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AI agent for headteachers

School Event Planning Logistics Agent

Every school event ready with all required checks complete

PlanningAdministrationManagementEducationOperations
See how it worksGet access
School Event Planning Logistics Agent: what goes in, what the agent does and what you get

What it does

Trips, sports days and open evenings need staff, rooms, consent forms, risk assessments and parent letters, and one missing piece can cancel the event. This agent builds the task list from an event template, assigns owners and deadlines, and drafts parent letters and consent forms for the leader to approve. It then tracks consents, staffing and the risk assessment. Before the event it checks every must-have item: consent from each student, staff ratios under policy, a signed risk assessment and medical plans where needed. If something is missing, it chases the owner or family and checks again. Students without consent stay at school. The leader gives the final go-ahead. Edge case: a student needs medication on a trip, so the agent adds a medical plan check before departure.

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, continueApprovedNo 1 STARTS WHEN Event is added 2 USES A TOOL Build task list with owners and deadlines 3 USES A TOOL Draft parent letters and consent forms 4 YOU APPROVE Leader approves letters 5 DOES Track consents, staffing and risk assessment 6 CHECKS THE RESULT Are all must-have items complete? If not: chase owners and families and recheck. Back tostep 5. 7 YOU APPROVE Leader gives the go-ahead 8 RESULT Event runs with record kept
Read the steps as a list
  1. Event is added
  2. Build task list with owners and deadlines
  3. Draft parent letters and consent forms
  4. Leader approves lettersThe agent waits here for your OK.
  5. Track consents, staffing and risk assessment
  6. Are all must-have items complete?If not: chase owners and families and recheck. Back to step 5.
  7. Leader gives the go-aheadThe agent waits here for your OK.
  8. Event runs with record kept

How it decides

It requires all must-have items, such as consent, ratios and signed risk assessment, before recommending go-ahead.

  • No consent means the student stays at school
  • Staff ratios follow policy
  • Medical plans checked for every student who needs one

Make it yours

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

  • Event templates
  • Staff ratio rules
  • Reminder schedule
  • Approval steps

What keeps you in control

It always asks you first

  • Letters to parents
  • Event go-ahead

Hard limits

  • Never sends letters itself
  • Medical information shared only with trip staff

It stops when

  • Done: event completed
  • Stop: must-haves missing on deadline, postpone

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 happensThree days before a Year 5 museum trip, 58 of 64 consents were in, so the must-have check failed. The agent drafted reminders to six families and flagged that ratios needed one more adult. A teaching assistant was added. By the deadline, 63 consents were in, and one student stayed at school with a planned activity. The principal gave the go-ahead.

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