AI-Powered Scheduling System for Educational Institutions
AI-Powered Scheduling System for Educational Institutions
400
hours
400
hours
Ukraine
location
Ukraine
location
An AI-powered scheduling system that automates timetable generation for educational institutions, replacing days of manual work with minutes of optimized automation, fully compliant with teacher workload rules and academic constraints.
An AI-powered scheduling system that automates timetable generation for educational institutions, replacing days of manual work with minutes of optimized automation, fully compliant with teacher workload rules and academic constraints.
PROBLEMS WE SOLVED
Manual scheduling that took days to complete
Administrators had to manually build timetables in spreadsheets, constantly adjusting for conflicts and re-checking dependencies.
No system for teacher workload compliance
There was no automated way to enforce the weekly maximum of 40 hours, subject limitations, or overlapping lesson rules.
Complex logic impossible to scale manually
Teacher absences, substitutions, vacations, multiple class groups, and shared teachers created cascading conflicts that were extremely difficult to calculate by hand.
Human error and constant rework
Small mistakes in a teacher’s schedule led to hours of re-checking and rebuilding entire sections of the timetable.
Manual scheduling that took days to complete
Administrators had to manually build timetables in spreadsheets, constantly adjusting for conflicts and re-checking dependencies.
No system for teacher workload compliance
There was no automated way to enforce the weekly maximum of 40 hours, subject limitations, or overlapping lesson rules.
Complex logic impossible to scale manually
Teacher absences, substitutions, vacations, multiple class groups, and shared teachers created cascading conflicts that were extremely difficult to calculate by hand.
Human error and constant rework
Small mistakes in a teacher’s schedule led to hours of re-checking and rebuilding entire sections of the timetable.
400
hours
400
hours
Ukraine
location
Ukraine
location
AI-DRIVEN SOLUTIONS
AI-powered timetable generator
We integrated next-generation ChatGPT models optimized for large educational datasets. The system automatically generates complete timetables based on teachers, subjects, groups, time slots, room availability, weekly workload, vacations, sick leaves, custom constraints.
Intelligent validation engine
The system checks hundreds of rules in real time: teacher cannot exceed 40 hours/week or custom hours, no overlapping lessons, no double-booking across groups, sick leave or vacation immediately blocks availability, conflict detection across multi-class teachers, load distribution by day.
Full admin interface on Ruby on Rails
A powerful, intuitive admin panel where staff can manage teachers, groups, subjects, hours, availability, constraints. All UI built with a combination of Rails + custom JavaScript for real-time interactions.
Optimized prompt and token usage
We developed a custom strategy to reduce token usage, making AI scheduling fast and cost-efficient.
AI-powered timetable generator
We integrated next-generation ChatGPT models optimized for large educational datasets. The system automatically generates complete timetables based on teachers, subjects, groups, time slots, room availability, weekly workload, vacations, sick leaves, custom constraints.
Intelligent validation engine
The system checks hundreds of rules in real time: teacher cannot exceed 40 hours/week or custom hours, no overlapping lessons, no double-booking across groups, sick leave or vacation immediately blocks availability, conflict detection across multi-class teachers, load distribution by day.
Full admin interface on Ruby on Rails
A powerful, intuitive admin panel where staff can manage teachers, groups, subjects, hours, availability, constraints. All UI built with a combination of Rails + custom JavaScript for real-time interactions.
Optimized prompt and token usage
We developed a custom strategy to reduce token usage, making AI scheduling fast and cost-efficient.
OVERVIEW
The client approached us with a critical operational problem: their academic schedule had to be generated manually every semester.
The process took several days, required a dedicated staff member, and became nearly impossible to manage due to teacher availability, sick leaves, vacations, workload limits, and recurring conflicts.
We built a next-generation scheduling system powered by AI that automatically creates optimized timetables for teachers, groups, and lessons while validating constraints in real time.
PROBLEMS WE
SOLVED
Manual scheduling that took days to complete
Administrators had to manually build timetables in spreadsheets, constantly adjusting for conflicts and re-checking dependencies.
No system for teacher workload compliance
There was no automated way to enforce the weekly maximum of 40 hours, subject limitations, or overlapping lesson rules.
Complex logic impossible to scale manually
Teacher absences, substitutions, vacations, multiple class groups, and shared teachers created cascading conflicts that were extremely difficult to calculate by hand.
Human error and constant rework
Small mistakes in a teacher’s schedule led to hours of re-checking and rebuilding entire sections of the timetable.
Manual scheduling that took days to complete
Administrators had to manually build timetables in spreadsheets, constantly adjusting for conflicts and re-checking dependencies.
No system for teacher workload compliance
There was no automated way to enforce the weekly maximum of 40 hours, subject limitations, or overlapping lesson rules.
Complex logic impossible to scale manually
Teacher absences, substitutions, vacations, multiple class groups, and shared teachers created cascading conflicts that were extremely difficult to calculate by hand.
Human error and constant rework
Small mistakes in a teacher’s schedule led to hours of re-checking and rebuilding entire sections of the timetable.
AI-DRIVEN
SOLUTIONS
AI-powered timetable generator
We integrated next-generation ChatGPT models optimized for large educational datasets. The system automatically generates complete timetables based on teachers, subjects, groups, time slots, room availability, weekly workload, vacations, sick leaves, custom constraints.
Intelligent validation engine
The system checks hundreds of rules in real time: teacher cannot exceed 40 hours/week or custom hours, no overlapping lessons, no double-booking across groups, sick leave or vacation immediately blocks availability, conflict detection across multi-class teachers, load distribution by day.
Full admin interface on Ruby on Rails
A powerful, intuitive admin panel where staff can manage teachers, groups, subjects, hours, availability, constraints. All UI built with a combination of Rails + custom JavaScript for real-time interactions.
Optimized prompt and token usage
We developed a custom strategy to reduce token usage, making AI scheduling fast and cost-efficient.
AI-powered timetable generator
We integrated next-generation ChatGPT models optimized for large educational datasets. The system automatically generates complete timetables based on teachers, subjects, groups, time slots, room availability, weekly workload, vacations, sick leaves, custom constraints.
Intelligent validation engine
The system checks hundreds of rules in real time: teacher cannot exceed 40 hours/week or custom hours, no overlapping lessons, no double-booking across groups, sick leave or vacation immediately blocks availability, conflict detection across multi-class teachers, load distribution by day.
Full admin interface on Ruby on Rails
A powerful, intuitive admin panel where staff can manage teachers, groups, subjects, hours, availability, constraints. All UI built with a combination of Rails + custom JavaScript for real-time interactions.
Optimized prompt and token usage
We developed a custom strategy to reduce token usage, making AI scheduling fast and cost-efficient.
OVERVIEW
The client approached us with a critical operational problem: their academic schedule had to be generated manually every semester.
The process took several days, required a dedicated staff member, and became nearly impossible to manage due to teacher availability, sick leaves, vacations, workload limits, and recurring conflicts.
We built a next-generation scheduling system powered by AI that automatically creates optimized timetables for teachers, groups, and lessons while validating constraints in real time.
PROBLEMS WE SOLVED
Manual scheduling that took days to complete
Administrators had to manually build timetables in spreadsheets, constantly adjusting for conflicts and re-checking dependencies.
No system for teacher workload compliance
There was no automated way to enforce the weekly maximum of 40 hours, subject limitations, or overlapping lesson rules.
Complex logic impossible to scale manually
Teacher absences, substitutions, vacations, multiple class groups, and shared teachers created cascading conflicts that were extremely difficult to calculate by hand.
Human error and constant rework
Small mistakes in a teacher’s schedule led to hours of re-checking and rebuilding entire sections of the timetable.
AI-DRIVEN SOLUTIONS
AI-powered timetable generator
We integrated next-generation ChatGPT models optimized for large educational datasets. The system automatically generates complete timetables based on teachers, subjects, groups, time slots, room availability, weekly workload, vacations, sick leaves, custom constraints.
Intelligent validation engine
The system checks hundreds of rules in real time: teacher cannot exceed 40 hours/week or custom hours, no overlapping lessons, no double-booking across groups, sick leave or vacation immediately blocks availability, conflict detection across multi-class teachers, load distribution by day.
Full admin interface on Ruby on Rails
A powerful, intuitive admin panel where staff can manage teachers, groups, subjects, hours, availability, constraints. All UI built with a combination of Rails + custom JavaScript for real-time interactions.
Optimized prompt and token usage
We developed a custom strategy to reduce token usage, making AI scheduling fast and cost-efficient.
RESULTS
RESULTS
Reduction in Scheduling Time
Reduction in Scheduling Time
Reduction in Scheduling Time
Reduction in Scheduling Time
We achieved a 90% reduction in scheduling time, moving from several days of manual work to fully automated generation in just minutes. Zero human calculation errors → AI and validation logic ensure all constraints are respected. Teacher workload is now fully balanced → No more overworked or double-booked teachers.
The platform is highly scalable, capable of handling large volumes of data across multiple groups, teachers, and subjects. Full automation of recurring processes → The schedule can be regenerated instantly when teachers change availability.
TECH STACK
TECH STACK
DISCOVER OTHER
PROJECTS
DISCOVER OTHER
PROJECTS
DISCOVER OTHER
PROJECTS
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Leave your contact details - we’ll get in touch, answer your questions, and help make your idea happen.
Got an idea
or a question?
Leave your contact details - we’ll get in touch, answer your questions, and help make your idea happen.
Your brand must be secure. Let’s build it right.
2025©All rights reserved.
Your brand must be secure. Let’s build it right.
2025©All rights reserved.
Your brand must be secure. Let’s build it right.
2025©All rights reserved.
Your brand must be secure. Let’s build it right.
2025©All rights reserved.