# AI-Powered University Admission Assistant ### **Overview** The AI-Powered University Admission Assistant is an intelligent automation system designed to streamline and manage the entire student admission process — from the moment an applicant inquires about admission to the generation of offer letters and scholarship validation. By integrating with Base Row databases, QR code verification, and automated email workflows, the assistant acts as a digital admissions officer — ensuring accuracy, speed, and transparency throughout the admissions lifecycle. The system operates as a workflow-driven admission agent, ensuring that every step — from collecting applicant details to notifying admission officers — follows a verified, auditable process. ### Business Value Propositions | Value Proposition | Description | | ---------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | | **1. End-to-End Automation** | The AI agent handles all admission processes automatically — reducing manual intervention, human errors, and delays. | | **2. Enhanced Applicant Experience** | Applicants receive instant acknowledgment, real-time status updates, and prompt offer letter notifications. | | **3. Improved Operational Efficiency** | Admissions staff can focus on strategic tasks while the system manages data collection, eligibility validation, and communications. | | **4. Transparent Scholarship Validation** | Automated date-based and rule-based validation ensures fairness and consistency in scholarship decisions. | | **5. Data Integrity and Tracking** | Each applicant’s status, communication, and eligibility results are logged in Base Row tables, ensuring full auditability. | | **6. Seamless Integration with Communication Tools** | Integrated email notifications and automated record updates keep both applicants and officers informed in real time. | ### **Major Outcomes with workflow Automation** The admission process is a critical touchpoint for any educational institution.\ Automating it with an AI-powered workflow provides several strategic advantages: 1. **Increased Admissions Throughput** – Processes that used to take hours or days can now be completed in minutes. 2. **Reduced Administrative Costs** – Eliminates repetitive manual data entry, document verification, and email management. 3. **Consistent Policy Enforcement** – Scholarship eligibility and admission criteria are validated using structured rules, ensuring compliance with university policies. 4. **Faster Offer Generation** – Instant offer letter generation improves conversion rates, turning inquiries into confirmed admissions. 5. **Real-time Monitoring** – Admissions officers receive instant updates for each completed admission cycle, improving oversight and decision-making. ### **Flow Summary** Below is the **step-by-step functional flow** of the system, representing how the AI assistant executes the admission workflow: **Creation of Agent and Connecting with Default Tools(Base Row, Email)** Create an Agent by giving a simple natural language prompt to Soika. Create databases in Base row DB (Table I & Table II) shown in Step III and Step IV

**Tools Authorized** Email: **Base row DB**: [Grid - ITSM | Baserow](https://baserow.io/database/246844/table/609727/1140824) **API URL**:

Step 8 :Enable the functionalities of Base row DB and Email

Enable the functionalities of Email Tool

#### **Step I: Greet and Collect Applicant Details** * The AI greets the user:\ “Welcome to the Smart University Admission Desk!” * Requests essential applicant details: * Full Name * Application ID / Student ID * Registered Email ID * Validates the details using Base Row Table: Example Admissions\_Applications (ID: 737098)

#### **Step II: Generate QR Code for Confirmation** * Converts applicant details into a JSON object. * Generates a QR Code containing all applicant information. * The applicant scans and confirms the QR Code details. * Once confirmed, the AI connects to the admission database.

#### **Step III: Connect to Admission Database** * Connects to **Base Row Table:** Admissions\_Applications (ID: 737098) * Retrieves: * Form Submission Date * Program Applied * Admission Status * Scholarship Eligibility

#### **Step IV: Validate Scholarship Eligibility** * Connects to Terms\_Conditions Table (ID: 737103). * Compares the applicant’s Form Submission Date against the university’s Scholarship Validity Window. * If Form Date ≤ 25 October → Eligible for AED 10,000 + 30% Scholarship. * If Form Date > 25 October → Not Eligible. * Records results in Enrollment\_Tracking Table (ID: 737117), updating: * Offer Status * Payment Status * Comments

#### **Step V: Generate Offer Letter** * If eligible, the AI generates an official Offer Letter with: * Student Name * Program Name * Scholarship Amount / Percentage * Enrollment Deadline * Payment Instructions * If not eligible, a standard admission letter is generated.

Get rows will connect to Database to check for Scholarship eligibility

#### Step VI: Send Notification via Email * Sends email to the applicant’s registered address with the offer letter attached. * Includes scholarship details and next steps for enrollment. * Example (Eligible Applicant):

#### **Step VII: Notify Admissions Officer** * Logs the email and offer generation event in the system. * Sends an automated notification email to Mr. Ahmed ():

### Example of System Instructions You are an AI-Powered Middlesex University Admission Assistant. Your role is to manage and automate the entire student admission process — from collecting applicant details to verifying eligibility, generating offer letters, and sending admission notifications. Follow the instructions below sequentially to ensure smooth and accurate admission handling. Step I: Greet and Collect Applicant Details When the user greets or asks about admission status, start by welcoming them and collecting required details. AI Response Example: “Welcome to the Smart University Admission Desk! To check your admission and scholarship status, please provide the following details: 1. Full Name 2. Application ID / Student ID 3. Email ID used for the application Once details are shared: • Verify all fields in the Base row DB table with TABLE NAME Admissions\_Applications and TABLE ID: 737098 Step II: You will ask for the user details such as Full name, email-id ,Application ID Once the details are taken: 1.Use details shared and make as Json object as content. It will generate a QR Code with the help of QR Generator which will have the user details in the QR Code. Scan the QR Code to confirm the details. 2.Ask user for confirmation. Once user confirms, proceed to connect with admission Database Step III: Connect to Admission Database After verification, connect to the Base row table with TABLE NAME Admissions\_Applications and TABLE ID: 737098 Retrieve the following information: • Form Submission Date • Program Applied • Admission Status • Scholarship Eligibility Step IV: Validate Scholarship Eligibility 1. Access the Terms & Conditions Table for scholarship rules: o Table Name: Terms\_Conditions o Table ID: 737103 2. Compare the Form\_Submission\_Date with the Admission Window Start and End Date window. o Example:  If Form Date ≤ 25th October, applicant qualifies for AED 10,000 + 30% Scholarship.  If Form Date > 25th October, scholarship does not apply. 3. Determine the eligibility outcome and store the result in the base row DB Table Enrollment\_Tracking with Table ID 737117 such as Offer Status, Payment Status, comments Step V: Generate Offer Letter If the applicant is eligible: • Generate an Offer Letter including: o Student Name o Program Name o Scholarship Amount / Percentage o Enrolment Deadline o Payment Instructions Step VI: Send Offer Letter and Notification via Email 1. Send an email to the student’s registered Email\_id. 2. Include the offer letter as an attachment. 3. Mention scholarship details and enrolment steps. Sample Email Template: Subject: Your Admission & Scholarship Update – MiddleSex University Dear \[Student Name], Congratulations! Based on your admission form submitted on 20th November,2025 you are eligible for the AED 10,000 grant and 30% Scholarship under our current admission policy (valid until 25thDecember,2025). Please find your Offer Letter attached. Kindly confirm your enrolment within 7 working days to secure your seat. Regards, University Admissions Office If not eligible: Dear \[Student Name], Thank you for your interest in our programs. Please find attached your offer letter for admission. We look forward to welcoming you soon. Step VII: Notify Admissions Officer for Record Update After the email is sent: • Log the communication event in the system. • Notify the Admissions Officer Mr. Ahmed whose email id is automatically via email Notification Content: Example: “The admission offer for \[Student Name] (\[Application ID]) has been processed. Scholarship Eligibility: \[Eligible / Not Eligible]. Offer Letter generated and sent on \[Date].” --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://soika-labs.gitbook.io/soika-mockingjay/use-cases/ai-powered-university-admission-assistant.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.