An AI chatbot for schools that answers every family in their own language, from sources the district approved
Families answered at night in their own language, every answer cited to its source.
See one case, screen by screen ↓AI Chatbot for Schools is an AI chatbot for schools that answers family questions about buses, calendars, menus, care and rules from the district's approved handbooks, calendars, bus routes and notices, in the family's own language, by website chat, text or the family messaging app. Staff read every answer as an English twin with a citation on every sentence. Questions about a specific student need a verified parent portal sign-in, and sensitive ones go to a named staff member with a clock.
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An AI chatbot for schools gets its hardest test at 11 p.m., when a delay notice has just gone out and families want to know about tomorrow's bus, breakfast, before-school care and the flooded stop, in their own language. The front office is closed. Website search and FAQ bots return the regular schedule and tonight's notice side by side, with no rule for which one wins, and translation waits for a bilingual staff member who is not in until morning.
The risk is in what nobody can see. A family told the regular 7:05 a.m. pickup before the notice went out is never told again. A parent asks a bot about a child's IEP meeting, a custody order or an immigration worry, and nothing keeps the question away from it. A translated answer says something different from the English. And when a complaint, a records request or the board asks what a family was told, nobody can show the answer or the source it came from.
Estimated split for one weather night and the morning after, in a district the size of the sample one, by hand and with the solution.
Seven agents answer, check sources, guard student data and translate; Communications approves what families read.
Marlow Bay Unified School District — 48,000 students in 62 schools, 31,000 families who speak more than 60 languages — announces a two-hour delay for flooding and high winds on Tuesday, October 20. Here is what happens next, screen by screen, in the working solution.
Tomás Ibarra in Transportation dispatch drafts the two-hour delay notice at 9:31 p.m.; Renata approves it at 9:38 p.m., and the family messaging platform sends it to 31,000 families in their languages at 9:40 p.m. On the sources screen it sits with 902 live sources, each with an owner, a version and an approver, and it overrides 212 regular route schedules for Wednesday.
When the transportation routing system stops answering, the screen says so: answers keep using the 10:12 p.m. route data and the delay notice, with Retry now.
The Source Check agent finds 57 answers sent between 6:02 and 9:38 p.m. that gave tomorrow's regular bus times: Spanish 21, English 14, Vietnamese 9, Arabic 5, Tagalog 4 and Korean 4. By 9:43 p.m. the Answer agent has drafted a correction for each, in the family's language with the English beside it. Minh-Anh Tran reads 12 of the drafts in 6 languages at 10:31 p.m.
“Families who asked between 6:02 and 9:38 p.m. were told tomorrow's regular bus times.”
A parent asks “Xe buýt số 12 sáng mai có chạy không?” — is bus 12 running tomorrow morning? The reply comes back in Vietnamese in 6 seconds, and staff read its English twin beside it, every sentence cited to the delay notice or the route 12 schedule. A follow-up about morning pre-K is answered the same way: canceled, afternoon pre-K as usual. Confidence 0.97, back-translation 99%.
“Bus 12 picks up at the Marlow Ave & 6th St stop at 9:05 a.m. instead of 7:05 a.m.”
Opening the cited route 12 schedule shows the exact passage — Stop 4, Marlow Ave & 6th St, 7:05 a.m. — with its version and approver. For Wednesday, October 21 it is overridden by the 9:40 p.m. delay notice, so the agents cite the schedule only for the stop and the regular time.
“Source Check agent: the delay notice overrides route 12 for Oct 21.”
A verified parent of a 3rd grader at Eastshore Elementary, signed in through the parent portal, asks in Arabic whether her daughter's IEP meeting tomorrow morning is postponed. Special education and a specific student are both on the list of topics an agent never answers alone. The family is told in Arabic, right to left, who has the question and by when; staff read the English twin.
“Handed to Lauren Haskell-Brandt, case manager · by 10:00 a.m.”
Lauren sees why the agents stopped, her 10:00 a.m. clock from the special education family guide, and who it escalates to if she misses it: the special education program lead. A reply is drafted in English and Arabic from the meeting record: the 8:30 a.m. meeting moves to 10:30 a.m. in the same room, with an Arabic interpreter. She can send it, reassign it with a reason or call instead.
Special education, custody, bullying, immigration and records, health, Section 504, Title IX and safety questions wait here with a named staff member and a due time: 12 open, 7 from tonight, 1 past due. A flooded-street question from 10:05 p.m. passed its one-hour safety clock and was escalated to the Transportation supervisor. Renata can search, filter, and reassign, escalate or send a holding note in bulk.
Safety within 1 hour; special education and student records by 10:00 a.m. the next school day.
The approvals screen shows who made each change, who checked it and who approves it. The 57 corrections were made by the Source Check and Answer agents and checked by Minh-Anh Tran; Renata approves and sends them with a reason. Tomás's route 19 stop change for 318 families waits for her too, and the storm-night FAQ she wrote herself goes to a second approver.
“You wrote this, so a second approver decides: Alan Whitcomb.”
Every reply is translated back into English and compared with the twin, and times, dates and stops must match exactly. A Haitian Creole answer about a flooded stop on Shore Road — 9:20 a.m. at Bayview Ave & Shore Rd, and do not walk through water — matched 94%, under the 96% threshold, so liaison Jean-Robert Pierre reads it by 9:00 a.m. Bilingual staff spot-check the top 9 languages every week.
“Under it, the answer is sent with plain sentences and read by a bilingual reviewer by 9:00 a.m.”
Renata exports the storm night, 6 p.m. to now, for the Board of Education: 1,124 answers with their sources and versions, 9 approvals with maker and approver, 7 hand-offs, 23 student-record accesses from the record of disclosures, and the agent and model versions with every override and its reason code. Family and student names, phone numbers and emails are removed; conversation ids stay, so a single case can be found again.
“Pack ready: storm-night-2026-10-20.zip · PDF summary, CSV and source copies.”
The same storm night, seen by the people who carry it — what it looked like before, and what it looks like now.
Seven agents answer, check sources, guard student data and translate; Communications approves what families read.
Replies only from approved district sources, in the family's language, with the English twin for staff — one fact per sentence, each cited to a passage.
Confirms each cited passage is the newest approved version in force on the date asked, ranks a notice above a regular schedule for its dates, and finds answers sent from an old version.
Sorts every question into public, about a specific student, or sensitive; checks the parent portal sign-in; and opens a hand-off with a named owner and a clock.
Translates every reply back into English and compares its meaning, times, places and names with the twin, using the district's approved glossary.
Reads new handbooks, calendars, routes, menus, policies and notices into dated passages, lists any conflicts with existing sources, and sends them for approval.
Groups tonight's questions every 5 minutes, alerts the on-call communications lead at 3 times the usual hour, and suggests the notice that would answer the most families.
Collects questions no district source answers, tells the family so, groups them with others like them and drafts a source for the office that owns the answer.
Approves sources and corrections. The agents propose; a named person decides.
Staff can ask about tonight's questions, any answer or any source. The assistant answers from district sources and says which.
What are families asking about right now?
Since the delay notice at 9:40 p.m., 340 families have asked in 9 languages. 214 asked about buses and the delay; every answer since 9:40 p.m. carries the two-hour delay. 19 asked about flooded stops, answered from the route 7 change. 7 questions are waiting for a person, and one of them is past due.
Which answers tonight used the old bus times?
57 answers sent between 6:02 and 9:38 p.m. gave tomorrow's regular times, before the delay notice overrode them. A correction is drafted for each in the family's language, and Minh-Anh Tran has read 12 of them. They wait for your approval.
Who has the Arabic IEP question, and by when?
Lauren Haskell-Brandt, the student's case manager. The family guide sets 10:00 a.m. the next school day when a meeting moves, so she has it on her 7:00 a.m. list. A reply in Arabic and English is drafted for her: the 8:30 a.m. meeting moves to 10:30 a.m. with an interpreter.
Draft a notice for families on route 19
Tomás Ibarra already submitted the route 19 stop change at 11:05 p.m.: Stop 6 is closed, and students use Stop 5, Harbor Rd & Mill St, at 9:12 a.m. It is translated for the 318 families on the route and waits for your approval, so I have not drafted a second one.
13 screens from the working solution, on its sample data. Pick one to see it large.
Who may approve, what needs a sign-in, which source wins and how long records are kept are settings. Each change needs a reason code and is written to the audit trail.
| Setting | Default | Choose from |
|---|---|---|
| Require the parent portal sign-in before anything about a student | On | On · Off; the student information system confirms a parent or guardian of that student |
| Topics an agent never answers alone | 8 topics, each with an owner and a clock | Immediate danger within 1 hour · special education, Section 504, custody by 10:00 a.m. the next school day · bullying, Title IX, health by 9:00 a.m. · immigration and records within 1 school day |
| A notice outranks a regular schedule for the dates it covers | On | On · Off; a delay, closing or stop change wins until it expires |
| Correct answers given from an older version | 24 hours | When a source changes, answers sent from the old version in this window are found and corrections drafted |
| Back-translation match needed to send without a person | 96% | Under it, a bilingual reviewer reads the answer by 9:00 a.m. |
| Keep conversations and their sources | 3 years | Names and phone numbers removed from public conversations after 30 days; the question, answer and sources stay |
| Second approver for the Chief Communications Officer's own changes | Alan Whitcomb, Deputy Superintendent | The other communications approver; a maker never approves their own change |
| Who approves a new agent version | 2 people | The Chief Communications Officer and the administrator, after the test passes |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample district data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (U.S. Census Bureau, American Community Survey — about 22% of US school-age children speak a language other than English at home; The 74 and EdSource, 2024 — one large district paid about $3M before its chatbot vendor folded). Rules context: FERPA, 34 CFR Part 99; COPPA Rule, 16 CFR Part 312; IDEA, 34 CFR Part 300. People, the district, its schools, routes and addresses named on this page are fictional — characters and sample data in the working solution.
AI Chatbot for Schools is an AI chatbot for schools that answers family questions about buses, calendars, menus, care and rules from the district's approved handbooks, calendars, bus routes and notices, in the family's own language, by website chat, text or the family messaging app. Staff read every answer as an English twin with a citation on every sentence. Questions about a specific student need a verified parent portal sign-in, and sensitive ones go to a named staff member with a clock.
The Answer agent replies in the family's language from the student information system, or the language they write in, and writes an English twin for staff. The Translation check translates every reply back into English and compares meaning, times, dates and stops; under the 96% match threshold a bilingual reviewer reads it by 9:00 a.m. District words such as delay, early release, IEP and case manager are translated one approved way.
Only with a parent or guardian the student information system has verified through the parent portal sign-in, and only on the topics the district allows, such as attendance and bus assignment. Without a verified sign-in it neither confirms nor denies anything about a student. Every record read is written to the record of disclosures, and a child under 13 on the public assistant is asked to get a parent.
A notice outranks a regular schedule for the dates it covers, so new answers use it at once. The Source Check agent finds the answers sent from the old version in the last 24 hours and the Answer agent drafts a correction for each, in the family's language. The communications approver sends them in one decision, with a reason.
Special education, Section 504, custody and court orders, bullying and harassment, Title IX, immigration and records, health and medication, and immediate danger. Each goes to a named owner with a clock set by the district, from 1 hour for safety to the next school day, and escalates to a supervisor when past due. The family is told who has it and by when.
Yes. Every answer is kept with its sources and their versions, along with every approval, hand-off, record access and setting change, for 3 years. An audit pack for the Board of Education, a records request or a state or federal reviewer exports in one step, with family and student names, phone numbers and emails removed.
Yes. The agents answer only from sources a communications approver has approved, and every new source, school page, notice and correction needs a second person; nobody approves their own change. Staff can correct any answer, and the change is sent after a second person approves it. Every override carries a reason code.
The Agentic Solution Engine builds and deploys AI Chatbot for Schools from your requirements and your own documents — handbooks, calendars, bus routes, menus, policies and notices. It goes live once every quality gate has passed, including the tests of every agent version.
Families enrolled in one visit; staff review only the exceptions, each tied to its proof.
1-min demoSchool Immunization ComplianceEvery missing dose found and named to the family before exclusion day.
1-min demoChronic Absenteeism & Truancy InterventionOutreach starts at 5%, in the family's language, long before the review board.
1-min demoWe'll run AI Chatbot for Schools on your own handbooks, calendars, bus routes and notices.