"Just ask." That's the simplicity AI chatbots are bringing to school websites. No more scrolling through pages or sifting through menus, no more waiting on hold, texting, or writing an email.

From a parent needing to know the bus route to a prospective student curious about your science program, sometimes finding the right answer still feels like too many clicks away.

Now, instead of endlessly searching, visitors can simply ask their questions and get immediate, accurate responses—that's the power of AI chatbots. They're changing how schools communicate, providing instant answers while keeping your school's public information safe and secure.

Think of it as having a friendly, knowledgeable staff member available 24/7, ready to assist anyone who visits your site.

AI tools are changing how users engage with school websites, but how do these digital assistants actually work? It’s not magic, after all, so let's pull back the "curtAIn" and explore the inner workings of AI chatbots for schools.

What exactly is an AI chatbot?

Essentially, an AI chatbot is a computer program designed to simulate conversation with humans. It's not a set of pre-written responses; it uses artificial intelligence to understand the nuances of human language and provide detailed feedback and helpful, relevant replies. It’s an AI assistant that can answer questions to provide information in real time, and even guide users through specific tasks.

The term "AI chatbot" covers a wide range of tech, but some modern chatbots, especially AI chat for schools, are powered by sophisticated language models, similar to the large language models (LLMs) that drive tools like ChatGPT. These LLMs are trained on TONS of text data (terabytes of public sources like websites, online books, research papers, etc.), allowing them to understand context, recognize patterns in language, and generate human-like text.

However, it's important to know how a school chatbot isn't like ChatGPT.

While ChatGPT is designed for open-ended conversation on a wide range of topics (from ice cream to the Effiel Tower and everything in between), an AI chatbot for school websites, like Ask AI, is focused on a specific domain–your school. It's trained on your school's public data, so it's an expert on your policies, programs, and procedures. That’s what makes it more efficient and accurate for answering school-related questions.

So, while the underlying tech might share similarities with LLMs, a school chatbot is customized to your school and designed to be a reliable source of information for your community, not for general purposes.

How does a chatbot understand my questions?

AI chatbots use natural language processing (NLP), a branch of artificial intelligence that helps computers understand, interpret, and generate human language – it's what allows them to "read" and "understand" what you type or say.

When you ask a question, the chatbot uses NLP to break down your sentence into individual parts. It identifies the keywords (the most important words), figures out the subject of your question, and analyzes the grammatical structure. I’ve always thought of it as knowing SO much information that if you say, “Knock, knock,” it knows to answer with, “Who’s there?”

This process allows the chatbot to understand the meaning behind your question rather than just seeing a string of words. For example, if you ask, "What time does the school library close on Fridays?" the NLP will identify "library," "close," “time,” and "Fridays" as key concepts, understanding that you're looking for library closing hours on a specific day.

Where does the chatbot get its answers?

Chatbots pull information from a knowledge base, which acts as a central storage area for information about your school. It's where all the answers live. Some chatbots require uploading individual documents and questions and answers, but Ask AI starts with just a single domain—your school's website, making setup quick and effortless. From there, you can add additional documents and pages and control which content it does or doesn't reference.

You can also integrate the chatbot with existing databases, such as your school's event calendar, so it can pull information dynamically, ensuring it's always up-to-date. In the previous example, if the library hours were to change, updating the information in your database would automatically update the information the chatbot provides.

The knowledge base might also include school policies, contact information for staff, details about academic programs, and much more. You control what information goes into the knowledge base, making sure the chatbot has access to accurate and up-to-date details and that only appropriate, public information is shared.

How does the chatbot choose the “right” answer?

After understanding your question, the chatbot searches its knowledge base for relevant information. It uses algorithms to find the best match between your question and the available answers. Then, the chatbot presents the most appropriate response to you.

What happens if the chatbot doesn't know the answer?

Even the best chatbots for schools might encounter questions they can't answer, but it doesn’t leave users hanging. In these cases, the chatbot can be programmed to do several things, like direct the user to a specific page on your website and provide contact information for your school office.

You can even collect unanswered questions for review by your staff, and that feedback will help you identify gaps in your knowledge base and improve the chatbot's performance over time.

Can I customize the chatbot?

Yes! Although, not all chatbots allow you to customize their appearance. If you’re looking for a chatbot with more control over its branding, with Ask AI, you can adjust the colors, logo, and even its name. You can also modify the chatbot's tone of voice, making it sound friendly, formal, or somewhere in between.

But is a chatbot secure?

Data security is a reasonable concern when introducing any new type of technology, especially AI. Reputable providers understand this and prioritize data security at every level. Here's what you should look for:  

• Data Encryption: Look for chatbot providers that use strong encryption methods, both when data is being transmitted (when a user asks a question) and when it's stored. This ensures that even if someone were to intercept the data, it would be unreadable without the decryption key.
   
• Compliance with Regulations: Schools must comply with various data privacy regulations, such as FERPA (Family Educational Rights and Privacy Act) in the United States and GDPR (General Data Protection Regulation) in Europe. Make sure that the chatbot provider you choose is compliant with all applicable regulations and has appropriate safeguards in place to protect student and family data.
   
• Data Storage and Access: Understand where the chatbot provider stores your data. Is it on their servers, or are they using a third-party cloud provider? Who has access to this data? What security measures do they have in place to prevent unauthorized access?
   
• Research the vendor: Vibe check! Just as you would thoroughly vet any other vendor, it's important to do your due diligence. Check their reputation, read reviews, and ask for references.

So, how is a chatbot different from a search bar?

An advanced search requires users to know the right keywords before sending users to a webpage—and then they'll still have to search that page for answers. A chatbot, on the other hand, allows users to ask questions in natural language to provide more targeted answers. It's like having a conversation with a knowledgeable staff member.

What are the benefits of using an AI chatbot for my school?

The best AI chatbot for schools offers a lot of benefits, including instant answers to common questions and an improved user experience for families looking for more information. There's more:

• Instant Answers: Chatbots make searching quick and easy, like a parent quickly finding the school bus schedule or a student checking the date of the next school dance without searching or calling.
   
• Effortless Navigation: Instead of clicking through multiple pages, users can ask the chatbot, "How do I apply?" and be instantly directed to the right place.
   
• Staff Efficiency: Chatbots free up staff time by handling repetitive questions so they can focus on more important tasks like student support.
   
• 24/7 Access: Need information at midnight? No problem. Chatbots are available anytime, anywhere—all without coffee breaks.
   
• Multilingual Support: Break down language barriers and make your school even more welcoming to diverse families with a multilingual chatbot.
   
• Consistent Information: Ensure everyone gets the same accurate answers, which can reduce any confusion.
   
• Data-Driven Insights: Track the questions people ask to identify areas for improvement on your website and in your communication strategies.

Key Takeaway

Schools constantly strive to improve communication with parents, students, and the wider community, but managing the influx of questions, from simple inquiries to complex requests, can be overwhelming. AI chatbots provide instant, accurate answers to common questions, freeing up valuable time that can be better spent elsewhere. For schools seeking to streamline communication, improve engagement, and empower their staff, chatbots are a powerful and increasingly essential tool.

ABOUT THE AUTHOR

Connor has spent the last decade within the field of marketing and communications, working with independent schools and colleges throughout New England. At Finalsite, Connor plans and executes marketing strategies and digital content across the web. A former photojournalist, he has a passion for digital media, storytelling, coffee, and creating content that connects.