At term end, the automation reads each class's gradebook, turns teachers' comment tags into short written comments with AI and lets homeroom teachers approve the drafts on one screen. Report cards are generated as PDFs, filed and emailed to both parents on the release date.
Typical results
18 classes
Report cards released on the same day
100%
Comments reviewed and approved by the teacher
≈15 hrs
Office time on formatting and sending saved per term
Figures reflect typical results for this kind of automation.
The challenge
Twice a year, every homeroom teacher spends evenings writing comments for 25 or more students across several subjects, then copies grades and attendance into a report template by hand. The office formats, prints and files each report card. Copy errors slip through, the tone varies between teachers, and separated parents sometimes receive only one copy.
Before and after
Teacher hours per term on report cards
−75%Office hours per term formatting and sending
−94%Report cards needing corrections after release
−83%The automation
Each class's Google Sheets gradebook holds subject grades, attendance percentage and the comment tags teachers pick, like 'participates actively' or 'needs support in reading'. At term end, AI turns the tags into a two or three sentence comment per subject in the school's tone. Homeroom teachers edit and approve the drafts on one screen. Approved report cards become PDFs in the school's template, filed in each student's folder and emailed to both parents on the release date.
How it works
- 01
Gradebook read at term end
Subject grades, attendance percentage and teachers' comment tags are read from each class's Google Sheets gradebook.
- 02
AI drafts each comment
Tags such as 'participates actively' become a two or three sentence comment per subject in the school's tone.
- 03
Teacher review on one screen
Each homeroom teacher sees every student's drafts on one screen, edits where needed and approves.
- 04
PDF in the school template
Approved report cards are generated as PDFs in the school's template and filed in each student's folder.
- 05
Sent on the release date
On the release date, each report card is emailed to both parents, and the office sees a delivery list.
Starts from
- Google Sheets gradebook
- Teacher comment tags
Delivers
- Teacher approval screen
- PDF report cards
- Emailed to both parents
The impact
Homeroom teachers save about 6 hours each per term, and grades and attendance reach the report card without retyping, so corrections after release become rare. All 18 classes release on the same day, both parents receive their copy, and every comment is still approved by the teacher who knows the child.
Questions about this automation
Does AI decide what the report card says about a child?
No. Teachers choose the comment tags for each subject, and AI only turns those tags into full sentences in the school's tone. Every draft appears on the approval screen, where the homeroom teacher edits or rewrites it. Nothing becomes a PDF or reaches parents until the teacher approves it.
How are both parents reached?
The student record holds contact details for each parent separately. On the release date, each parent gets their own email with the PDF attached. If an address bounces, the office gets a list of the affected families to follow up, and the report card stays in the student's folder.
What does the school need to provide?
The Google Sheets gradebook it already uses, the report card template, the list of comment tags with a few example comments in the school's tone, and parent contact details. This is a multi-step build, usually rolled out in stages, often starting with one grade level before the whole school.