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Kevin Larry
kevin.larry@preskool.com
Workflow Rules
34 workflow rules across ten modules. Each is read as one sentence — when something happens, if these conditions hold, then run these actions in order.
Applies the late fee once, the morning after the due date, and notifies the family the same hour.
due_dateunpaid and no concession applies
Owned by Ms. Divya Nair · modified 30 JulRuns once the registers close, so a late-marked attendance correction never produces a false alert.
10:15 each school dayabsent and no approved leave exists
Owned by System · modified 12 JunAdmission approved → enrol student
Turns an approved application into an enrolled student record, allocates a roll number and opens the fee ledger.
admission.status changes to approved
Owned by Ms. Latha Rao · modified 28 JulFailing at the notify step — the Result Published template was rejected and has not been replaced.
Owned by Mr. Arun Prakash · modified 18 JulDisabled while the catalogue migration runs — the overdue list is unreliable until it finishes.
3 days
Owned by Mr. Suresh Babu · modified 25 JulRoutes by duration — anything over three days skips the head of department and goes straight to the principal.
days > 3 or balance is insufficientOwned by Ms. Divya Nair · modified 21 JulFires from GPS rather than from the driver, so families hear about a delay before anyone reports it.
> 10 min behind its route scheduleOwned by Mr. Arun Prakash · modified 22 JulDrafted against the AI risk score. Held until the counselling team agrees the threshold and who is told first.
ai.risk_score crosses 0.75Owned by Ms. Latha Rao · modified 01 AugWorkflow categories
Rules are owned by the module they act on. A rule that spans two modules belongs to the one it writes to, not the one it reads from.
Workflow templates
Eight rules most schools end up writing anyway. Each arrives disabled, with its conditions left for you to confirm before it runs on real records.
Student Admission
Turns an approved application into an enrolled student, with roll number and fee ledger.
approvedFee Reminder
Reminds families a set number of days before the due date, once per invoice.
due_date − 5 daysAttendance Alert
Notifies a parent the same morning, after the register is locked rather than as it is marked.
10:15Exam Result
Generates report cards and publishes them once moderation has been signed off.
Birthday Wishes
Runs daily against the date of birth field. Skips students on leave or withdrawn.
07:00Late Fee
Applies a percentage or flat charge once, the morning after the due date passes.
due_date passesLeave Approval
Routes a request by duration and remaining balance, escalating past the department head.
Certificate Generation
Issues bonafide and transfer certificates once dues are cleared and the request is approved.
Conditions builder
Gates the rule after the trigger has fired. Groups are bracketed and the operator sits on the line between conditions, because AND and OR are the part people misread.
IF these conditions hold
Evaluated in order. The rule stops at the first group that fails.
Quick actions
The four things most often done from this page.
Needs attention
Late fee on overdue invoice
The rule
due_date — evaluated nightly at 00:30invoice.status is unpaid and invoice.balance > 0student.concession is empty or student.status is not withdrawnActions & execution order
- Apply late feeAdds 2% of the outstanding balance as a line item on the invoice. Capped at Rs. 1,000 per invoice. Always
- Notify the parentFee Reminder template on email, push and the parent portal. Skipped if the family was notified in the last 24 hours. Conditional
- Flag the accountMarks the ledger for the accounts team and adds the student to the “Parents with dues” group. Always
- Block the report cardDisabled by the principal in June. Kept in place so it can be turned back on for the final term. Disabled
Execution history
Workflow details
Run configuration
Conditions
Dependencies