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Calbright demonstrates staff portal with automated workflows, FedEx device tracking and AI helpdesk

Calbright College Board of Trustees · January 15, 2026

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Summary

Calbright's chief product officer demonstrated a staff portal that shows student risk scores, counselor dashboards, automated grace‑period calculations and FedEx device‑tracking integration; presenters said the portal has reduced turnaround times and will add more AI and program tags.

Calbright’s product and operations teams on Jan. 14 demonstrated a new staff portal designed to support the college’s competency‑based student model and to reduce manual administrative work.

Chief Product Officer Vivek Vyas said the portal consolidates student records, displays counselor caseloads and risk scores, tracks enrollment history, integrates FedEx device tracking for issued devices, and automates workflows such as grace‑period calculations and duplicate‑device checks. Vyas told trustees that automation has shortened previously manual processes by days and improved device service‑level agreements for students.

Vyas described role‑based permissions to protect privacy, a dynamic journey map that mirrors the student portal, and an AI‑powered staff chatbot fed from curated Calbright knowledge bases (staff can escalate unanswered items to a support case). He also said the engineering team has written more than 30,000 lines of code to support the new infrastructure and that additional features (activity stream, program tags, veteran or housing handling workflows, and prerequisite automation) are planned or in development.

Trustees asked how grace periods are requested and approved, whether the portal is staff‑ or student‑facing, and how counselor caseloads will be measured. Vyas clarified the portal is staff‑facing; students request grace periods and staff approve them using automated calculations. Trustees emphasized the continuing need for human judgment in intervention and urged staff to continue monitoring caseload metrics as the system scales.

Next steps: staff will continue rolling out enhancements and report back on operational metrics such as device SLAs, basic‑needs appointment rates, and time saved through automation.