Types of artificial intelligence tools and systems and their functions

5. Artificial intelligence administrative tools

The term “administrative” refers to management and organisational tasks that are part of the daily work of educational stakeholders. These tools help automate and manage administrative tasks such as scheduling, record keeping, writing and sending messages, and organising documents. Their role is to support and facilitate administrative activities.

Technical characteristics of AI administrative tools:

Automation of routine tasks – modules for automatically performing administrative processes such as scheduling, sending notifications, or processing documents,
Data management – organising, storing, and searching large amounts of data in structured databases,
Integration with other systems – connecting with LMSs, CRMs, and other IT systems for synchronised information management,
Report generation and notifications – automatic creation of reports, alerts, and statistics based on data.

Examples of AI tools and systems:

• ChatGPT (OpenAI)
  • Functionality: ChatGPT is a generative natural language processing tool that can write, rearrange, and summarise text, answer questions, suggest document structures, and generate drafts of messages, announcements, or reports based on user input.
  • Relevance in education: In an administrative context, it can serve as a writing assistant, drafting emails to students, notices of deadlines and exams, meeting summaries, draft minutes, course descriptions, or brief instructions for using digital resources. A free version is available for basic use, while more advanced features require a subscription (as described earlier in this course).
  • Practical example: An instructor prepares an informational email to students about a change in consultation times, submission rules, and the date of a midterm. Instead of writing the text from scratch, he/she enters key information into ChatGPT as bullet points and requests a draft of a clear, polite message. The resulting draft is then adapted to the department’s communication style and supplemented with specific details (link to LMS, contact for questions), saving time while maintaining editorial and content control.
• Tactiq
  • Functionality: Tactiq is an AI tool that connects to video conferencing platforms (e.g., Google Meet, Zoom, Microsoft Teams) and automatically records, converts speech to text, and summarises online meetings. It allows users to generate summaries, lists of key points and action items, and export minutes in various formats.
  • Relevance for education: It can be used for department meetings, committee sessions, project meetings, or online consultations. Instead of manually taking minutes, teachers receive an automatic transcript and summary, making it easier to share information with colleagues and students who could not attend.
  • Practical example: During an online meeting of the teaching quality committee, Tactiq was activated and kept a transcript in the background. After the meeting, the tool generates a summary of the agreed activities and a list of task holders with deadlines. The chairperson uses this summary as the basis for the official minutes, significantly reducing the time needed for administrative processing of the meeting.
• AudioPen
  • Functionality: AudioPen is an artificial intelligence tool that converts voice notes into structured, edited text. The user speaks into the microphone, and the tool automatically transcribes (converts speech to text), summarises the content, and converts it into coherent text (e.g., summary, to-do list, draft message, or meeting notes).
  • Relevance for education: The tool can be particularly useful for teachers after consultations, meetings, or reviewing student work, as they can quickly record short voice notes, and AudioPen converts them into a text format that is easy to archive, share, or turn into official documentation (e.g., instructions to the student, reminders for syllabus changes).
  • Practical example: After a series of individual consultations, a teacher records several minutes of voice notes stating what needs to be checked in the LMS, which deadlines to extend, and which materials to add for students. AudioPen generates a structured to-do list and short text reminders, which the teacher then copies into their own task management system and calendar.
• Reclaim.ai
  
  • Functionality: Reclaim.ai is an AI-powered virtual assistant for calendars that automatically plans and optimises the schedule of tasks, meetings, and time for focused work. It connects to Google Calendar or Outlook, analyses commitments and suggests or automatically sets deadlines for tasks, habits (e.g., lesson preparation), and meetings based on the user's priorities and preferences.
  • Relevance for education: For teachers and researchers who perform multiple tasks (teaching, exams, consultations, research, and administrative duties), Reclaim.ai can help with work planning. This contributes to better time management and reduces overload.
  • Practical example: A teacher defines weekly tasks in Reclaim.ai: lesson preparation, grading, project documentation, and research work. The tool automatically finds free times in the calendar, allocates tasks, and adjusts the schedule when new meetings or unexpected obligations arise. This gives the teacher a visual representation of realistically distributed obligations and reduces the time spent manually rearranging the calendar.
• Otter.ai
  
  • Functionality: Otter.ai is an AI tool that automatically records, transcribes, and summarises conversations, lectures, and meetings. It can be used with video conferencing tools or as a standalone audio recorder, generating text, key points, and highlights from the conversation. 
  • Relevance for education: This tool makes it easier to take notes from meetings, workgroups, student projects, or research interviews. Students and teachers can search the transcript for keywords, extract relevant sections, and use them to create official notes. 
  • Practical example: During an online project team meeting, Otter.ai records and transcribes the entire conversation. After the meeting, team members quickly search the transcript for keywords (e.g., “deadline,” “budget,” “survey”) and extract relevant sections to prepare a written report and update the project plan.
• Trello + Butler AI
  
  • Functionality: Trello is a visual task and project management tool based on boards, lists, and cards, while Butler is a built-in automation module within Trello. Butler allows you to define rules, buttons, and commands that automatically perform actions such as moving cards, adding members, setting deadlines, or sending notifications based on preset logic. 
  • Relevance for education: The combination of Trello and Butler AI can serve as a simple system for managing administrative tasks related to starting duties (organising exams, monitoring submitted papers, project activities, and preparing accreditation documents). Automatic rules reduce manual work and the risk of tasks not being completed on time. 
  • Practical example: The teaching team uses a Trello board to coordinate all phases of the course (lesson planning, materials, exam assignments, evaluation). With Butler, they define a rule so that every card labelled "To publish to students" is automatically moved to the "Publish in LMS" list and assigned to the responsible person. Additionally, three days before the seminar submission deadline, Butler automatically adds a reminder to relevant cards and generates a task list to send to students.
• Descript
  
  • Functionality: Descript is an audio and video processing tool that uses artificial intelligence to automatically convert speech to text, edit, and generate content. Editing is done “like text editing” – changes made to the text record are automatically reflected in the audio or video. The tool also allows for AI-assisted summaries, adding subtitles, and easily creating educational videos. 
  • Relevance for education: Although primarily a multimedia tool, in an administrative context, it can facilitate the creation of educational and informative videos (instructions for students, video explanations of procedures, short clips for staff training), and the generation of transcripts and summaries that can be archived or shared as official materials. 
  • Practical example: Teachers record a short video explaining the procedure for registering for an exam and uploading papers to the LMS. In Descript, a transcript is automatically generated, several formulations are corrected directly in the text, and the video is edited at the same time. Then, with one click, subtitles are added, and the final version is exported, and the transcript is used as a textual instruction that can be published in an LMS (e.g., Moodle).
• Wisio (AI summary of YouTube videos and articles)
  • Functionality: Wisio is an artificial intelligence tool for scientific and academic writing. It provides suggestions, checks clarity and style, finds relevant scientific papers, generates citation suggestions, and translates text into scientific English. It also enables structured commenting on drafts and collaborative work by multiple authors. 
  • Relevance for education: The tool can facilitate administrative and academic writing tasks, such as preparing course descriptions, reports, project documentation, and scientific or professional papers. It is especially useful for researchers and advanced students writing final, diploma, or doctoral theses. 
  • Practical example: A teacher prepares a report on course performance and student evaluation results. The draft text is entered into Wisio, which is then asked for suggestions to clarify objectives and conclusions. The tool offers several alternative scientific-style formulations and highlights overly general sections. The teacher selects and adjusts the suggestions to ensure they align with institutional reporting standards.
• Eightify (AI summary of YouTube video)
  
  • Functionality: Eightify is an AI tool for summarising YouTube videos. It creates short, structured summaries of key ideas from a video, often with timestamps, allowing users to quickly access the most important content. 
  • Educational relevance: The tool helps teachers and students quickly assess the relevance of educational videos (lectures, webinars, tutorials) before investing time in watching the entire content. Administratively, it simplifies the preparation of brief summaries of video instructions or reports on recorded webinars and trainings. 
  • Practical example: A teacher receives a link to a two-hour webinar about new LMS capabilities. Instead of watching the entire video immediately, he/she uses Eightify to obtain a summary of key points and timestamps. Based on the summary, the teacher decides which parts are worth watching in detail and includes them in the educational content.
• Fireflies.ai (recording and analysis of online meetings)
  
  • Functionality: Fireflies.ai is an AI-based virtual meeting tool that automatically records, transcribes, summarises, and analyses online and hybrid meetings. It connects to various videoconferencing platforms and generates minutes, a list of tasks, and an overview of key topics at the end of the meeting. 
  • Relevance for education: The tool can be used in meetings of departments, working groups, projects, student teams, or governing bodies of the institution. This reduces the need for manual minute-taking, and the resulting transcripts and summaries can be archived or shared with stakeholders who could not attend.  
  • Practical example: During a regular online department meeting, Fireflies.ai is connected to the video conferencing platform and automatically records the conversation and converts it into text. After the meeting, the system generates a summary of the discussion and a list of agreed tasks, including deadlines if they were clearly stated. The resulting record serves as a draft of the official minutes, which the department’s educational office reviews, amends if necessary, and then distributes to department members.