A world-class postgraduate university located in the UK partnered with Intelogy to develop a student onboarding chatbot using Microsoft 365 Copilot and Copilot Studio.

As a Microsoft Copilot Jumpstart partner, we were able to secure funding through the programme and reduce the overall cost for the university by US $5,000.

The university takes on over 1,000 new students each year who often have many questions and seek contact with the administrative team. This puts pressure on an already strained team, and therefore a solution was required to help save time, but also provide the best, most accurate, and easily obtainable information to new students.

In collaboration with the university, Intelogy selected Microsoft 365 Copilot and Copilot Studio as the solution. We delivered a chatbot designed to answer student queries using existing materials such as internal handbooks, FAQs, and the official website of the university. Where answers cannot be found, it routes students through to the support team of the university.

Discovery: We confirmed the requirements for the chatbot and reviewed the content to be used as reference information. We explored deployment options and addressed administrative considerations.

Design: We defined the behaviour of the chatbot, governance processes and licensing model. The rollout approach and training plans for staff were agreed for future management and delivered through detailed documentation.

Build: We developed the chatbot in a dedicated environment and conducted user acceptance testing (UAT) with university-assigned testers. The agreed licences were applied.

Launch: After thorough testing had taken place, we deployed the chatbot to a select pilot group for further validation testing prior to student deployment. A plan was constructed for the full rollout.