AI System for Tracking Make-up Lesson Requests and Entitlements

The problem

Staff manually compare a learner’s or parent’s make-up request with the teacher’s attendance list.

The administrator checks the provider’s rules and updates available entitlements in a separate list.

A repeat request for the same lesson requires staff to find earlier conversations and any place already reserved.

What we set out to improve

• Whether each request matches the correct learner, lesson and attendance record
• Whether a repeat request is tracked without creating another entitlement
• Whether reservations, attendance and cancellations update the entitlement consistently

How the system works

1. 01Receive the request with a learner code and a verified learner or parent relationship. Use only the official WhatsApp Business Platform for WhatsApp messages; email and forms can also be connected.
2. 02Extract the missed lesson, date and possible available times. Separate health-related explanations from the administrative record.
3. 03Match the request to attendance and existing make-up records. Link duplicate requests to the existing record rather than creating another entitlement.
4. 04Prepare a draft entitlement status and missing information list using the provider’s rules.
5. 05The administrator verifies the entitlement. Temporarily reserve a place in a suitable session approved by the instructor.
6. 06Update the entitlement when attendance or cancellation is recorded. Apply a record check to prevent simultaneous use of the same entitlement.

Methods we used

• Match lesson and date details from messages through learner and authorised parent records.
• OCR converts writing in an image into text; fields read from scanned attendance lists can be presented alongside the source for review.
• Prepare a draft eligibility result using the provider’s make-up rules and existing entitlement transactions.
• Use a calendar connection where available, or an approved session table to track reservations and entitlement transactions.

Where people stay involved

Data and security

A child’s record is linked only to an authorised parent or guardian. Medical reports are not requested; unsolicited health content is separated from administrative records for authorised review. Processing uses only necessary fields and preserves links between sources, matches and corrections. Access, retention and deletion rules are defined with the provider. WhatsApp communication respects permissions and opt-out preferences, uses required templates and excludes sensitive content from notifications.

Who this suits