Autonomous AI Timetable Watchdog & Substitution Engine

Sudden teacher absences due to illness, transport delays, or emergencies often leave classrooms unsupervised and create administrative stress for school administrators. YeneSchool's Autonomous AI Timetable Watchdog (AI_PROACTIVE_TIMETABLE_WATCHDOG, ai-timetable.service.ts) actively monitors staff check-ins in real time and automatically finds, negotiates, and confirms qualified substitutes without administrative panic.

1. How the Absence Watchdog Works

1. Absence Trigger:
   • Manual Request: A teacher marks sick leave or personal absence in their mobile portal.
   • Smart Hardware Trigger: A teacher has not tapped their RFID/NFC staff card or checked into the biometric terminal by the 08:00 AM morning bell.
2. Impact Analysis: The AI instantly pulls the absent teacher's daily schedule (e.g., Period 2: Grade 10A Physics, Period 4: Grade 11B Mathematics).
3. Multi-Factor Candidate Ranking:
   • Subject Competency: Teachers certified in the same department or related discipline.
   • Schedule Availability: Teachers who have a free prep period during that exact slot.
   • Workload Fairness: Prioritizes staff members who have taught fewer periods that week to prevent burnout.

2. Automated Telegram & App Negotiation

Rather than requiring the Director to manually phone multiple staff members, the AI conducts automated outreach via Telegram Bot and Push Notification:

┌────────────────────────────────────────────────────────────────────────┐
│ 🤖 YeneSchool Timetable Bot                                            │
│ "Hi Teacher Abebe! 👋 Teacher Almaz is on sudden medical leave today.  │
│ Would you be able to cover Grade 10A Physics during Period 2 (09:15)? │
│ You currently have a free period. Replying [Accept] adds 1 sub credit. │
│ [✅ Accept Substitution]      [❌ Decline]                             │
└────────────────────────────────────────────────────────────────────────┘

• Interactive Buttons: The candidate teacher taps Accept or Decline directly within Telegram or the mobile app.
• 5-Minute Expiry Window: If the first candidate does not respond within 5 minutes, the AI politely passes the opportunity to the next highest-ranked available teacher.
• Instant Timetable Update: Upon acceptance, the timetable grid updates automatically, notifying classroom monitors and the school director.

3. Director Oversight & Auto-Approval Controls

In Director Portal > School Settings > Timetable AI:

• Auto-Commit Mode (AI_TIMETABLE_AUTO_APPROVE = true): The AI finalizes the swap and sends confirmation alerts immediately once a qualified substitute accepts.
• Director Confirmation Mode (AI_TIMETABLE_AUTO_APPROVE = false): The AI collects the best willing substitute and presents a 1-click confirmation card on the Director's morning dashboard.

Next Steps in AI Intelligence

• Teacher Period Swaps & Substitution Guide — How teachers initiate and accept swap proposals
• Interactive AI Assistant & Copilot — Real-time chat assistant and prompt library
• Autonomous Background Autopilots — Risk detection and daily briefings
• AI Configuration & Model Settings — Setting up API keys and feature switches