Using the virtual assistant

Overview

This document is a guide on using the virtual assistant, designed to assist learners during onboarding. It explains how to use the virtual assistant and offers best practices for effective communication. For an overview of the virtual assistant functionality, see: Virtual assistant: Overview.

Enabling the functionality

An administrator with the 'Manage Tenant Settings' permission can enable the Virtual Assistant functionality for your tenant. The functionality can be made available to all programmes, or to specific programmes. For more information, see: Enabling the Virtual Assistant.

Once enabled, the virtual assistant will only be made available once the learning plan becomes available, after onboarding and compliance paperwork is complete.

Getting started

Once logged in, navigate to the virtual assistant icon situated at the top right of your dashboard.

Click on the Virtual Assistant icon to open it.

If the Assistant is available, it will share an introduction. This introduction will be more detailed the first time a learner interacts with the assistant. The message includes some text to welcome the user along with some text on what standard the assistant can help with. In addition, a few topics that are covered in the standard are mentioned.

To initiate a conversation, simply type your question into the chat input field and hit enter or click the Send button.

The message you entered will be populated in the chat screen after 5 seconds. While a message is being processed, you cannot send another message. This is indicated by three pulsing dots.

The virtual assistant will respond to your question. You can ask any follow up questions or clarifications and continue this conversation.

Best practices

To get the most out of the virtual assistant, follow these pointers: 

• Be Specific: Ask direct questions for accurate responses.
• Provide Context: Include relevant details in your questions to help the virtual assistant better understand your request.
• Relevant Questions: Limit questions to those directly related to your apprenticeship standard.
• Avoid Personal Information: Refrain from sharing personal or sensitive information with the assistant.
• Moderation: Refrain from asking inappropriate questions. The assistant incorporates moderation features to filter out and respond appropriately to such queries.

For more information, see: Using the virtual assistant: Best practices.

Feedback

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