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AI agent for online course creators

Student Success Check-In Agent

Stalled students are noticed early and either resume or get a personal call.

MonitoringCommunicationEducation
See how it worksGet access
Student Success Check-In Agent: what goes in, what the agent does and what you get

What it does

Cohort students go quiet in week three, and by week six they ask for a refund. This agent reads progress and activity data each day and finds students who have stalled, for example no login for 7 days or two missed assignments. It first checks for a known reason, such as a planned break or something personal they shared, and passes those students to you. For the rest it drafts a tailored check-in that names the last lesson they finished and offers one small next step. It then tracks whether the student came back. If not within five days, it suggests a personal call. Edge case: a student who stalled after posting about a family illness gets a gentle note from you, not an automated message. You approve every message.

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 cohort data arrives 2 USES A TOOL Read progress, logins and assignment status 3 DOES Flag students who stalled by the set limits 4 CHECKS THE RESULT Is there a known reason such as illness or a plannedbreak? If not: route to the creator for a personal note. Backto step 3. 5 DOES Draft a tailored check-in with the next small step 6 YOU APPROVE Creator approves the messages 7 USES A TOOL Send and track whether the student resumes 8 CHECKS THE RESULT Did the student resume within 5 days? If not: suggest a personal call to the creator. Back tostep 5. 9 DOES Log outcomes and update cohort risk 10 RESULT Cohort check-in report
Read the steps as a list
  1. Daily cohort data arrives
  2. Read progress, logins and assignment status
  3. Flag students who stalled by the set limits
  4. Is there a known reason such as illness or a planned break?If not: route to the creator for a personal note. Back to step 3.
  5. Draft a tailored check-in with the next small step
  6. Creator approves the messagesThe agent waits here for your OK.
  7. Send and track whether the student resumes
  8. Did the student resume within 5 days?If not: suggest a personal call to the creator. Back to step 5.
  9. Log outcomes and update cohort risk
  10. Cohort check-in report

How it decides

It flags a student as stalled when inactivity or missed work passes the set limits, and picks the next small step from their last completed lesson.

  • Stalled means 7 days with no login or 2 missed assignments.
  • Known personal reasons go to the creator only.
  • One automated-style check-in per stall, then a call suggestion.
  • Keep messages short with one next step.

Make it yours

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

  • Stall limits
  • Follow-up days
  • Message tone
  • Cohort size to watch
  • Escalation method

What keeps you in control

It always asks you first

  • All messages
  • Any call suggestion or refund talk

Hard limits

  • Do not send messages without approval.
  • Do not mention a refund or discount in check-ins.

It stops when

  • Done: students resumed or the creator handled the case
  • Stop: the student asks not to be contacted

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 happensIn week three, 9 of 40 students have not logged in for seven days. One has posted about a hospital stay, so the agent routes her to Mia. Eight get drafted check-ins pointing to lesson 5. Five return. The other three stay inactive after five days, so the agent suggests calls and Mia books two.

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