Guided visit requests using software agents
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Abstract
Guided visits at the Unidad Académica de Sistemas Arrecifales are part of its scientific outreach and institutional engagement activities. Before the improvement, request intake relied mainly on emails, messages, and manual availability checks, which generated variable response times, risk of omissions, and difficulty in tracking the status of each request. The objective was to design, implement, and validate a software agent-based architecture to support the intake, validation, notification, and follow-up of guided visit requests. These agents operate as rule-based automation components, without using artificial intelligence models or replacing the coordinator’s human decision-making.
The methodology included reviewing the manual process, identifying operational rules, designing a modular architecture, and programming specialized components to query the calendar, validate forms, register requests, send notifications, support scheduling, and issue confirmations. As a result, requests were centralized and associated with a follow-up status. In the manual process, first-response times ranged from 2 h 4 minutes to 28 days 2 h 50 min, with an average of 8.9 days; in the documented automated case, confirmation occurred within 42 minutes. It was concluded that the architecture was suitable for a service with structured inputs, clear rules, and traceability needs. As a limitation, the final scheduling decision continued to depend on logistical and academic conditions.
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