One school inbox. Every email to the right person.
Ravenclerk reads every message that lands in your main office inbox and forwards it to the right member of staff, from attendance and finance to the SENCo. Safeguarding concerns are checked first and go straight to your DSL.
Runs on your school's own Microsoft 365. UK-hosted. Built by someone who has worked in school IT.
The school office inbox never stops
Absence notes, trip questions, payment queries, admissions enquiries, supplier invoices and messages for the head all arrive in one place. Someone in the office has to read every one, work out who it is for and pass it on, usually while the phone is ringing and there is a queue at reception.
Most of those emails are routine. A few are not. A worried parent or a concern about a child can sit unread between a uniform question and a dinner money reminder.
- Staff spend time reading and forwarding emails rather than helping the people in front of them.
- Messages get sent to the wrong person, or to nobody, when the office is busy or someone is off.
- Safeguarding concerns can be buried among routine emails and reach the DSL later than they should.
- There is no clear record of who an email was passed to, or when.
- Generic AI tools are not built for school data protection or safeguarding duties.
Three steps, and your office keeps control
Ravenclerk connects to the inbox you already use. Parents and suppliers keep emailing the same address, and nothing changes for them.
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Connect your Microsoft 365
Your IT lead approves Ravenclerk in Entra ID with the permissions it needs to read and forward mail from your chosen shared mailbox, and nothing more. Mail stays in your tenant.
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Safeguarding check, then routing
Every new email is checked for safeguarding signals first. If none are found, Ravenclerk works out what the email is about and matches it against your school's routing rules.
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Delivered to the right person
The email is forwarded to the right member of staff or team. Anything the AI is not confident about goes to a review queue for the office to decide, and every decision is logged.
Safeguarding is checked before anything else
Keeping children safe comes before convenience. Ravenclerk is designed so that a possible concern is never treated like a routine email.
- Checked first, every timeEach email is screened for safeguarding signals, such as disclosures, welfare worries or risk of harm, before normal routing runs.
- Straight to your DSL and deputyFlagged emails go directly to your Designated Safeguarding Lead and deputy DSL with a priority alert.
- No auto-replies, no summaries in shared placesRavenclerk never auto-replies to a flagged email and never posts its content into shared inboxes, channels or queues.
- When unsure, it treats it as safeguardingIf the AI cannot rule out a concern, the email goes to the DSL. A false alarm is better than a missed concern.
What happens to every email
Private by design, ready for your DPO
School email contains personal data about children and families. Ravenclerk is built around UK GDPR from the start, not bolted on afterwards.
Your own Microsoft 365
Ravenclerk works against your school's Microsoft 365 tenant through Microsoft Graph. Your mail stays in your tenant, under your existing controls.
UK-hosted
The Ravenclerk service is hosted in the UK, so the data it processes stays in the UK.
No retention or training by the AI provider
We use AI services on terms where your emails are not retained by the provider or used to train models.
Minimal data, short retention
Ravenclerk only processes what it needs to route an email, and keeps working data for a short, defined period.
Full audit log
Every routing decision is recorded: when an email arrived, where it went and why. Useful for your own oversight and for subject access requests.
DPIA and DPA pack
We provide a ready-made Data Protection Impact Assessment template and Data Processing Agreement for your Data Protection Officer to review.
Everything the office needs, nothing it does not
Routing rules you control
Set who gets attendance, SEN, finance, admissions, trips and messages for the head's PA in a simple dashboard. Change them any time.
Human review queue
When the AI is not confident, the email waits for a person in the office to decide. No guessing.
Priority safeguarding alerts
Flagged emails reach your DSL and deputy DSL straight away, marked as high priority.
Audit log
Search the history of every routing decision, with the reason it was made.
Sign in with Microsoft
Staff use their existing school Microsoft accounts. No new passwords to manage.
Cover for absence
Point a route to a colleague when someone is off, so nothing waits in an empty inbox.
Works with shared mailboxes
Connect the office mailbox you already have. Parents keep using the same address.
Built for school IT
Designed by someone who has run Microsoft 365, Intune and Entra ID in a secondary school, so it fits how school IT works.
For schools of every size
Primary schools
A small office team handling everything. Ravenclerk takes the sorting off their plate, so absence notes, club questions and payments reach the right person without anyone forwarding them.
Secondary schools
Large volumes across heads of year, attendance, exams, SEN and finance. Clear rules and a review queue keep busy inboxes moving and accountable.
Multi-academy trusts
Consistent safeguarding and data protection across every school in the trust, with routing rules each school can tailor to its own staff.
Join the pilot programme
We are working with a small number of UK schools to shape Ravenclerk. Pilot schools get:
- Hands-on help connecting your Microsoft 365 and setting up routing rules
- The DPIA and DPA pack for your DPO
- A direct line to the person building the product
- A say in what we build next
Pricing is agreed with each pilot school. Get in touch to talk it through.
Questions schools ask
Do parents need to do anything differently?
No. Parents, suppliers and partners keep emailing your usual office address. Ravenclerk works behind the scenes on that mailbox.
Does it reply to parents?
Ravenclerk is built to route emails to the right person, not to hold conversations. It never auto-replies to anything flagged as a possible safeguarding concern.
What happens if the AI gets it wrong?
If it is not confident, the email goes to a human review queue rather than being guessed. Every decision is logged so you can see what happened and adjust your rules. For safeguarding, it errs on the side of caution and sends anything uncertain to the DSL.
Does it replace our safeguarding procedures?
No. Ravenclerk helps concerns reach your DSL quickly, but your school's safeguarding policy, staff training and reporting procedures stay exactly as they are. Staff should continue to report concerns in the usual way.
Where is our data stored?
Your mail stays in your own Microsoft 365 tenant. The Ravenclerk service is UK-hosted, keeps only the minimum it needs for a short period, and uses AI services that do not retain or train on your data. See our privacy page for more.
Do we need Microsoft 365?
Yes, for now. Ravenclerk connects through Microsoft Graph. If your school uses Google Workspace, let us know, as it is on our list to explore.
What will our IT team need to do?
An administrator approves the Ravenclerk app in Entra ID and chooses which mailbox it can access. We walk you through it and explain exactly what each permission is for.
Is Ravenclerk only for schools?
Schools are our first focus. Ravenclerk will offer AI tools for other sectors in future, built with the same care for privacy.
See Ravenclerk with your own office in mind
Tell us a little about your school and we will arrange a short call to show how Ravenclerk works and answer your questions about safeguarding and data protection.
Prefer email? hello@ravenclerk.com
Thank you, we've got it
Your request has been noted. We will be in touch soon to arrange a time.