The problem

A private school's secretariat answers the same 30 questions all day: fees, schedules, required documents, bus routes. Parents who write in the evening wait until the next day, and during enrollment season the phone never stops.

The solution, step by step

  1. Compile the knowledge base: fees, calendar, enrollment steps, transport, canteen — one clean document per topic, validated by the administration.
  2. Index these documents so the assistant can retrieve the right passage for each question (embeddings on the document base).
  3. Build the answering flow in n8n: the site's chat widget sends the question, the workflow retrieves the two most relevant passages and asks ChatGPT to answer using those passages only.
  4. Strict rule in the prompt: if the answer is not in the documents, say so and offer to connect with the secretariat — never invent a fee or a date.
  5. Embed the chat widget on the WordPress site, French and Arabic supported.
  6. Log every question weekly: unanswered ones reveal what to add to the knowledge base, and frequent ones improve the enrollment pages.

    7. Result and estimated gains

    • Around 70% of routine questions answered instantly, day and night.
    • The secretariat saves 2 to 3 hours daily during enrollment season.
    • Fewer lost enrollments: parents get answers the moment they are considering, including evenings and weekends.