Free OpenClaw Skill for After-School Programs: Enrollment and Family Coordinator Agent (Download)

What this skill does for your after-school programs

• Drafts the tour follow-up cadence (48 hours, 7 days, 21 days) with sibling discount math pre-filled based on the family's enrolled headcount in Procare or Sawyer.
• Compiles the weekly attendance roll-up for ASES California or 21st CCLC federal compliance, flagging students under the 80% attendance threshold before the audit window closes.
• Routes new family inquiries through intake, Mathnasium/Kumon/Sylvan competitive objections, and the trial-week conversion path.
• Sends weekly parent updates with the child's project photos, snack menu, and pickup-time changes, pulled from Jovial or your daily attendance log.
• Tracks the waitlist and rolls families up automatically as spots open mid-semester, with first-priority offered to siblings of current students.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: after-school-enrollment-coordinator
description: Enrollment follow-up, sibling discount routing, weekly parent updates, and ASES California / 21st CCLC federal grant compliance for after-school programs. Integrates with Procare, Sawyer, Jovial, brightwheel.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/after-school-programs
---

# OpenClaw Skill: After-School Enrollment and Family Coordinator

## Overview

This skill turns the OpenClaw agent into the enrollment coordinator and family
communications operator for an after-school program. It owns the 60 to 120
daily parent messages so the director can spend the day on curriculum, staff,
and the families that need a real conversation.

Designed for license-exempt and licensed after-school programs running 40 to
300 enrolled students per site. Works with Procare, Sawyer, Jovial,
brightwheel, Childcare Manager, and EZCare. Single-site and small multi-site
operators both supported.

## What this skill does

1. Tour follow-up cadence (48h, 7d, 21d) with sibling discount math
2. Weekly parent updates with photos, snack menu, pickup changes
3. ASES California 80% attendance threshold tracking and audit prep
4. 21st CCLC federal grant reporting with disaggregated data
5. Waitlist rollover when current families withdraw or graduate
6. Competitive objection routing (Mathnasium, Kumon, Sylvan)

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 16 * * 5"          # Fridays 4pm
    action: weekly_parent_update_compile

  - type: heartbeat
    schedule: "0 7 * * 1"           # Mondays 7am
    action: compile_attendance_roster

  - type: heartbeat
    schedule: "0 9 1 * *"           # 1st of each month
    action: ases_compliance_audit

  - type: on_event
    event: roster.tour_logged
    action: enter_tour_followup_cadence

  - type: on_event
    event: roster.family_withdrew
    action: trigger_waitlist_rollover

  - type: on_event
    event: roster.attendance_logged
    action: update_compliance_memory
```

## Workflow: tour follow-up cadence

When a tour is logged in Procare or Sawyer, the agent:

1. Reads the family's stated objection (cost, transportation, sibling fit, competitive comparison)
2. Tags the family as: ready, cost-hesitant, comparing-mathnasium, sibling-of-existing, distance-issue
3. Drafts message 1 at 48 hours (warm thank-you, one specific detail from the tour, link to enroll)
4. Drafts message 2 at day 7 (sibling discount math if applicable, or director-voice on programming differentiation)
5. Drafts message 3 at day 21 (last-chance enrollment with specific seats remaining)
6. After day 21 with no response, moves the family to the 60-day reactivation queue with the new-semester promo

All messages route through the director for approval by default.

## Workflow: weekly parent updates

Every Friday at 4pm the agent:

1. Pulls the week's attendance, project photos, and snack menu from Jovial or your daily log
2. Drafts a per-family personalized update referencing the child's project from the week
3. Surfaces 3 to 5 families that need a real call from the director (attendance drop, behavior incident, billing question, custody change)
4. Schedules the rest for autonomous send Friday at 5pm

Most programs see open rates jump from 30% on broadcast emails to 70%+ on per-family personalized updates. The skill makes the personalization scalable.

## Workflow: ASES California 80% attendance compliance

ASES California requires students average 80% attendance for the program to draw full per-student reimbursement. Slipping below 80% reduces the grant draw and can trigger an audit corrective action.

The skill:

1. Runs a daily roll-up of attendance against the 80% threshold per student
2. Flags students at risk 30 days before the audit window closes
3. Drafts the family outreach to surface the attendance issue (transportation, illness, scheduling conflict)
4. Exports the audit-ready attendance roll-up in the format the California Department of Education expects
5. Logs the corrective-action plan if the site needs to respond to an audit finding

## Workflow: 21st CCLC federal grant reporting

21st Century Community Learning Centers grants require disaggregated reporting on:

- Free and reduced lunch eligibility (FRPL status)
- English learner status (EL designation)
- Special education status (IEP / 504)
- Race and ethnicity per OMB categories
- Targeted population participation rates

The skill maintains a memory of each enrolled student's disaggregation tags and exports the federal report data in the format your state education agency expects (most use APR or APR-like templates).

## Workflow: waitlist rollover

When a family withdraws or a student graduates out, the agent:

1. Reads the waitlist ordered by date + sibling priority
2. Identifies the next family at the top
3. Drafts the offer letter with start date, deposit amount, sibling discount math if applicable
4. Routes to the director for approval and send

Most after-school programs lose 5-10% of enrollment per semester to scheduling changes. The skill recaptures that revenue inside the same week instead of leaving the seat empty until the director gets to it.

## Message templates

```yaml
templates:
  tour_followup_48h:
    body: |
      Hi {parent_first_name},

      Thanks for visiting us with {child_first_name} on {tour_date}. I loved
      hearing about {personalized_detail_from_tour} and wanted to share one more
      thought:

      {director_followup_thought}

      You can lock in {child_first_name}'s spot here: {enrollment_link}

      Reach me back any time. We move at whatever pace works for your family.

      {director_first_name}

  tour_followup_sibling_discount:
    subject: "Sibling discount for {child_first_name} at {program_name}"
    body: |
      Hi {parent_first_name},

      Following up from the tour: since {existing_sibling_first_name} is already
      enrolled, {child_first_name}'s tuition would be {sibling_discounted_rate}
      per month, not the standard {standard_rate}. That is a {sibling_discount_pct}
      sibling discount and it applies for as long as both children are enrolled.

      Want me to send the enrollment link with the discount pre-applied?

      {director_first_name}

  weekly_parent_update:
    subject: "{child_first_name}'s week at {program_name}"
    body: |
      Hi {parent_first_name},

      {child_first_name} had a great week. Highlights:

      - {project_or_activity_highlight}
      - {social_or_milestone_note}

      Next week:

      - {upcoming_activities}
      - Pickup: {pickup_time_note}

      Photos: {photo_link}

      {director_first_name}

  ases_attendance_outreach:
    body: |
      Hi {parent_first_name},

      Quick check-in on {child_first_name}'s attendance this month. We have
      seen {child_first_name} {missed_days_count} days in {window_label}, which
      puts attendance at {current_attendance_pct}.

      We want to make sure {child_first_name} keeps the spot and we keep the
      program funding healthy. Is there a transportation or scheduling thing we
      can help solve?

      {director_first_name}

  waitlist_rollover_offer:
    subject: "A spot just opened at {program_name} for {child_first_name}"
    body: |
      Hi {parent_first_name},

      Great news: a spot just opened for {child_first_name} at {program_name}.
      I can hold it for 48 hours.

      Start date: {start_date}
      Tuition: {tuition_amount} per month{sibling_note}
      Deposit to hold the spot: {deposit_amount}

      Reply yes and I will send the enrollment paperwork today.

      {director_first_name}
```

## Memory keys

```yaml
memory:
  - key: program.family_profile[{family_id}]
    description: Family roster, children, opt-in, sibling discount eligibility
    schema: { children: [child_id], opt_in_email: bool, opt_in_sms: bool, sibling_eligible: bool }

  - key: program.tour_followup_state[{family_id}]
    description: Current tour follow-up cadence stage
    values: [pending, day_2_sent, day_7_sent, day_21_sent, enrolled, lost, reactivation]

  - key: program.compliance_state[{student_id}]
    description: Per-student attendance against ASES / 21st CCLC thresholds
    schema: { attendance_pct: number, days_present: int, days_enrolled: int, frpl: bool, el: bool, iep: bool }

  - key: program.waitlist_queue
    description: Ordered waitlist with sibling priority weighting

  - key: program.daily_metrics
    description: Daily roll-up of attendance, incidents, tours, enrollments
```

## Required integrations

| Integration                | Purpose                                       | Read | Write    |
|----------------------------|-----------------------------------------------|------|----------|
| Procare                    | Roster, attendance, family contact            | yes  | optional |
| Sawyer                     | Class roster, enrollment, family contact      | yes  | optional |
| Jovial                     | Daily check-in, snack menu, project log       | yes  | no       |
| brightwheel                | Roster and parent comms                       | yes  | optional |
| Twilio (or similar)        | Outbound SMS                                  | no   | yes      |
| Email provider             | Outbound email (SendGrid, Postmark, etc)      | no   | yes      |
| OpenClaw Memory            | Cross-run state                               | yes  | yes      |
| OpenClaw Heartbeat         | Scheduled cadence and compliance triggers     | yes  | yes      |

Write-back to your roster system starts disabled. Most programs prefer to have
the director approve enrollment changes manually. Once you trust the agent,
flip write access on for low-risk fields (enrollment tags, parent-communication
log entries).

## Compliance notes

For ASES California: the skill exports attendance roll-ups in the format the
California Department of Education's ASES program expects. Audit prep is on
the program; the skill makes the data ready.

For 21st CCLC: federal program reporting requires disaggregated participation
data. The skill maintains the tagging memory and exports the data, but the
APR submission stays with your state coordinator.

For FERPA and COPPA: outbound parent communication uses identifiers and
non-clinical detail by default. The skill does not put a child's behavior
incident detail into a broadcast message. Custody-sensitive communication
always routes to the director.

## Configuration

```yaml
config:
  program_name: "Your Program Name"
  program_type: ases_california           # or "21st_cclc", "license_exempt", "licensed"
  director_first_name: "Maria"
  approval_mode: director_approves_all    # or "autonomous_after_2_weeks"
  sibling_discount:
    second_child_pct: 10
    third_child_pct: 20
    fourth_plus_pct: 25
  attendance_threshold_pct: 80
  competitive_objection_routing:
    - mathnasium
    - kumon
    - sylvan
  cadences:
    tour_followup: [48h, 7d, 21d, 60d_reactivation]
    weekly_parent_update: friday_4pm
    compliance_audit: monthly_first
  parent_update_channels:
    - email
    - sms_if_opted_in
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv after-school-programs.md ~/.claude/skills/after-school-enrollment-coordinator.md
# Edit the config block to match your site
```

Launch OpenClaw and the skill is live. Run `compile weekly parent updates` or
`run tour follow-up` to invoke it on demand, or wait for Heartbeat.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
roster system, ASES or 21st CCLC compliance flow, and your site's parent voice
on a fixed-price two-week clock, the door is at
https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded after-school-programs.md as ~/.claude/skills/after-school-enrollment-coordinator.md (or your project-level .claude/skills/ if you run multiple sites). OpenClaw picks up new skill files on next agent launch.

2. 2

   Connect Procare, Sawyer, or your roster system

   Edit the integrations block to point at your Procare, Sawyer, or Jovial export. Read-only is enough to start. The skill ships prompts that translate your daily attendance and roster into the agent's working memory for ASES California and 21st CCLC compliance reporting.

3. 3

   Launch in approval mode, validate two weeks, then flip to autonomous

   Start with the program director approving every parent-facing message for two weeks. The skill defaults route anything that touches a behavior incident, a billing dispute, or a state compliance form to a human. After validation, flip the standard tour follow-up and weekly parent update templates to autonomous.

Example conversation

Common questions

Related free skills