Case Study: The AI Teaching Assistant: Automated Parent Comms

An AI-driven system that transforms raw student data from spreadsheets into narrative-style term reports, saving hours of manual work for educators.

Project Type

AI & Automation

Core Technologies

n8n, LLMs, Excel, Outlook

Sector

Education

Impact

80%+ Time Saving

The Business Challenge

For educators, the end of a term brings a significant administrative burden: writing student report cards. This process is incredibly time-consuming, repetitive, and often involves manually synthesising months of data from various sources—assessments, homework logs, and behavioural notes—into a coherent, constructive, and personalised narrative for each student. This administrative overhead directly impacts teacher wellbeing and takes valuable time away from lesson planning and student support.

The Solution: An AI Communication Assistant

We developed an automated workflow using n8n that acts as an AI-powered teaching assistant. The solution ingests a simple log of student interactions and performance data from an Excel sheet and uses a Large Language Model (LLM) to generate high-quality, structured reports for every student, ready for teacher review.

The Automated Workflow:

1. Data Ingestion

The workflow begins by connecting to a Microsoft Excel workbook that contains a detailed log of all student records for the term. This includes dates, record types (e.g., assessment, homework), scores, and qualitative teacher comments.

2. Data Structuring

The raw data is then programmatically grouped by each individual student, creating a complete, structured history of every student's performance over the term.

3. Dynamic AI Prompting

For each student, a detailed prompt is dynamically constructed. This prompt instructs the AI model (e.g., GPT-4) to act as a teacher and generate a five-section report (Overall Summary, Assessment Performance, etc.), synthesising the provided data into a supportive and professional narrative.

4. Report Generation

The workflow iterates through each student, sending the customised prompt to the AI. The LLM processes the data and generates a complete, well-written report card for each student, which can then be exported for teacher review and final approval.

Key Outcomes & Business Impact

Drastic Reduction in Workload: Reduces the time spent on writing report cards by over 80%, freeing up teachers to focus on high-impact educational activities.
Improved Report Quality & Consistency: Ensures that every report is well-structured, comprehensive, and maintains a consistent, professional tone across the entire school.
Data-Driven Narratives: The AI synthesises all available data points, ensuring that the reports are a true reflection of a student's journey throughout the term, including both quantitative scores and qualitative comments.
Enhanced Teacher Morale: By automating one of the most demanding administrative tasks, this solution directly contributes to reducing teacher burnout and improving job satisfaction.

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