Every unit activity tracked from plan to evidence
For quality, e-learning, faculty development and student affairs units that run many activities each semester and answer to a dean for every one. We turn your operating plan into tracked activities with owners and deadlines, send the reminders for you and close each item only when its evidence is on file.
- Timeline
- 2 to 3 weeks to first version
- Best for
- University units and deanships that report activity progress upward every month
- Usually starts with
- Your current operating plan, turned into one tracked list with owners and dates
Agent flow
What is an AI unit activity manager?
An AI unit activity manager is a shared tracker for everything a university unit has committed to do in a term or a year. Each activity carries an owner, a deadline, a status and the evidence that proves it happened. AI reads incoming requests to draft new activities, sends reminders before due dates and writes the weekly status note, while the unit head sets priorities and signs off on completion.
- Runs on SharePoint, Google Workspace or Airtable, whichever your campus already uses
- Reminders follow a schedule your unit sets, before and after each deadline
- An activity closes only when its report, attendance list or photos are attached
- The unit head approves new activities, extensions and closures
Typical Unit activity follow-up we ship
Each one scoped and quoted at a fixed price after a free review of your process.
Operating plan to tracked activities
Your semester or annual operating plan, often a long Word or Excel file, is split into separate activities. Each gets an owner, start and due dates, a linked objective and the evidence it will need.
Requests captured from email and Teams
When the deanship or another unit asks for something by email or in a Teams chat, AI drafts a new activity with the details it can find and places it in a review queue for the unit head.
Reminders before deadlines, not after
Owners get a short reminder ahead of each due date in Teams, Outlook or Gmail, with a link straight to the activity. Anything past its deadline moves to an overdue list the unit head reviews weekly.
Evidence required to close
An activity counts as complete only when its report, attendance sheet, photographs or signed form are attached. Files are renamed and saved to the unit's SharePoint or Google Drive folder for that semester.
Weekly status note for the unit head
At the start of each working week, Sunday or Monday depending on your campus, the unit head receives a short note: what closed, what is late, what is due next and which owners have not replied.
Clean handover when staff change
When a coordinator leaves or a committee is reformed, open activities are reassigned in bulk with their history, files and comments intact, so the new owner starts with context instead of an empty inbox.
What changes for your team
The unit coordinator keeps a personal spreadsheet and chases owners by email every week.
One shared tracker shows every activity, and reminders go out on schedule without anyone writing them.
Finished activities have no report or photos when the accreditation team asks for them months later.
Activities close only with evidence attached, filed under the right semester and objective.
The monthly update to the deanship takes days of collecting replies from each owner.
The status summary is drafted from the tracker, so the coordinator reviews it instead of building it.
Four steps, one fixed price
- 01
Read the plan and the habits
We study your current operating plan, last year's activity reports and how requests reach the unit today, then agree on the fields every activity needs.
- 02
Set up the tracker
We build the activity list in SharePoint, Google Workspace or Airtable, with separate views for owners, the unit head and the deanship, and import the current plan.
- 03
Add reminders and AI drafting
Reminder rules, the request inbox and the weekly note are built in Power Automate, n8n or Make, and every AI draft waits for a person before it counts.
- 04
Pilot, adjust and hand over
We run the tracker with one unit for a few weeks, adjust the rules to what staff actually do, then hand over documentation, admin access and a short training session.
Why unit activities slip between the plan and the report
Most university units start the year with a clear operating plan: workshops to run, reviews to complete, surveys to send, committee tasks to finish. Trouble starts a few weeks in, when the plan sits in a document nobody opens and progress lives in one coordinator's inbox. Owners miss dates because reminders depend on a busy person remembering to send them. Finished activities leave no trace, because writing the report feels optional once the event is over.
An activity manager fixes the structure, not the people. Every commitment becomes a record with an owner, a due date, a status and a place for evidence. Reminders run on a schedule and overdue items surface on their own, so the coordinator stops being the unit's memory. The AI part is deliberately modest: it drafts activities from requests, writes reminders and summaries, and flags gaps. Deciding what the unit takes on, and whether something is truly finished, stays with the unit head.
Built on Microsoft 365, Google Workspace or Airtable
Most institutions already pay for the tools this needs. On a Microsoft 365 campus, the tracker is usually a SharePoint list, reminders run through Power Automate, owners get nudges in Microsoft Teams and evidence sits in the unit's document library. On Google Workspace, the same pattern uses a shared sheet, Gmail and Google Chat, with files in a shared drive. Units that want richer views, such as a calendar of activities by objective, sometimes choose Airtable. We pick what your IT team can support after we leave.
Where data crosses systems, we connect it with n8n, Make or Power Automate. A common example links each workshop to its attendance list from Microsoft Forms or Google Forms, so the activity is flagged as ready to close once attendance and the report are both in, and the unit head confirms. AI drafting uses OpenAI or Anthropic Claude through your institution's own account, with prompts stored where your team can read and change them.
From activity tracking to accreditation evidence
Accreditation reviews ask one question in many forms: show us that you did what your plan said. Whether the reviewer works to NCAAA standards in Saudi Arabia, CAA standards in the UAE, QAA expectations in the UK, a US accreditor such as SACSCOC or HLC, or NAAC in India, the answer depends on records made at the time, not rebuilt later. When every activity closes with its report, attendance and photographs attached, the evidence base grows as a side effect of normal work.
We tag each activity against the objective or standard it supports, so the quality unit can later pull every item for one criterion quickly. This does not replace your accreditation process or decide what counts as sufficient evidence. Your quality team still reviews the files and writes the self-study. What changes is the starting point: instead of a hunt across inboxes and personal drives, they begin with a dated list of what each unit did and the proof behind it.
AI Unit Activity and Follow-Up Manager questions
Do we need new software to track unit activities?
Usually not. Most universities already have Microsoft 365 or Google Workspace, and the tracker, reminders and AI drafting can run inside it. We only suggest Airtable when a unit needs views your current tools cannot offer, and we explain the licence cost before you decide. Everything is set up in your institution's accounts, never in ours, and you keep it all after handover.
Who approves new activities and marks them complete?
The unit head, or whoever your unit names. AI can draft an activity from an email, suggest an owner based on similar past work and remind people about deadlines, but nothing enters the plan until a person accepts it. Closing works the same way: the system checks that evidence is attached, and a person confirms the activity is done. Extensions and cancellations are approved and logged with a reason.
How is staff and student data protected?
The tracker holds activity details, staff names and sometimes attendance lists that include students. It stays inside your Microsoft 365 or Google Workspace tenant or a hosting region you choose, uses your existing access groups, and sends the AI model only the text a draft needs. We design for GDPR, the Saudi PDPL, the UAE PDPL, FERPA or the DPDP Act depending on where you operate, and sign an NDA on request.
How long does it take and what does it cost?
A first working version for one unit usually takes 2 to 3 weeks, delivered in stages. The cost depends on how many units join, which tools are involved and how much of the current plan needs cleaning up. After a free 30-minute audit we send a fixed-price quote in writing before any work starts, with no hourly billing and no surprise extras.
Can several units and the deanship share one system?
Yes. Many institutions start with one unit, then add others using the same activity structure. Each unit sees and edits its own activities, while the deanship gets a combined read-only view. When leaders want that view as charts and KPIs, the AI Unit Performance Dashboard reads the same data, so nobody types updates twice.
Often built together
AI Unit Performance DashboardOne live view of unit progress, overdue activities and KPIs, ready before the dean asks for it.
AI Meeting and Decision TrackerMinutes drafted the same day, every decision numbered and every action item followed until it closes.
AI Institutional Reporting AssistantWeekly, monthly and annual reports drafted from unit data, with the evidence already attached.
Get a fixed quote for your Unit activity follow-up
Send two lines about the process you want to hand over. We reply within one business day with what we would build, the tools involved and what it would take.
- 30-minute call, no slides, no pressure
- One fixed price before any work starts
- You own every workflow, account and line of code