and have open seats, and drops options that fill.

  • Backup must satisfy the same degree requirement
  • Never suggest a course the student lacks the prerequisite for
  • Keep a backup plan until the student is enrolled
  • Prioritize students graduating this year

Make it yours

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

  • Students and courses covered
  • Number of backups per student (default 2)
  • Run schedule
  • Message tone
  • Graduating-student priority

What keeps you in control

It always asks you first

  • Advisor approves each message to a student

Hard limits

  • Never enroll a student
  • Do not share another student's waitlist position

It stops when

  • Done: every waitlisted student has a current approved plan or a seat
  • Stop: degree audit is missing or contradictory and the advisor must review

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 happensThe agent finds 23 students on the waitlist for Statistics 201. For a senior, it finds Statistics 210, which counts the same and has 4 seats. The check fails for one student because the section clashes with a lab, so it picks another section. On Wednesday a seat opens and the agent updates five plans. The advisor approves all messages.

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