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AI agent for academic advisors

Registration Time Ticket and Waitlist Agent

Get every advisee registered in the courses they need before registration closes.

SchedulingEducation
See how it worksGet access
Registration Time Ticket and Waitlist Agent: what goes in, what the agent does and what you get

What it does

Registration opens, and by the second day 30 of your advisees have holds, full required classes or have not started. This agent checks each advisee's registration status, holds and time ticket. It finds required courses that are full and lists open alternatives that satisfy the same requirement, with times that do not clash. It watches waitlists and alerts the student when their position moves or a seat opens, and updates the plan when a course fills. It checks that every advisee's plan keeps them on track for the credits needed. If one slips, it proposes an alternative. The advisor approves substitutions and messages. Edge case: the only seat for a required course clashes with another required course, so the agent flags it to the advisor.

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 Registration window opens 2 USES A TOOL Read each advisee's holds, time ticket andregistrations 3 DOES Find students with holds or no registration 4 USES A TOOL Check the availability of required courses 5 DOES Find substitutes that satisfy the same requirement 6 CHECKS THE RESULT Does each substitute avoid time clashes and keep thecredit plan? If not: search for other sections or flag it to theadvisor. Back to step 4. 7 DOES Draft messages with the options 8 YOU APPROVE Advisor approves substitutions and messages 9 USES A TOOL Send messages and watch waitlists and seats 10 CHECKS THE RESULT Is each student registered for the credits theyneed? If not: propose the next option and draft a new message.Back to step 3. 11 RESULT Registration status report
Read the steps as a list
  1. Registration window opens
  2. Read each advisee's holds, time ticket and registrations
  3. Find students with holds or no registration
  4. Check the availability of required courses
  5. Find substitutes that satisfy the same requirement
  6. Does each substitute avoid time clashes and keep the credit plan?If not: search for other sections or flag it to the advisor. Back to step 4.
  7. Draft messages with the options
  8. Advisor approves substitutions and messagesThe agent waits here for your OK.
  9. Send messages and watch waitlists and seats
  10. Is each student registered for the credits they need?If not: propose the next option and draft a new message. Back to step 3.
  11. Registration status report

How it decides

It picks substitutes that satisfy the same requirement, have no time clash and keep the student on their credit plan. Required sequence courses come first.

  • Prioritize students with a hold or the earliest time ticket
  • Never suggest a substitute that does not satisfy the requirement
  • Alert a student when a waitlist position moves into the top 3
  • Flag courses that clash with other required courses

Make it yours

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

  • Registration window and check time
  • Priority groups
  • Waitlist alert rule (default top 3)
  • Message tone
  • Credit minimum per term

What keeps you in control

It always asks you first

  • Advisor approves each substitution and message

Hard limits

  • Never register or drop a student without approval
  • Never suggest a course that does not meet the requirement

It stops when

  • Done: all advisees have the credits they need
  • Stop: a hold prevents registration and only another office can remove it

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 happensOn day two, 30 of 140 advisees have not registered. Twelve have holds and 6 have a full required course. For one student, a full chemistry section has an open section on Tuesday that overlaps with her lab. The agent finds another section on Thursday that fits, and the advisor approves the message. By the end of the week, 134 are registered, and 6 remain on waitlists.

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