Onboarding Bot that Automates Reminders Progress Tracking and LMS Integration
Rishad Al Islam
System Overview
What it is: An onboarding assistant bot built for EdTech platforms that guides students through their learning journey. It sends reminders, tracks course completion and syncs with internal LMS tools using Make or Zapier. The bot ensures students stay on track while giving educators visibility into progress.
Core capabilities
- Automated reminders for assignments, deadlines, and classes
- Real-time progress tracking and completion monitoring
- Integration with LMS platforms via Make or Zapier
- Personalized onboarding workflows for different student groups
- Notifications via email, Slack, or in-app messages
- Voice-driven internal workflows for teacher updates or student queries
- Notion and Airtable integration for recording onboarding data
- Automated scheduling of orientation meetings or mentoring sessions
Business problems solved
- Reduce drop-off during early stages of learning programs
- Ensure students complete courses on time with consistent nudges
- Give educators centralized visibility into student onboarding progress
- Automate manual tracking and reminder tasks
- Improve student engagement and retention rates
Actor Identification
Primary actor: Student enrolling in an EdTech platform and starting their first course.
Secondary actors: Onboarding bot assistant, LMS system, Make/Zapier workflows, Notion, Airtable, educators/mentors.
Actor Goals
- Student: Receive clear reminders, stay on track and complete onboarding smoothly.
- Educator/Admin: Monitor student progress, identify who is falling behind and reduce manual follow-up work.
- Onboarding Bot: Send reminders, log progress and sync data automatically with LMS and databases.
- LMS System: Provide accurate data on student activity and completion status.
Context and Preconditions
- EdTech platform connected to LMS with Make or Zapier
- Onboarding workflows defined with key milestones (account setup, first login, first module completed)
- Communication channels set (email, in-app, or Slack notifications)
- Notion/Airtable bases configured for recording onboarding data
- Orientation meeting templates created for auto-scheduling
Basic Flow (Successful Scenario)
- Student enrolls in the EdTech platform.
- Onboarding bot triggers an initial welcome message and setup checklist.
- Student receives reminders about first class or assignment deadlines.
- LMS tracks activity and reports completion data back via Make/Zapier.
- Onboarding bot updates Airtable/Notion with student progress.
- If a student falls behind, the bot sends reminders and escalates to an educator.
- Orientation or mentoring sessions are auto-booked via calendar integration.
Outcome: Students complete onboarding on time, educators gain visibility into progress and drop-off rates are reduced.
Alternate Flows
A1: Student does not respond: If a student ignores reminders, bot escalates the case to a mentor for manual outreach.
A2: LMS sync failure: If LMS data is unavailable, bot logs the issue and retries syncing until connection is restored.
A3: Wrong course assignment: If student is placed in the wrong course, bot notifies admin for correction.
A4: Meeting conflict: If orientation session conflicts with calendar availability, bot suggests the next available slot automatically.