AI Assistants for Small and Medium-Sized Businesses

Website chatbots and knowledge assistants powered by your own approved business content.

Falgoon helps SMEs create AI assistants that answer visitor, customer, parent, client or staff questions using trusted web pages, documents, FAQs, policies and service information.

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AI Assistants That Understand Your Business

Many businesses receive repeated questions that are already answered somewhere in their website, documents, policies or internal guidance.

Falgoon's AI assistants make that information easier to access. Instead of expecting visitors or staff to search through several pages or files, the assistant can answer in plain language using your approved content.

The aim is not to replace your team. The aim is to reduce repeated questions, improve response speed, capture useful enquiries and give your staff more time for work that needs human judgement.

  • Source-based answers: Use approved web pages, documents, FAQs and policies.
  • Website ready: Add the assistant to your website with an embed script.
  • Conversation visibility: Review questions, unanswered topics and user feedback.
  • Human handover: Guide visitors to staff when a question needs human support.
AI Assistants for SMEs

Common Problems AI Assistants Can Help Solve

Repeated enquiries and hard-to-find information can slow down your team and frustrate visitors.

Repeated Questions

Staff spend time answering the same questions about services, prices, availability, appointments or policies.

Scattered Information

Useful knowledge is spread across web pages, PDFs, spreadsheets, email templates and internal documents.

Slow Response Times

Visitors may leave your website or contact competitors if they cannot quickly find the information they need.

Missed Enquiries

Interested visitors may not complete a form if they cannot get quick answers before making contact.

Poor Insight

Managers may not know what people are asking, what content is missing or which questions need better answers.

AI Control Concerns

Businesses want the benefits of AI, but need clear boundaries, approved content and human oversight.

How the AI Assistant Works

Teach it, shape it, publish it and improve it over time.

1. Teach It

Add the information the assistant should use, such as web pages, PDFs, FAQs, policies, service guides, price lists and internal guidance.

2. Shape It

Define the assistant's name, greeting, role, tone, answer style, topics to avoid, usage limits and handover rules.

3. Publish It

Add the assistant to your website with a small embed script so visitors can ask questions directly from your public website.

4. Improve It

Review conversations, unanswered questions and user feedback, then improve your content and knowledge base over time.

AI Assistant Portal Features

A practical portal for managing chatbot content, settings, conversations and analytics.

Knowledge Bases

Upload documents, add web pages and manage the approved information the assistant can use.

Chatbot Settings

Control the assistant's greeting, behaviour, tone, reply style, boundaries and website display settings.

Testing Tools

Test questions before publishing and check whether the assistant is responding appropriately.

Conversation History

Review conversations to understand visitor needs and identify content gaps.

Analytics

Monitor activity, common topics, unanswered questions, handovers, feedback and usage trends.

Users and Permissions

Give appropriate access to administrators and team members who need to manage the assistant.

How Businesses Can Use AI Assistants

Different organisations can use AI assistants for customer-facing and internal knowledge support.

Website Enquiry Assistant

Answer visitor questions about services, prices, opening hours, locations, policies, contact options and next steps.

Customer Support Assistant

Reduce repeated support enquiries by answering common questions from approved FAQs and support documents.

Document Knowledge Assistant

Allow staff or customers to ask questions across policies, manuals, guides and documents instead of searching folders manually.

Internal Staff Assistant

Help employees find information about procedures, forms, policies, training materials and internal guidance.

Lead Capture Assistant

Collect enquiry details when visitors show interest and guide them to a form, booking link or contact process.

Sector-Specific Assistant

Create assistants tailored for early years, training providers, professional firms, property businesses or other service sectors.

Example: AI Website Chatbot for Early Years Providers

For nurseries and early years providers, an AI assistant can help answer common parent questions using approved public information.

The assistant can help with questions about fees, availability, funded childcare, opening hours, nursery visits, policies, meals, sickness guidance, settling-in arrangements, Ofsted information and general nursery information.

It can also help capture enquiries and show what prospective parents are asking about on the website.

Try the Early Years Demo Early Years Solutions

Early Years Demo Includes

  • AI website chatbot example
  • Nursery website management demo
  • One-click role demonstration for Platform Admin
  • Guardian / Parent role demonstration
  • Tutor / Staff role demonstration
  • AI Assistant portal documentation
View Portal Documentation

Business Benefits

AI assistants can improve communication, reduce repeated work and reveal useful customer insights.

Answer Questions Faster

Visitors can get helpful information quickly, including outside normal office hours.

Reduce Repeated Admin

Your team spends less time responding to the same routine questions.

Use Approved Content

Responses are based on your documents, web pages, FAQs and approved business information.

Understand Questions

Conversation analytics can show what people ask, what content is missing and where improvements are needed.

Capture Enquiries

Guide interested visitors to enquiry forms, booking links, contact options or handover workflows.

Improve Over Time

Use unanswered questions and feedback to improve your website, FAQs and knowledge base.

Designed with Control, Safety and Human Oversight

The assistant should support your organisation, not replace professional judgement.

Your team remains in control of what the assistant knows, what content it uses, how it behaves, what it should avoid, who can manage it and when human support is required.

The Assistant Should Not

  • Make legal, financial, medical or safeguarding decisions
  • Confirm final admissions, availability or eligibility decisions
  • Approve applications or personal account changes
  • Handle sensitive matters without appropriate escalation
  • Replace direct communication where staff judgement is needed

When a question needs staff input, the assistant can guide the user to contact your team or request human handover.

Suitable Industries

AI assistants can be adapted for different SMEs and service-led organisations.

Early Years Providers

Answer parent questions, explain nursery information, capture enquiries and support website visitors.

Professional Service Firms

Answer general service questions, guide visitors to the right service and capture consultation enquiries.

Training Providers

Answer questions about courses, schedules, delivery methods, prerequisites and enrolment.

Commercial Cleaning

Answer service questions and guide prospects to the right contract cleaning enquiry route.

Property Management

Support general enquiries about services, landlord support, maintenance processes and property management.

Other SMEs

Any business with repeated questions, useful documents and a need for better communication may benefit.

Flexible AI Assistant Options

Start with a focused website chatbot or build a wider knowledge assistant platform.

AI Website Chatbot Starter

For businesses that want a practical website assistant trained on public content and FAQs.

  • Website chatbot setup
  • Basic knowledge base
  • Standard greeting and tone
  • Website embed
  • Basic testing
  • Handover guidance
Discuss Starter Option

Business Knowledge Assistant

For businesses that want answers from documents, policies, service guides and internal knowledge.

  • Multiple knowledge sources
  • Document upload
  • Custom assistant behaviour
  • Conversation review
  • Analytics and feedback
  • Staff training and support
Discuss Knowledge Assistant

Multi-Tenant AI Assistant Portal

For organisations needing separate assistants, users, content and settings across locations or clients.

  • Tenant setup
  • Role-based access
  • Multiple knowledge bases
  • Tenant-specific settings
  • Dashboard and analytics
  • Portal training
Discuss Multi-Tenant Setup

Try an AI Assistant Demo

Falgoon provides demo environments so you can see how the AI Assistant and portal can work in practice.

For early years providers, the demo website includes an AI assistant example and role demonstrations for Platform Admin, Guardian / Parents and Tutor / Staff.

Demo Links

Request a Demo Call

Technology Behind the Solution

The technical setup can be adapted around your business needs, data sources and website platform.
Python
FastAPI
Large Language Models
RAG
Vector Databases
SQL Databases
Website Embed Scripts
Analytics Dashboards

Frequently Asked Questions

What is an AI assistant?

An AI assistant is a chatbot or digital assistant that can answer questions in natural language using approved business content.

Is this different from a normal chatbot?

Yes. A normal chatbot may use fixed buttons or scripted answers. Falgoon AI assistants can answer from your own documents and web pages.

Can it be added to our website?

Yes. The assistant can be embedded on your website so visitors can ask questions directly.

What information can it use?

It can use approved sources such as website pages, PDFs, Word documents, spreadsheets, FAQs, policies and service guides.

Will the assistant make things up?

The assistant should be configured to answer from approved sources. If information is not available, it should say so or direct the visitor to your team.

Can we try it before committing?

Falgoon may offer a free trial to selected organisations so they can test the AI Assistant before deciding whether to continue.

Request an AI Assistant Demo

Tell us what you would like the assistant to answer from. We will contact you to discuss a suitable setup or trial.

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