Answer every call on the first ring.
Leads call after 5 PM and hit voicemail.
Est. deploy 2–3 weeksSee the walkthrough
Intake & Scheduling · Education
Check applications for missing documents.
Admissions staff repeatedly audit the same packets.
For: Admissions operations managers and the team responsible for intake & scheduling in education.
01 · The outcome
What good looks like.
The team has a completeness checklist for admissions staff, with source evidence and an explicit approval before any external action. Track applications complete at first review against a baseline; do not assume automation improves it.
A connected workflow that uses program checklist, applicant-submitted files, and submission timestamps to identify missing administrative items without scoring applicants or making admissions decisions. It produces a completeness checklist for admissions staff.
Where AI helps, and where a person decides.
AI can identify missing administrative items without scoring applicants or making admissions decisions. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The admissions operations manager verifies the source facts and approves the final action.
Admissions operations manager is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Admissions operations manager: Capture the source and scope
- Admissions operations manager: Review the proposed outcome
- Admissions operations manager: Release only the approved version
- Admissions operations manager: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: An application packet is submitted. Connect only program checklist, applicant-submitted files, and submission timestamps. The admissions operations manager confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to identify missing administrative items without scoring applicants or making admissions decisions. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a completeness checklist for admissions staff against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Admissions operations manager has recorded approval or a reason to hold the item.
After explicit approval, save a completeness checklist for admissions staff in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review applications complete at first review each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=education-application-check
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- EDUCATION-APPLICATION-CH-DEMO-001
- Trigger
- An application packet is submitted.
- Owner
- Admissions operations manager
- Prepared output
- a completeness checklist for admissions staff
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Applications complete at first review
Start with your tools.
Connect Student information system, Google Workspace, Admissions CRM through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
- Follow applicable student-record privacy rules, including FERPA where relevant. Verify guardian authority, minimize student data, and leave eligibility and safeguarding decisions to qualified staff.
Try this week / no DAVID required
A useful first step.
This week, have your admissions operations manager time five examples of this work. Use redacted copies of program checklist, applicant-submitted files, and submission timestamps to make a completeness checklist for admissions staff manually, then list which fields required judgment.
What to measure.
- Applications complete at first review
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
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