How It Works
See how AI assistants work in practice across different parts of The Example Organisation. Each assistant is designed for a specific purpose, trained on relevant content, and operates within clear boundaries.
The basic concept
Content In
We provide the AI assistant with approved organisational content: policies, procedures, FAQs, training materials, and website information.
User Asks
A visitor, staff member, or learner asks a question in natural language through the chat interface.
AI Processes
The assistant searches its knowledge base, understands the context, and formulates a response based only on approved content.
Answer Out
The assistant provides a clear, accurate response in plain language, with signposting to human support when needed.
Different assistants, different purposes
Each assistant has its own knowledge base, boundaries, and purpose. They don't share information inappropriately, and they know when to direct people to human support.
Website Assistant
Published website content only
Public visitors, service users, partners
"What services do you offer in my area?"
Access internal information, make decisions, handle personal data
Employee Assistant
Internal policies, procedures, guidance documents
Staff across all sectors and departments
"What's the process for requesting annual leave?"
Approve requests, override managers, access personal records
HR Assistant
HR policies, employment law guidance, process documentation
Staff seeking HR information and process guidance
"How does the disciplinary process work?"
Make HR decisions, provide legal advice, investigate complaints
Learning Assistant
Training materials, learning resources, onboarding content
New starters, staff in training, continuous learners
"Can you explain safeguarding in simple terms?"
Assess performance, grade work, replace trainers
What happens behind the scenes
UK-Based Processing
All data is processed within the United Kingdom. No data leaves UK jurisdiction without explicit consent.
Real-Time Response
Questions are processed in real-time. No long waits, no queues, just immediate, accurate responses.
Constrained Knowledge
Assistants only know what we teach them. They can't access external information or make things up.
No Storage by Default
Conversations are not stored or recorded unless the user explicitly chooses to save them.
Anonymous Analytics
We track usage patterns and common questions to improve the service, but not who asked what.
Continuous Improvement
Knowledge bases are updated regularly to reflect policy changes and new information.
Safety and boundaries
They know what they don't know
If an assistant doesn't have the information to answer a question, it says so clearly rather than guessing.
They signpost appropriately
When a question requires human judgement or personal support, assistants direct users to the right people.
They don't make decisions
Assistants explain processes and policies but never make decisions on behalf of staff or the organisation.
They respect boundaries
Each assistant stays within its defined scope and doesn't try to answer questions outside its expertise.
Try it yourself
The best way to understand how these assistants work is to try them. Each assistant page has a working chat interface where you can ask questions and see real responses.
