AI Text Generation

The admissions system includes AI-powered text transformation capabilities, powered by OpenAI. These features help admissions staff improve the quality, tone, and clarity of written communications without leaving the application.

Where AI Text Generation Is Available

AI text features are available in the WYSIWYG editor used in:

• Email templates -- When composing or editing email template bodies.
• Rich text fields -- Any rich text editor that supports AI actions.

How to Use AI Text Improvements

1. Open an email template for editing (or any component with the WYSIWYG editor).
2. Select the text you want to improve.
3. The AI action menu appears near the selected text.
4. Choose an AI action:
   • Improve -- General improvement of clarity, grammar, and flow.
   • Professional tone -- Adjust the text to sound more professional and formal.
   • Friendly tone -- Make the text warmer and more approachable.
   • Simplify -- Reduce complexity and make the text easier to understand.
   • Expand -- Add more detail and elaboration to brief text.
   • Shorten -- Condense the text while keeping the key message.
5. The AI processes the text and presents the improved version.
6. Review the suggestion and accept or discard it.

TIP

AI suggestions are just that -- suggestions. Always review the output before accepting to ensure it matches your school's voice and accurately represents your message.

How It Works

• The selected text is sent to the OpenAI API for processing.
• A modern instruction-tuned AI model analyzes the text and generates an improved version.
• The original text is replaced only if you accept the suggestion.
• Your original text is preserved if you discard the suggestion.

Use Cases

Improving Email Templates

When drafting a welcome email or application confirmation, use AI to:

• Polish the language for a professional audience.
• Ensure grammar and spelling are correct.
• Adjust the tone to match your school's brand voice.

Refining Notification Messages

For custom notification templates:

• Simplify complex instructions for parents.
• Expand brief messages with helpful context.
• Ensure consistency across multiple templates.

Translating Tone

When adapting a template for different audiences:

• Use "Professional tone" for formal communications.
• Use "Friendly tone" for parent-facing messages.
• Use "Simplify" for messages that will be translated to multiple languages.

Privacy and Data Handling

WARNING

Text sent to the AI service is processed by OpenAI's API. Do not include sensitive personal data (student names, parent emails, financial details) in text submitted for AI processing. Use placeholder variables instead -- they are not resolved when text is sent to the AI.

• AI processing is configured at the Kinderpedia level — schools don't need to set anything up.
• Only the selected text passage is sent for processing, not the entire document.
• AI responses are not stored or logged beyond the current editing session.

If your Kinderpedia admin has not enabled AI features for your instance, the AI actions won't appear in the editor.

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