The client is a study-abroad consultancy in China with planners, growth coaches and academic coaches working on each student. We connected AI agents to three tools, Lark Docs, Lark Drive and Lark Base, to turn one student's service records into a searchable profile. From 2026-08-10, 18 source files plus 10 team notes for the first pilot student were indexed into 28 structured records. This is still a pilot and demo, in the co-design phase with the firm.
How it worked before
A student's service history sat in PDFs and Word files: assessment reports, notes from each growth-coaching session, academic mentor feedback and a three-year plan. There was no single record, so each hand-off between planner, growth coach and academic coach meant digging through folders to see what had been done and what came next.
What AI does now, and what people do
We used one student's records from close to a full school year as the pilot, structuring them first before asking whether the approach could scale.
- AI does: Reads each source file and writes a summary; builds a Lark Base index where every record holds file name, category, service stage, summary and intended use; pulls up the relevant files by stage for coaches.
- People do: The firm proposes and confirms programme design, SOP content and professional judgement. Anything involving educational approach, business decisions or staffing is confirmed by the firm; AI only structures and drafts.
Timeline
All dates come from project records.
- 2026-08-10The firm shared 18 source files for the first pilot student; the team built the index table
- 2026-08-17 to 08-21Cross-organisation file access resolved by switching to email-based sharing
- 2026-08-31Kick-off meeting defined four roles: planner, growth coach, academic coach, AI coach
- 2026-09-03Service period set as 2026-07-01 to 12-31, with the first stage review on 2026-09-30
- 2026-09-07 to 09-09Standard course plan completed
Current status and limits
This is a pilot and demo. There is one pilot student and 28 index records (18 source files plus 10 team notes, as of 2026-08-10). Whether the profile can be extended to more students, and how it fits into daily service, is still being co-designed; as of the records to 2026-09-10 there is no conclusion. No student assessment results or personal details appear here.
What we learned
Our first index held only file names and summaries, with no link to the full text: it looked structured, but coaches could not reach the original. We now link every record to its source file, and we set up cross-organisation file access before collecting documents rather than fixing permissions file by file afterwards.
Scope note: an anonymised case is a summary of project records with client names, people and amounts removed. This page draws on those records; client names, people and amounts are withheld. Dates and figures come from project records and some have not been confirmed in writing by the client. The delivery status is as labelled at the top; results vary with each business’s systems, data and involvement and are not a promise to other businesses.