Act inside the tools your teams already open.
Alerts, shared notes, next actions, and AI assistance — where the work already happens.
Turn Insights into Impact with AI-Powered Workflows
Built with ongoing partner input, connected workflows fit the daily work of advisors, faculty, student success leaders, and administrators. Institution-specific insight and AI assistance sit inside daily operations, so every team moves from insight to action in time and together.
What Makes Civitas Learning Workflows Unique?
Embedded Insights
Real-time, student-specific insights, alerts, and AI recommendations in the tools your teams already use.
AI-Powered Collaboration
AI assistants write notes, build student groups, and document interactions in seconds, all in one shared record.
Integrated Outreach
Nudges, personalized email, SMS, and appointment reminders. AI drafts the outreach and suggests next steps; the advisor decides.
Workflow Features that Power Better Student Outcomes
Real-Time Academic Alerts & Case Management
Flag at-risk students with models built for your institution, see alerts in context, and track resolution and follow-up in one place.
Collaborative Notes & Cross-Team Visibility
Capture advising notes with AI summarization, and share one student record across faculty, advisors, and support staff.
Integrated Communication Tools
Run targeted outreach and nudge campaigns, with email and text triggered by risk, status, or milestone.
Dynamic Student Lists
Create and share lists that stay current — students at risk of stopping out, near completion, or needing a registration nudge.
Proactive Planning & Scheduling
Students build degree roadmaps, pick schedules, and get structured guidance, all connected to the advisor.
Benefits for Every Campus Team
For Leaders
See team actions, case status, and student touchpoints. Measure workflow efficiency and student impact, and scale what works.
For Student-Facing Teams
Less manual work, more time with students. Act earlier with risk alerts, live updates, and automated outreach.
For Students
Timely support without having to ask for it, from the first alert to the booked appointment.
Why Civitas Learning Workflows?
Connected, Not Siloed
One effort across advising, faculty, and student services, with no duplicated outreach.
Actionable, Not Reactive
Proactive steps every day, for every student.
Scalable, Measurable Impact
Standardize and scale what works, and see it in outcomes and ROI.
From a request to a weekly outreach list, without building a filter.
The advisor asks: target low-GPA students weekly so they meet with me. The assistant builds the list from live data, shows who is on it, and offers two actions: save the students as a group for outreach now, or create a skill that rebuilds and acts on the list every week.
- 1You ask in plain language: target low-GPA students weekly so they meet with me.
- 2The assistant grounds it in real data first: 12,744 students with a GPA from 0 to 2.0.
- 3You see exactly who is on the list, with major and persistence, before anything is sent.
- 4You choose the action: save them as a group, or create a skill that repeats every week.
Every action is logged and attributed. The assistant proposes; your staff decide.
Civitas works under FERPA as a school official you designate, with a published data sharing agreement and platform specifications. Accessibility conformance reports are available on request. Security and privacy → Trust Center →
“We've always known that holistic advising is the right approach, but the Civitas Learning platform allows us to actually do that, to actually address the whole student and know what's happening with them in and out of the classroom.”Leslie Abarr-CuencaDirector of Student Success, Northwest Missouri State University
“With a streamlined experience and registration process, course scheduling during advising sessions is faster.”Juan Gilberto GarciaVice President for Enrollment Management, Texas A&M International University
Questions institutions ask about ai-powered workflows
Short answers, in the words a cabinet uses. For anything not here, ask us directly.
Where do advisors actually see this?
In the tools they already open. The daily list, student profile, shared note, and next action sit in the advising workflow, and the record is written back to your systems so nobody re-keys anything.
Will this add another system for our staff to learn?
It replaces the spreadsheet and the cross-office email thread instead of adding a system. Work happens on a shared record, so an advising alert, an aid hold, and a tutoring referral become one case with one owner.
Can we automate outreach without losing human judgment?
Yes — and keep a person in the loop. In the Student Success Impact Report, institutions that deployed AI without human involvement saw persistence fall 6.8 percentage points (observational analysis in the Student Success Impact Report; sample size not published). Staff set the audience, timing, and message; the workflow does the assembly.
How do we know what an automation did on our behalf?
Every action is logged, attributed, and reviewable. Your staff set the guardrails, and the audit trail belongs to the institution.
Do we need IT to build a workflow?
No. Teams describe the problem in plain language and the platform builds the automation. No scripting or technical setup is required.
Does this work for part-time, online, and commuting students?
Yes, and that is where the difference shows. Outreach is targeted and results are reported by population, so you can see whether an effort built for full-time residential students reaches anyone else.
Bring your questions. Leave with an estimate you can defend.
A 45-minute working session: we start from your public IPEDS figures, show what the platform found at institutions like yours, and size the outcome — before anyone touches your data.