Answer routine questions from your own documents. A member assistant with sources and a route to a person.
Family fees, training after the holidays, trial sessions and resignations: many questions repeat every week. The answer may already be in your rules or schedule. We build an assistant that can find approved information and pass personal or uncertain cases to the right volunteer.
A small question can still interrupt an evening
Parents ask about trial sessions, new members need payment information, and everyone wants the next training times. Questions reach private phones and the wrong committee members.
The information is scattered across the website, notices and old newsletters. We select the sources, mark the current versions and test questions with missing or conflicting answers. AI can still make mistakes, so source checks and a working handover matter.
What changes for member enquiries
Today
Messages in several channels
Questions reach personal inboxes and committee phones.
The same explanation again
Fees, times and notice periods are typed repeatedly.
Waiting for a volunteer
Members wait until someone has time to look it up.
With a shared workflow
A clear first contact
Website or email enquiries use approved information.
Answers with a source
Members can check the relevant rule or timetable.
A person for the individual case
Resignations, complaints and exceptions reach a responsible person.
What the assistant can do
Find approved information
The assistant searches rules, fee schedules and activity times and shows the source and validity. Without reliable information it should ask for clarification or hand over.
Pass enquiries on
A complaint, resignation or out-of-scope question goes to the right person with the necessary context. Receipt of a message is not automatic acceptance of a membership change.
Use reviewed document updates
A responsible person uploads the new version, checks example answers and approves it. Older versions are removed from the active source set.
Test the questions you actually receive
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01
Collect questions and sources
We identify frequent enquiries and the approved documents that answer them.
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02
Define the limits
We agree what the assistant may answer and what must go to a human, including personal financial matters.
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03
Build and test the handover
We test real questions, contradictions and missing sources before connecting the agreed channels. Hosting, retention and operation are agreed explicitly.
Connect only the information the assistant needs
A registration connection can show public course availability. Questions about an individual member’s balance should go to the treasurer or an appropriately authenticated service.
Personal membership records stay outside the public assistant. We test access boundaries and agree which conversations are logged and when they are deleted.
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Questions about the member assistant
What happens when it cannot find an answer?
We configure and test a handover when sources are missing or the question is outside scope. AI may still be wrong; important information should be checked against the cited source.
Which documents do we need?
Usually approved rules, fee information, schedules and a contact list. We choose the permitted sources together and exclude unnecessary personal information.
Where are data and messages kept?
Before implementation, we agree the storage location, access roles, retention and permitted provider use. This includes checking the contractual terms on using your data for model training. Hosting alone does not settle every data protection requirement.
What affects the price?
The number and condition of sources, channels and integrations affect scope. The first call is free. We agree setup and optional running costs before work.
Which questions reach your inbox every week?
Bring a few anonymised examples. We can assess whether better information on the website or an assistant would help more.