SchoolFlow Agent

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  SchoolFlow architecture: from disruption detection to explainable recommendation, human approval, and timetable update.

SchoolFlow started from a simple but very real school problem: when a teacher is absent, the timetable can quickly become difficult to manage.

A school supervisor may need to identify all affected lessons, search for available teachers, check timetable conflicts, verify specialization and school stage, consider workload, and make sure the same teacher is not repeatedly overloaded. This is often handled manually and under time pressure.

We wanted to turn that daily operational problem into a structured, explainable, human-approved workflow.

SchoolFlow is an AI-assisted timetable disruption management system. In the current MVP, a school administrator can register a teacher absence, select the day or lesson, and let SchoolFlow analyze the impact.

The system then:

• identifies affected lessons
• finds candidate substitute teachers
• removes candidates who violate hard constraints
• checks timetable conflicts
• checks specialization and stage
• checks workload
• ranks eligible teachers using a transparent scoring system
• explains why a substitute was recommended
• allows the supervisor to approve or reject each lesson independently
• updates the timetable only after human approval

One of the key design decisions was to separate mandatory eligibility rules from preference-based scoring.

For example, a teacher with a timetable conflict is not scored at all — they are removed before ranking. Only eligible candidates are compared.

We also wanted the recommendation to be explainable. SchoolFlow stores the proposed substitute, score, affected lesson, original teacher, explanation, approval status, approving supervisor, and approval time.

The system follows a Human-in-the-Loop model:

Agent proposes → Human reviews → Human approves or rejects → System executes.

This is important because SchoolFlow is designed to support school administrators, not replace them.

The current MVP focuses on teacher absence management, but the product vision is broader. Future versions can support teacher reassignment, teacher transfer to another class or school, availability changes, timetable conflicts, multiple simultaneous absences, notifications, and configurable school policies.

SchoolFlow is also being designed as a configurable product for schools. Each school can later add its own name, logo, stages, workload rules, approval policies, and scoring preferences.

Our long-term vision is simple:

Something changed. Fix the timetable without breaking the school day.

Built With

• git
• github
• ollama
• python
• sqlite
• strands-agents
• streamlit