AI-Powered Student Course Schedules Based on Prerequisites with GPT and Google Sheets Generation

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows. Supports knowledge capture and document intelligence use cases.

Create a Fall 2025 course schedule for each student based on what they’ve already completed, catalog prerequisites, and term availability (Fall/Both). Reads students from Google Sheets → asks an AI agent to select exactly 5 courses (target 15–17 credits, no duplicates, prereqs enforced) → appends each student’s schedule to a schedule tab. 🧠 Summary Trigger:* Manual — *“When clicking ‘Execute workflow’” I/O:** Google Sheets in → OpenAI decisioning → Google Sheets out Ideal for:** Registrars, advisors, degree-planning prototypes ✅ What this template does Reads: StudentID, Name, Program, Year, CompletedCourses (pipe-separated CourseIDs) from **Sheet1 Decides: AI **Scheduling Agent chooses 5 courses per student following catalog rules and prerequisites Writes: Appends StudentID + Schedule strings to **schedule worksheet Credits target**: 15–17 total per term Catalog rules** (enforced in the agent prompt): Use Fall or Both courses for Fall 2025 Enforce AND prereqs (e.g., CS-102|CS-103 means both) Priority: Major Core → Major Elective → Gen Ed (include Gen Ed if needed) No duplicates or already-completed courses Prefer 200-level progression when prereqs allow ⚙️ Setup (only 2 steps) 1) Connect Google Sheets (OAuth2) In AlekSystem → Credentials → New → Google Sheets (OAuth2), sign in and grant access In the Google Sheets nodes, select your spreadsheet and these tabs: Sheet1 (input students) schedule (output) > Example spreadsheet (replace with your own): > - Input: .../edit#gid=0 > - Output: .../edit#gid=572766543 2) Connect OpenAI (API Key) In AlekSystem → Credentials → New → OpenAI API, paste your key In the OpenAI Chat Model node, select that credential and a chat model (e.g., gpt-4o) 📥 Required input (Sheet1) Columns**: StudentID, Name, Program, Year, CompletedCourses CompletedCourses**: pipe-separated IDs (e.g., GEN-101|GEN-103|CS-101) Program* names should match those referenced in the embedded catalog (e.g., *Computer Science BS, Business Administration BBA, etc.) 📤 Output (schedule tab) Columns**: StudentID Schedule → a selected course string (written one row per course after splitting) 🧩 Nodes in this template Manual Trigger* → *Get Student Data (Google Sheets)* → *Scheduling Agent (OpenAI)** → Split Schedule → Set Fields → Clear sheet → Append Schedule (Google Sheets) 🛠 Configuration tips If you rename tabs, update both Get Student Data and Append Schedule nodes Keep CompletedCourses consistent (use | as the delimiter) To store rationale as well, add a column to the output and map it from the agent’s JSON 🧪 Test quickly 1) Add 2–3 sample student rows with realistic CompletedCourses 2) Run the workflow and verify: 5 course rows per student in schedule Course IDs respect prereqs & Fall/Both availability Credits sum ~15–17 🧯 Troubleshooting Sheets OAuth error:** Reconnect “Google Sheets (OAuth2)” and re-select the spreadsheet & tabs Empty schedules:** Ensure CompletedCourses uses | and that programs/courses align with the provided catalog names Prereq violations:** Check that students actually have all AND-prereqs in CompletedCourses OpenAI errors (401/429):** Verify API key, billing, and rate-limit → retry with lower concurrency 🔒 Privacy & data handling Student rows are sent to OpenAI for decisioning. Remove or mask any fields you don’t want shared. Google Sheets retains input/output. Use spreadsheet sharing controls to limit access. 💸 Cost & performance OpenAI**: Billed per token; cost scales with student count and prompt size Google Sheets**: Free within normal usage limits Runtime**: Typically seconds to a minute depending on rows and rate limits 🧱 Limitations & assumptions Works for Fall 2025 only (as written). For Spring, update availability rules in the agent prompt Assumes catalog in the agent system message is your source of truth Assumes Program names match catalog variants (case/spacing matter for clarity) 🧩 Customization ideas Add a Max Credits column to cap term credits per student Include Rationale in the sheet for advisor review Add a “Gen Ed needed?” flag per student to force at least one Gen Ed selection Export to PDF or email the schedules to advisors/students 🧾 Version & maintenance AlekSystem version:** Tested on recent AlekSystem Cloud builds (2025) Community nodes:** Not required Maintenance:** Update the embedded catalog and offerings each term; keep prerequisites accurate 🗂 Tags & category Category:** Education / Student Information Systems Tags:** scheduling, registrar, google-sheets, openai, prerequisites, degree-planning, catalog, fall-term 🗒 Changelog v1.0.0** — Initial release: Sheets in/out, Fall 2025 catalog rules, prereq enforcement, 5-course selection, credits target 📬 Contact Need help customizing this (e.g., cohort logic, program-specific rules, adding rationale to the sheet, or emailing PDFs)? 📧 rbreen@ynteractive.com 🔗 Robert Breen — https://www.linkedin.com/in/robert-breen-29429625/ 🌐 ynteractive.com — https://ynteractive.com

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