About This Automation
Progress tracking and reporting requires tutors to manually gather attendance, test scores, and assignment data from multiple sources, then compile and format individual reports for each student. This manual process is time-consuming, error-prone, and delays parent communication.
Automation collects all student data automatically, calculates key metrics, generates formatted reports with observations, and sends them to parents on schedule. Tutors focus only on writing meaningful observations while the system handles data extraction, calculations, and distribution.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Automation runs every Friday at 5 PM or when the tutor marks the week as complete. All student data for the week is available in the student management system.
Automation queries and to retrieve attendance records, test scores, and assignment completion for all active students. Data is validated and formatted.
Automation computes attendance percentage, average test score, assignment completion rate, and trend analysis for each student. Results are stored in a temporary data structure.
Tutor receives a notification with a summary of each student's metrics and is prompted to add narrative observations and recommendations. Tutor enters text via a simple form or message.
Automation uses to create a formatted, branded PDF report for each student, combining metrics, tutor observations, and a standard template layout.
Automation sends each PDF report to the parent or guardian email address stored, with a personalised greeting and a standard message.
Automation updates to mark reports as sent, stores PDF copies in a shared folder, and sends a confirmation to the tutor that all reports have been delivered.
Most popular tool stack used
— the complete tool combinations companies use
Airtable
Google Sheets
PDF.co
Gmail
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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