AI & Automation design
AI agent for administrative process
I designed and implemented an AI-driven automation system that centralizes and documents the administrative and pedagogical workflows of a music academy — connecting teachers, students, and the administrative team in real time.
Year :
2025
Industry :
Music
Client :
Academia artística Solé
Project Duration :
1 month
Problem :
The academy relied on entirely manual processes.
Every two weeks, teachers had to recall and manually record which classes they had taught to later calculate their payments and submit pedagogical reports.
Meanwhile, the administrative team sent weekly screenshots of schedules to each teacher.
This fragmented process led to duplicated work, frequent reporting errors, and significant time loss. Tracking each student’s progress also became cumbersome, affecting communication with families and delaying payment cycles.
Solution :
The project began with a detailed user flow mapping all interactions between teachers, students, and administrators.
Using n8n and a centralized database, I developed an automated system that:
Integrates class schedules directly with the academy’s shared calendar.
Sends daily and weekly summaries of scheduled classes to each teacher automatically.
Prompts teachers after each session to confirm if the class was completed, canceled (and by whom), or unattended.
Allows teachers to send voice notes that are transcribed and contextualized by an AI agent, ensuring all relevant details are captured.
Updates a real-time database that powers payment calculations, attendance tracking, and student progress logs.
This unified workflow eliminated repetitive manual tasks and consolidated all information into a single source of truth.
Challenge :
The biggest challenge was aligning pedagogical needs with administrative efficiency without losing the human tone that defines the academy’s educational approach.
Designing a system that was structured enough to automate yet flexible enough to feel natural for teachers required multiple iterations and usability tests.
Another challenge was creating a modular, scalable infrastructure capable of supporting the academy’s growth in both staff and students while keeping data flows simple and transparent.
Impact & Learnings :
The AI-powered automation reduced manual administrative tasks by over 70%, enabled real-time pedagogical reporting, and improved payment accuracy for teachers.
It also established a live historical record of each student’s learning process, enhancing transparency and communication with families.
Beyond efficiency, this project represented a cultural shift — proving that technology can empower education by making processes invisible, allowing teachers to focus on what truly matters: teaching and creating.
More Projects
AI & Automation design
AI agent for administrative process
I designed and implemented an AI-driven automation system that centralizes and documents the administrative and pedagogical workflows of a music academy — connecting teachers, students, and the administrative team in real time.
Year :
2025
Industry :
Music
Client :
Academia artística Solé
Project Duration :
1 month
Problem :
The academy relied on entirely manual processes.
Every two weeks, teachers had to recall and manually record which classes they had taught to later calculate their payments and submit pedagogical reports.
Meanwhile, the administrative team sent weekly screenshots of schedules to each teacher.
This fragmented process led to duplicated work, frequent reporting errors, and significant time loss. Tracking each student’s progress also became cumbersome, affecting communication with families and delaying payment cycles.
Solution :
The project began with a detailed user flow mapping all interactions between teachers, students, and administrators.
Using n8n and a centralized database, I developed an automated system that:
Integrates class schedules directly with the academy’s shared calendar.
Sends daily and weekly summaries of scheduled classes to each teacher automatically.
Prompts teachers after each session to confirm if the class was completed, canceled (and by whom), or unattended.
Allows teachers to send voice notes that are transcribed and contextualized by an AI agent, ensuring all relevant details are captured.
Updates a real-time database that powers payment calculations, attendance tracking, and student progress logs.
This unified workflow eliminated repetitive manual tasks and consolidated all information into a single source of truth.
Challenge :
The biggest challenge was aligning pedagogical needs with administrative efficiency without losing the human tone that defines the academy’s educational approach.
Designing a system that was structured enough to automate yet flexible enough to feel natural for teachers required multiple iterations and usability tests.
Another challenge was creating a modular, scalable infrastructure capable of supporting the academy’s growth in both staff and students while keeping data flows simple and transparent.
Impact & Learnings :
The AI-powered automation reduced manual administrative tasks by over 70%, enabled real-time pedagogical reporting, and improved payment accuracy for teachers.
It also established a live historical record of each student’s learning process, enhancing transparency and communication with families.
Beyond efficiency, this project represented a cultural shift — proving that technology can empower education by making processes invisible, allowing teachers to focus on what truly matters: teaching and creating.
More Projects
AI & Automation design
AI agent for administrative process
I designed and implemented an AI-driven automation system that centralizes and documents the administrative and pedagogical workflows of a music academy — connecting teachers, students, and the administrative team in real time.
Year :
2025
Industry :
Music
Client :
Academia artística Solé
Project Duration :
1 month
Problem :
The academy relied on entirely manual processes.
Every two weeks, teachers had to recall and manually record which classes they had taught to later calculate their payments and submit pedagogical reports.
Meanwhile, the administrative team sent weekly screenshots of schedules to each teacher.
This fragmented process led to duplicated work, frequent reporting errors, and significant time loss. Tracking each student’s progress also became cumbersome, affecting communication with families and delaying payment cycles.
Solution :
The project began with a detailed user flow mapping all interactions between teachers, students, and administrators.
Using n8n and a centralized database, I developed an automated system that:
Integrates class schedules directly with the academy’s shared calendar.
Sends daily and weekly summaries of scheduled classes to each teacher automatically.
Prompts teachers after each session to confirm if the class was completed, canceled (and by whom), or unattended.
Allows teachers to send voice notes that are transcribed and contextualized by an AI agent, ensuring all relevant details are captured.
Updates a real-time database that powers payment calculations, attendance tracking, and student progress logs.
This unified workflow eliminated repetitive manual tasks and consolidated all information into a single source of truth.
Challenge :
The biggest challenge was aligning pedagogical needs with administrative efficiency without losing the human tone that defines the academy’s educational approach.
Designing a system that was structured enough to automate yet flexible enough to feel natural for teachers required multiple iterations and usability tests.
Another challenge was creating a modular, scalable infrastructure capable of supporting the academy’s growth in both staff and students while keeping data flows simple and transparent.
Impact & Learnings :
The AI-powered automation reduced manual administrative tasks by over 70%, enabled real-time pedagogical reporting, and improved payment accuracy for teachers.
It also established a live historical record of each student’s learning process, enhancing transparency and communication with families.
Beyond efficiency, this project represented a cultural shift — proving that technology can empower education by making processes invisible, allowing teachers to focus on what truly matters: teaching and creating.