District staff and families often had the same questions about how to use the student information system and navigate school district processes. But the district lacked a scalable, self-service option to support them.
As the volume of questions grew, it placed increasing pressure on human support teams, limited their responsiveness, and made it harder to provide consistent answers.
Fearless worked with the district to implement 2 tailored chatbot experiences.
The internal bot supported staff questions about the student information system using Microsoft Language Studio. The public-facing bot used OpenAI's model to respond to general questions using data pulled from the district’s website.
We used secure cloud workflows to keep both bots current. This allowed us to automate updates to their knowledge bases using GitHub Actions and SharePoint integration. Instead of requiring staff to manually revise content, the bots were refreshed based on structured source material, reducing overhead and ensuring accuracy.
We delivered training and user documentation. This training and documentation meant district staff could manage and maintain the bots independently. This gave them confidence in the tools and also helped ensure long-term sustainability.
We helped the district refine each bot’s performance over time. To do this, we enabled chat analytics using Azure Application Insights. This means staff can now see the exact questions users ask and where bots need tuning. This creates a feedback loop to guide future updates.
This project was an operationally grounded deployment, aligned with district systems and focused on solving real support needs. By integrating proven AI tools into everyday workflows, the district created a more efficient and responsive way to serve its community, without adding complexity or sacrificing control.