Automated Onboarding
System
A complete student enrollment and documentation flow for educational institutes — from Microsoft Form submission to fully-generated SharePoint documents, processed in under 2 seconds with AI-powered content generation.
Power Automate
SharePoint
Microsoft Forms
AI Gen
The Problem
Student onboarding buried staff in paperwork
Every new student enrollment triggered a cascade of manual tasks — creating folders, generating documents, filling templates, ensuring compliance with SEND Code of Practice and the Equality Act 2010. Staff spent hours on administrative work instead of supporting students. This system does it all in seconds.
How It Works
From form submission to complete documentation
The entire flow is triggered by a single Microsoft Forms submission — everything else is automatic.
Form Trigger & Data Collection
A Microsoft Forms submission triggers the Power Automate flow instantly. The form captures 49 field values — student details, educational needs, support requirements, and compliance data — all in approximately 2 seconds.
SharePoint Structure Creation
The flow creates a master student folder in SharePoint with 5 organized subfolders: Enrolment, Job Packet, One Plan, Risk Assessment, and SEND. Every student gets the same consistent structure, automatically.
AI Document Generation
Parallel child flows use AI Gen to populate a 62-field "One Plan" document and a 107-field "Risk Assessment" template. The AI interprets the form data and writes appropriate, professional content for each field.
Compliance & Filing
All generated documents are verified for compliance with SEND Code of Practice and Equality Act 2010, then filed into the correct SharePoint subfolders — ready for staff review without any manual intervention.
Features
Built for educational institutions
Every feature designed to reduce administrative burden and ensure compliance.
Instant Processing
49 fields collected and processing begins within ~2 seconds of form submission.
Automatic Folder Structure
SharePoint master folder with 5 subfolders created automatically for every student.
AI Document Population
AI Gen fills 62-field and 107-field templates intelligently from form data.
Compliance Built-In
Documentation verified against SEND Code of Practice and Equality Act 2010.
Parallel Processing
Multiple documents generated simultaneously using parallel child flows for speed.
Delay Control Logic
90-second delay control ensures SharePoint operations complete before dependent steps run.
Results
What changed for the institution
Complete flow triggered and running
Document fields auto-populated by AI
Manual steps in the entire process
Compliance with UK education standards
Compliance
Every document meets UK standards
The system generates documentation that satisfies both major regulatory requirements.
SEND Code of Practice
All One Plan and Risk Assessment documents are structured and populated in accordance with SEND statutory requirements.
Equality Act 2010
Documentation format and content comply with Equality Act 2010 obligations for educational providers.
Tech Stack
Built on Microsoft 365 & AI
Ready to automate your onboarding?
Let's eliminate your admin paperwork with a tailored automation system.
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