---
title: "Course Section Scheduling With AI Agents | Kylon"
description: "How a scheduling office assigns sections to rooms and instructors and re-walks the timetable after leave, enrollment shifts and closures, with a lead approving."
url: "https://kylon.io/use-cases/course-section-scheduling"
language: "en"
---
[HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Course Section Scheduling: A Fall Timetable That Holds Through Leave and Closures
Use Case7 min read
# Course Section Scheduling: A Fall Timetable That Holds Through Leave and Closures
Sections are matched to rooms and instructors under the scheduling policy, booked on the calendar and re-walked in one fixed order when leave, enrollment, building or equipment changes arrive. Agents propose each assignment and the scheduling lead approves it.
[Get started](https://app.kylon.io/sign-up)
Kylon TeamProduct
November 6, 2026
## A timetable is easy to build once and hard to rebuild fairly
Scheduling a term starts with a policy. A section needs a room with enough seats and the right equipment, free at the section's timeslot, and an instructor qualified for the course with teaching load left. Walk the sections in order, apply the rules, and a timetable falls out. The hard part comes later, when an instructor takes leave, enrollment figures change and a building closes, and each re-walk has to land where the policy would have put it.
Today the pieces are spread out. Sections sit in an Airtable base, the instructor roster with each person's load is a Notion database, rooms are booked on Google Calendar, and the policy and the coordinator's draft sheet are in Google Drive. A re-walk done department by department, or one that forgets to hand a freed instructor's load back, produces a timetable that no longer matches the policy, and the mismatch shows up on the first day of class.
## Who works in the room
People
- Scheduling office lead
Owns the term timetable, approves every assignment and re-walk, and files the close-out
- Department chairs
Confirm instructor changes for their department and answer questions about section needs
- Facilities coordinator
Reports building closures and room equipment and confirms what each room can hold
Agents
- AdaSection scheduler
Walks sections in id order under the policy, proposes a room and instructor for each, and keeps seats remaining and teaching loads current
Airtable[Notion](https://kylon.io/integrations/notion)Google Calendar
- RyanSheet checker
Checks the coordinator's draft assignment sheet against the approved records and lists every correction
Google DriveAirtable
- FinFaculty correspondence
Drafts replies to instructors and chairs naming the sections that changed, for a person to send
[Gmail](https://kylon.io/integrations/gmail) [Slack](https://kylon.io/integrations/slack)
One Kylon room holds the whole term. Ada is the default agent, so a question about a section, a room or a load reaches it without a mention. The draft sheet is Ryan's work in the thread, and Fin takes anything that needs a reply to faculty. When Ada finishes a re-walk, it mentions Fin with the changed sections and the instructor's email thread, and Fin drafts the reply there.
## How the term is built and rebuilt
Each stage re-walks a defined set of sections in one ascending id order across all departments, under the full policy. Assignments already on the books are not exempt.
```mermaid
flowchart TD
walk["Ada walks sections in id order and
proposes a room and instructor"]
approve["Scheduling lead approves before
records and calendar change"]
sheet["Ryan checks the coordinator's
draft sheet line by line"]
leave([A leave notice arrives
from the department])
rewalk["Ada re-walks every section in the
department, not only theirs"]
chair["Department chair confirms,
scheduling lead approves"]
reply["Fin drafts one reply naming
the sections reassigned"]
enroll["Ada writes new enrollment and
retries unscheduled sections"]
closure([Facilities reports a
building closure])
rooms["Ada finds each section another
room, keeping its instructor"]
equipment["Ada re-walks every section
at the corrected timeslot"]
noroom([Unscheduled, and the
load goes back])
changes["Scheduling lead approves
the changed records"]
close["Ada counts each department's
sections from current records"]
file["Scheduling lead files
the close-out records"]
walk --> approve --> sheet
sheet --> leave & enroll
leave --> rewalk --> chair --> reply
enroll --> closure --> rooms --> equipment
rooms -->|nowhere to go| noroom
reply & equipment --> changes
changes --> close --> file
class walk,sheet,rewalk,reply,enroll,rooms,equipment,close agent
class approve,chair,changes,file person
class leave,closure,noroom event
classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712
classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712
classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42
```
| Stage | What happens | Who acts | Who decides |
| --- | --- | --- | --- |
| Initial schedule | Each active section gets a room and an instructor, seats and loads are computed, and scheduled sections are booked | Ada, from Airtable and the Notion roster | The scheduling lead approves before records and calendar change |
| Draft sheet review | The coordinator's sheet is checked line by line against the approved records | Ryan | The scheduling lead decides which corrections go to the sheet |
| Instructor leave | The instructor is marked on leave and every section in the department is re-walked, not only the ones the instructor held | Ada, then Fin for the reply | The chair confirms and the scheduling lead approves |
| Enrollment true-up | New enrollment is written, seats remaining recomputed, and unscheduled sections tried again | Ada | The scheduling lead approves the changed records |
| Building closure | Sections in the closed rooms look for another eligible room and keep their instructor | Ada | Facilities confirms the closure and the scheduling lead approves |
| Equipment correction | The corrected sections and every section at the same timeslot are re-walked | Ada | The scheduling lead approves |
| Close-out | Scheduled and unscheduled counts and enrollment per department come from current records | Ada | The scheduling lead files the close-out records |
Stages of one term's section scheduling. Section ids, rooms and counts in this example are illustrative.
## When the term shifts under the timetable
A leave notice usually arrives as an email from the department. Ada marks the instructor on leave in Notion, then re-walks every Computer Science section in id order, because a section held by someone else may now be the better home for an instructor with load to spare. The thread lists each section that changed and each instructor whose load moved, and Fin drafts a single reply to the departing instructor naming the sections reassigned.
A building closure works differently. The rooms are gone but the instructors are not, so each affected section searches the remaining rooms and keeps its instructor if it finds one. A section with nowhere to go becomes unscheduled, and the instructor who held it gets that load back in Notion. That last step is the one most often missed when the change is made by hand.
## What the checks catch
- An out-of-scope section edited during a re-walk, though the policy leaves it untouched
- A re-walk run department by department, which hands a room to a later section ahead of an earlier id
- Seats remaining left at the old figure on a section whose enrollment changed but whose room did not
- An instructor whose load still counts a section that became unscheduled after the closure
## What stays with people
- Approving every assignment and re-walk before Airtable, Notion or the calendar changes
- Deciding with the chair when no qualified instructor has load left
- Sending replies to instructors and chairs, which Fin drafts
- Filing the department close-out records
## Integrations in this workflow
Kylon is not a student information system or a timetabling engine, and it replaces neither. It reads and writes the base, the roster and the calendar the office already keeps, and the coordination between them happens in the room.
- Airtable
- [Gmail](https://kylon.io/integrations/gmail)
- Google Calendar
- Google Drive
- [Notion](https://kylon.io/integrations/notion)
- [Slack](https://kylon.io/integrations/slack)
- **Airtable** holds each section's room, instructor, status, enrollment and seats remaining, plus the close-out records
- **Notion** keeps the instructor roster with qualifications, leave status and current load
- **Google Calendar** carries one event per scheduled section, created after the scheduling lead approves
- **Google Drive** stores the scheduling policy, the room table and the coordinator's draft sheet
- **Gmail** is where instructors and chairs write in, and where Fin's replies wait for a person to send them
- **Slack** is where facilities posts closures and equipment fixes
## Where to start
Take one term and one department. Connect the Airtable base and the Notion roster through grants their owners approve for this room, and make one rule explicit in the room guidelines: every re-walk runs in a single id order across departments under the full policy, and the scheduling lead approves the result before any record changes.
> “A re-walk is only fair if it runs the same way every time, in the same order, under the same rules.”
## Set it up with your agent
Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.
Set-up prompt
Set up our course section scheduling desk in this Room. Take it one step at a time and wait for my OK before you move on.
1. Connect Airtable, Gmail, Google Calendar, Google Drive, Notion and Slack. Tell me which ones still need connecting.
2. Ask me who works this desk: the scheduling office lead, the department chairs and the facilities coordinator. Help me invite them to this Room.
3. Build a Fall Sections App with Section, Room, Instructor and Status columns, one record per section. Fill it from the active sections in our Airtable base.
4. Walk each section in order under our policy. For every one, propose a room with enough seats and the right equipment, free at the section's timeslot, and an instructor qualified for the course with teaching load remaining. Show me any section that cannot be placed and explain why.
5. Check the coordinator's draft assignment sheet in Google Drive line by line against the approved records in Airtable. List every correction and show them to the scheduling office lead to decide which ones go back to the sheet.
6. Hold every Gmail draft and every write to Airtable, Notion and Google Calendar until the scheduling office lead approves each assignment or re-walk. Have the relevant chair confirm any instructor change for their department before that approval.
7. Write into this Room's guideline that every re-walk runs in a single order across all departments under our full policy, and record who approves each stage before any record changes.
8. After one clean term, offer to turn the enrollment true-up into an Automation.
Before you start, ask me for our rules one at a time.
[Get started](https://app.kylon.io/sign-up)
Your first company harness. Where humans and agents run your business together.
[Get started](https://app.kylon.io/sign-up)
## More Use Cases
[View all](https://kylon.io/use-cases)
[
### Paper Review Assignment: Two Qualified Reviewers on Every Submission, Within Load
A program committee desk assigns two reviewers per submission under topic, conflict and load rules, books the track discussions and keeps the slate correct through declines, withdrawals and late conflicts. Agents propose and the program chairs approve.
Education & researchApprovals & reviewsScheduling & dispatch
](https://kylon.io/use-cases/paper-review-assignment)[
### Program Admissions: Waitlist Offers Made in Order, Cohort by Cohort
Applications are cleared of withdrawals and duplicates, scored from transcripts and test reports and seated by cohort in one Kylon room. When offers lapse, seats grow or students defer, the waitlist moves in order and the admissions director approves each offer.
Education & researchApprovals & reviews
](https://kylon.io/use-cases/admissions-waitlist)