School Chatbots Are Game-Changers for Parents & Pupils 🎓

Summary

This video demonstrates how AI chatbots can significantly reduce the volume of repetitive questions directed to school office staff. The presenter creates a custom chatbot using Fast Bots, which pulls information from a school's website and answers common inquiries from students and parents, such as enrollment processes and daily schedules. The chatbot is customizable to match the school's branding and helps deflect unnecessary queries, allowing staff to focus on more important tasks. The presenter also highlights its benefits for schools, colleges, and universities, encouraging institutions to adopt this technology.

Takeaways

• 🤖 AI chatbots can significantly reduce repetitive questions from parents and students to school office teams.
• 🎓 Chatbots are especially helpful for new students who may not be familiar with school logistics like schedules or after-school activities.
• 🌐 Traditional websites with numerous links can overwhelm users searching for specific information quickly.
• ⚙️ Fast Bots can create custom chatbots for schools, pulling information directly from the school’s website.
• 📈 AI chatbots use powerful web crawlers to index vast amounts of website data efficiently, making it easy to access relevant information.
• 💡 Schools can customize chatbot designs to align with their branding, such as colors and logos.
• ⏱️ Chatbots can answer user questions in seconds, reducing the workload for administrative teams.
• 📲 Chatbots can be shared with parents via a link or embedded on school websites for easy access.
• 🧠 Chatbots can be configured to avoid answering unrelated or inappropriate questions, keeping responses focused on school-related topics.
• 🎯 Implementing a chatbot can significantly deflect repetitive inquiries, allowing staff to focus on more critical tasks.

Q & A

What is the main purpose of using AI chatbots in educational institutions?

AI chatbots are used to reduce the amount of repetitive questions asked to the office team of schools, universities, and colleges, and to provide quick information to students, particularly new ones, who are unfamiliar with the institution.

How do AI chatbots assist new students joining a school?

AI chatbots help new students by providing quick answers to their questions about the school's layout, lesson schedules, after-school clubs, and other relevant information that is often difficult to find on a traditional website.

What is the process of creating an AI chatbot for a school as described in the video?

The process involves using a platform like Fast Bots, where you input the school's website link, and the system uses a crawler to scour the site and pull in all the information, which is then indexed in the chatbot's 'brain' for quick retrieval.

How does the AI chatbot quickly provide information to users?

The AI chatbot quickly provides information by referencing the indexed data from the school's website, allowing it to deliver accurate and immediate responses to user queries.

What customization options are available for the AI chatbot's interface?

The AI chatbot can be customized to match the school's branding, including changing colors and uploading the school's logo, to make the chatbot window visually consistent with the school's identity.

How does the chatbot handle questions that it cannot answer?

If the chatbot does not know the answer to a question, it is programmed to direct the user to contact the school office for further assistance.

What is the benefit of embedding the AI chatbot on a school's website?

Embedding the AI chatbot on a school's website allows for easy access to information directly from the site, reducing the number of calls and emails to the office team and providing a more efficient service to users.

How does the AI chatbot ensure it only answers school-related questions?

The AI chatbot is trained on the school's specific website content, and it is programmed to recognize and answer only questions related to the school. It deflects questions outside of its training scope by directing users to contact the school office.

What are some of the ways the AI chatbot can be shared or accessed by users?

The AI chatbot can be shared directly via a link, embedded on the school's website, or placed behind a username and password protected area for secure access.

How does the AI chatbot help in reducing the workload of the school's office team?

The AI chatbot helps reduce the workload by deflecting a large number of repetitive and straightforward questions, allowing the office team to focus on more complex or urgent matters.

What additional features does the AI chatbot offer for monitoring and improving its performance?

The AI chatbot offers features like chat history, the ability to download or email conversations, and a 'Tune AI' section where administrators can choose different language models and customize the bot's responses for better performance.

Outlines

00:00

🤖 How AI Chatbots Reduce Annoying Questions in Schools

In this video, the speaker introduces how AI chatbots can drastically cut down on the number of repetitive questions asked by parents and students to school offices. Parents typically call in with common queries, while new students need help navigating school life. Instead of relying on a cluttered school website, AI chatbots provide quick and easy access to information, benefiting both parents and students alike.

05:00

⚡ Fast Setup of AI Chatbots for Schools

The speaker demonstrates how to create an AI chatbot using Fast Bots, showcasing how easy it is to set up a chatbot for any school, college, or university by pulling data from the school’s website. They highlight that several renowned universities like Caltech are already using this service. The process involves inputting the school’s website link, allowing a crawler to gather all relevant information quickly, which the chatbot will then use to answer questions. This removes the need to manually sift through hundreds of website links.

10:01

🎨 Customizing the AI Chatbot’s Appearance

The video discusses how to personalize the chatbot’s visual appearance to match a school's branding, from adjusting colors to uploading the school logo. The speaker emphasizes how easy it is to align the chatbot's style with the school's theme. They explain that while the chatbot collects information from the website, users can start interacting with it and testing it immediately. The chatbot’s functionality continues to grow as more website content is indexed.

🎓 AI Chatbot Assisting with School Enrollment and Queries

Here, the speaker demonstrates the chatbot's practical usage by asking questions about the school's sixth form application process. The chatbot delivers relevant, detailed information, including necessary steps and links to helpful pages. They emphasize how this tool can handle numerous questions efficiently, significantly reducing the burden on administrative staff.

💼 Tracking Chatbot Conversations and Model Customization

The speaker showcases features such as chat history, AI language models, and conversation tracking, allowing schools to monitor chatbot interactions and adjust its responses. They discuss how the chatbot can be further customized with prompts, choosing between different models (e.g., GPT 40) to best suit the school's needs. This ensures that the chatbot handles school-related queries and redirects inappropriate or irrelevant questions.

🌐 Sharing and Embedding the Chatbot

The speaker explains how to share the chatbot via links or embed it on the school's website. This makes the chatbot accessible to parents and students, allowing them to ask common questions without overwhelming the school office. The video emphasizes that this tool helps filter out repetitive queries, ensuring office staff can focus on more important tasks.

📊 Real-Time Examples of AI Chatbot Queries

Real examples of chatbot conversations from another school are shown, including queries like teacher assignments, daily schedules, and after-school activities. The speaker explains how the chatbot efficiently handles these inquiries, reducing the number of phone calls to the school office. The video highlights how such tools have already proven their value by lightening the workload for busy administrative teams.

🚀 Get Your Own AI Chatbot Now!

The video concludes with a call to action, encouraging schools to explore Fast Bots for their own AI chatbot solution. The speaker reiterates how this technology can be a game-changer for schools, universities, and colleges by deflecting repetitive questions and improving administrative efficiency. Viewers are directed to the Fast Bots website for more information.

Keywords

💡AI Chatbots

AI chatbots are automated programs that interact with users through natural language processing, answering questions and providing information. In the video, AI chatbots are presented as a solution for reducing repetitive queries from parents and students in educational institutions by instantly providing accurate answers from school websites.

💡Educational Institutions

The video focuses on schools, universities, and colleges as examples of educational institutions where AI chatbots can be deployed. These institutions often receive many repetitive questions, and the use of chatbots helps reduce the workload on office staff by answering common inquiries quickly.

💡Website Crawler

A website crawler is a tool that systematically browses and indexes web pages. In the video, the AI chatbot uses a crawler to scan the entire school website, gathering relevant information from hundreds of links to provide precise answers to user queries.

💡Information Indexing

Information indexing refers to the process of organizing and storing data so that it can be quickly retrieved when needed. In the context of the video, the chatbot indexes all the data from the school’s website to ensure it can answer any relevant question accurately and quickly.

💡Customization

Customization refers to the ability to modify the chatbot’s appearance and responses to align with the branding and specific needs of the school. The video shows how the chatbot can be adjusted by changing colors, uploading logos, and even tailoring the chatbot’s responses to include specific prompts or contact details.

💡GPT-40

GPT-40 is an advanced language model used by the chatbot to generate intelligent, human-like responses. In the video, GPT-40 is highlighted as a preferred model for its accuracy and ability to quickly process and answer complex questions related to the school’s operations.

💡Parental Inquiries

Parental inquiries refer to the questions parents frequently ask schools about topics such as student absences, admission processes, or event schedules. The video emphasizes that AI chatbots can handle many of these repetitive inquiries, freeing up time for school staff.

💡Student Assistance

Student assistance involves helping new or existing students navigate school-related information, such as class schedules, extracurricular activities, and application processes. The chatbot in the video is designed to aid students by providing instant answers to their common questions.

💡Training the Chatbot

Training the chatbot involves feeding it data and instructions to improve its ability to respond accurately. In the video, this is done by allowing the chatbot to scan the school’s website and 'learn' from its content so that it can provide relevant information to users.

💡User Interface

The user interface (UI) is the visual part of the chatbot that users interact with. The video demonstrates how the UI can be customized to match the school’s branding, and how users can easily ask questions and receive responses within this interface, creating a seamless experience.

Highlights

AI chatbots can significantly reduce the number of repetitive and annoying questions asked to school office teams.

AI chatbots help new students, especially those joining a new school, by providing information quickly and easily.

Traditional school websites have too many links, making it difficult for users to find specific information quickly.

AI chatbots allow users to get information in seconds by pulling data from a school's website and making it easily accessible.

Fast Bots is a platform where schools can create custom AI chatbots to handle parent and student inquiries.

By inputting a website's URL, Fast Bots can crawl the site and gather all its information for chatbot training.

The chatbot can index thousands of links and information from a school website in just minutes, providing a highly efficient solution.

The chatbot can be customized to match the branding of the school, including color schemes and logos.

Chatbots can quickly answer detailed questions such as how to join the sixth form by pulling relevant information from the school's website.

Schools can monitor chatbot conversations and download or email chat logs to keep track of interactions.

Fast Bots allows users to choose from various language models, such as GPT-40 and Claude 3.5, to suit their needs.

The chatbot can be programmed to deflect irrelevant or inappropriate questions, ensuring it focuses only on school-related topics.

Chatbots can be embedded into websites and shared directly with parents or students via links for easy access.

Thousands of routine and repetitive questions can be handled by the chatbot, reducing the workload on school staff.

The chatbot provides a solution for common queries like school day schedules, teacher assignments, and after-school club information, improving the overall communication experience.

Transcripts

in this video I'm going to show you how

AI chat Bots can massively reduce the

amount of annoying questions that get

asked to the office team of schools

universities and colleges all those

constant calls that come in from parents

usually asking questions and also uh AI

chatbots really help uh students as well

particularly new students who are

joining a new school or college and they

don't know anything you know they don't

know where things are they don't know

who takes what lesson what after school

clubs there are anything and so the real

only source of information for these

things is the website well I've just

come to this website here this is just

for a a local school and you can see how

many links there are around here there

are tons and tons look at this parents

evening system there's a whole thing on

this pastoral care you just you know

can't find the answer to your question

very quickly with a traditional website

and so this is where AI chatbots come in

because you can quickly get the

information that you need in seconds and

so I'm going to create one for this

school right now and show you how

beneficial it can be so first of all I'm

going to be using fast Bots and you can

get yourself a free chatbot uh by going

to fast bot. aai there's a link

underneath this video and then you can

create a chatbot just like this but

trained on your particular school or

college or university and as you can see

we've already got uh some of the uh very

famous universities here using us

Caltech and the main universities more

coming on all over the world actually

and what we'll do is we'll just create

one here for pool grammar and I'm just

going to click let's go and then all we

need to do is just put in the main

website link just there and just click

Start and now what we're going to do is

we're going to get all of the

information from that website using this

very powerful crawler here you can see

it's going around it's already found 90

links 130 links here it goes and it will

just go and scour the entire site and

pull in all of that knowledge uh look at

all of this is like dramathon uh student

parents the school reporting in absence

all of that stuff is coming in and it's

going through it uh very very quickly

but just looking at this now 420 links

440 links how is anybody supposed to

find the thing that they really want to

know about the qu and get that question

answered with that vol volume of

information available to them so I'm

going to pause this video now wait till

this is finished oh it already has

finished it's finished already there we

go we've got 447 links so all I need to

do tick this box click add for training

and now all of that information is being

indexed in our chatbot brain as it were

and we can start asking questions and

create our own chatbot that is a total

Pro uh on the subject of this particular

school right right here uh so I'll just

refresh the page and you can see just

here we've got 57 of the uh 400 odd

links has already been dealt with we've

got another load coming and it will just

keep going down like this won't take

more than five minutes to completely

grab all of the text from those pages

and put it into the chat bot's brain and

then we've got our chatbot window just

here you can see we can customize this

to match the school's branding as well

so with this particular particular one

here you can see it's got this nice uh

green color so we can easily change all

of the colors upload like the logo of

the school and everything let's just say

that the uh the user chat message

background let's try and make that like

a similar kind of green there you go so

it's kind of this sort of green like

this and then you can do the same for

the start chat Circle there we'll make

that into a nice kind of dark green too

in fact we can use the dropper and just

pick the exact same one even quicker and

it just takes this little bit of time

here to get it looking the way that you

want click save and now we can use our

chatbot because we've got that

information in if we go to Links here

you'll see that we've got uh 3177 index

now so if I want to ask it a question

about anything to do with this let's go

and have a little look at something on

here uh reporting an absence okay

they've got a form here that you've got

to fill out joining the sixth form so I

want to ask the question how do I join

the sixth form so I can go to my chat

bot now and just test it out so uh how

do I join the sixth form there we go and

it will just reference that information

and just come back to us with a solid

answer and it does it so so quickly

there you go to join the six form at

pool grammar school prospective year 12

students should follow these steps and

off it goes attend an information

evening visit the school uh go through

eligibility and then submit the required

forms uh explore these courses there you

go and then for more detailed

information you can visit joining the

six form section and that will link

straight to the the exact page that they

need to get to so imagine having this on

the website down the bottom right hand

side uh ready for people to just ask all

these questions the amount of questions

that it will deflect from the team is

unbelievable and if we go to our chat

history here we can see that

conversation we can see the AI language

model that was used we're using GPT 40

mini and then we can take a little look

at the conversation in full we can even

download it or just have it

automatically emailed straight through

to the team so you can keep an eye on

what the chat bot is saying and then

over here we've got our tune AI section

so we can choose all these different

language models this one's probably the

best at the moment for the price and

then we've got GPT 40 which is the top

model and then uh Claude 3.5 sonnet as

well that's also a very good one so in

this section now what we can do if we've

chosen our our language model I'm

picking the best one for this example

gbt 40 and I'm going to put in this

additional prompt here just to kind of

customize it a little bit specifically

for that school and we can write a lot

more information there about how we want

the chat bot to react um and how we want

it to respond to things we can also say

that you know uh if you do not know the

answer to the question uh please ask the

user to contact the office at and then

we can just get the phone number so at

the top here we can see uh we've got the

email and telephone let's just put that

in there there we go telephone and then

the email and I'll just click save so

now what we can do is if we go to our

overview here and we can ask another

question let's take a look at this uh

School website here year seven

application process great let's ask

about that what is the year seven

application process on off it goes there

you go sure thing here's the scoop on

the year seven application process at

pool grammar school and then it's got

all the information you need all the

links to the exact correct pages and

then also if the anybody wants any

further assistance you can see now that

it's starting to use those details that

I've put in and it even wishes us good

luck with the application so it's a

friendly helpful chatbot and if I ask it

something like who is the president of

the USA it will say I'm afraid I don't

have the current information about the

president of the USA um for the most

accurate information then contact Paul

grammar school so basically what it's

going to do is not answer questions that

are not to do with the school so you

don't have to worry about people kind of

abusing the chat bot and asking all

kinds of stupid things or even even

getting the chatbot to do their Math's

homework um that won't happen because we

can stop all of that using this section

here and so now we have ourselves a

super useful bot where do we put it and

how do we put it in there well we can

share the bot directly like this so we

can just copy this link here and then

send it out to all parents for example

and they can have it on their phones and

then also we can uh embed it so that it

appears on the website a little bit like

it does here down the bottom right hand

side and then you can also put it into

the middle of a page as well if you want

to like perhaps behind um a username and

password protected area so there's loads

of different uses for these chat Bots

for schools but actually having one here

is just going to make such a big

difference and I think a lot of

universities and educational

institutions are starting to realize how

it can deflect a huge amount of uh

almost repetitive and pointless

questions coming from um you know the

same the same sources so just here um

I'm going to show you some chat history

uh from another chat bot that we've got

running just at the moment there and you

can see the an example of uh the chats

that can go on here there you go welcome

to Lett Minster School how can I help

today uh who are the teachers of kimid

house and there they all are what are

the teachers um for the year seven group

and then it has all the information

there as well so it's asking you know

answering all these really useful

questions from parents what time uh does

the day start and there you are 8:45 it

says 850 for registration given a link

for more information about the school

day and then after school clubs

questions coming in like that so a

really really useful tool and it won't

take long before there's thousands of

questions coming in that are now not um

you know having to be answered by people

on the telephone in the office who are

already very very busy so if you're

interested in getting a chatbot like

this for your school then go and check

out fastbot dat. AI the link is

underneath this video I think you're

going to find it an absolute game

changer for your school college or

university that's it for this video

thanks for watching

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