Private schools, universities, training, online courses
Clear enrolments,teachers back in the classroom.
WEB-AZ builds digital and AI solutions for private schools, universities, training providers and online courses: answers to enrolment questions, timetable notifications, faster request handling and materials that are easy to find. Assessment and decisions about learners stay with the teaching staff.
Where a school office can save time
Enrolment season, prepared in advance
Before the school year starts, at admissions or when a new course intake opens, emails and calls multiply. Standard answers prepared in advance leave the school office with energy for the special cases.
The same answer on fees, timetables and documents
Parents and learners ask the same things on every channel. An assistant that answers from the published regulations gives the same information, no matter who asks or where.
Timetable changes announced from one place
Rooms, guest trainers, online sessions and make-up classes move from one week to the next. Automated notifications reach every learner, without messages sent one by one.
Course materials that are easy to find
Handouts on the course platform, files on Drive, recordings and old emails. With a shared search, learners find the right lesson themselves, and teachers stop resending the same documents.
Certificates and files prepared faster
Requests for certificates, tuition contracts, enrolment files and graduation certificates pass through many hands. Extracted data and drafts based on templates leave the school office with only the checking and signing.
AI solutions for schools and training that support teachers
We focus on administration and access to information. Grading, admissions and any decision about a student or learner stay with the people responsible.
- Assistant for enrolment questionsAnswers from the regulations and information published by the institution about fees, calendar and documents, on the website or by email, and passes special cases to the school office.
- Search across course materialsLearners find the lesson, slide or recording they need with a simple question, with a link to the official source provided by the teacher.
- Processing requests and filesIncoming requests are checked for missing documents, data is extracted into the register, and draft certificates are prepared for the school office to check and sign.
- Notifications for timetables and deadlinesWorkflows that automatically announce a moved class, a homework deadline or a payment due date, on the channel chosen by the family or the learner.
- Qualifying enquiries for corporate coursesFor training providers, company requests are structured by number of participants, topic and period, so the sales team can prepare the quote.
- Website and enrolment platformClear pages for programmes of study, calendar and conditions, with an enrolment form and online payment where it makes sense.
Use cases · Education
Conceptual examples of how the solutions could be used; they are not completed projects.
Private school during enrolment season
Parents get answers on the website about the calendar, fees and the documents needed for the file. Visit requests and questions about special situations reach the school office with all the details already noted.
Conceptual exampleAdult education course provider
With every new intake, learners automatically receive the timetable, access links and reminders before sessions. Schedule changes are announced from one place.
Conceptual exampleUniversity faculty with many certificate requests
Students submit the request online, the system checks the data and prepares the document from a template, and the school office only reviews and signs it before it is issued.
Conceptual example
Integration with course platforms and the school register
Institutions usually use a course platform, a grade register and collaboration tools. We connect to them where there is an API or stable exports; compatibility is confirmed for each project.
- Moodle
- Google Classroom
- Google Workspace for Education
- Microsoft Teams and Microsoft 365 Education
- Canvas LMS
- Zoom
- Adservio
- Kinderpedia
- SmartBill
- Stripe
Integration challenges
- Student data is split between the register, the course platform and the school office's Excel sheets, often without a common identifier.
- Some education platforms only allow manual exports, which limits automatic updates.
- Regulations and public information are not always in sync between the website, the official documents and what is said on the phone.
- Course materials carry different copyrights, so not everything in the archive can be used as a source.
Protecting students and educational decisions
Minors' data and parental consent
For underage students, information and consent are addressed to parents or guardians, under the conditions set by the GDPR and Romanian law. We collect only the data needed and limit access to the people who actually work with it.
No automated grading or admissions
The systems do not award grades, decide admissions or rank students. Using AI for such decisions falls into the high-risk category of the AI Act, and in our projects these decisions stay with teachers and committees.
Promotional messages kept separate
Updates about the course someone is enrolled in are different from adverts for other programmes. For the latter we ask for explicit consent and offer a simple way to unsubscribe.
Rights to materials
The assistant uses only the materials the institution has the right to make available to learners. Final compliance is checked together with the institution's lawyer or data protection officer.
Useful guides
Before you decide, read
- ComplianceUsing ChatGPT at work without the risks: an AI use policy for employeesHow to use ChatGPT and other AI tools in your business without exposing confidential data: what you never enter, which plan to choose, what the GDPR requires and what a simple internal policy looks like.Read the guide
- LLMs & dataWhat is RAG? A simple explanation for AI assistants on company documentsRAG means the AI assistant first searches your documents and only then answers, citing the source. What it solves, what it doesn't and how to evaluate it.Read the guide
Frequently asked questions
Which AI solutions suit a private school or a training provider?
The administrative ones and those that give access to information: an assistant for enrolment questions, search across course materials, processing of requests and files, timetable and deadline notifications, qualifying enquiries for corporate courses and a website with an enrolment form. Grading and admissions stay with teachers and committees.
Can students use the assistant to do their homework?
The assistant can be configured strictly for administrative information and searching materials, without solving exercises. We set the usage rules together with the teaching staff.
How is student data protected?
We work with role-based access, hosting and providers chosen for GDPR compliance, and keep data only as long as necessary. Children's data is not used for profiling or for training models.
Can it connect to our course platform?
Platforms such as Moodle or Google Classroom usually offer APIs, but access depends on how the institution has set them up. We check the technical side before proposing a solution.
Does it work for a small training provider too?
Yes. For a small team, the first step is often a simple one: a well-built enrolment form and automated messages before each session.
Where do we start?
We identify the time of year when the team is busiest and which questions or documents keep it occupied. We start from there with a limited pilot, before the next enrolment season.
Can’t find the answer? Write to us and we’ll reply directly.
Shall we prepare the next enrolment season?
Tell us what kind of institution you run and where the administrative work piles up. We will propose a realistic plan for your team.