Copilot

About Client

The client is a non-profit organization based in Switzerland committed to promoting global peacebuilding and inclusive dialogue. They organize international events and conferences, and rely on digital engagement to keep participants informed and involved. Their mission is supported by a wide network of volunteers, partners, and attendees from across the world.

Copilot Business Challenge

Business Challenge

The client faced multiple challenges in efficiently handling event-related queries and registrations:

  • High volume of repetitive FAQs: Staff was frequently overwhelmed by routine queries regarding event details, registration processes, location, accommodation, and agenda.
  • Limited visibility into registration data: Data collected via Cognito Forms for event registrations was siloed and not readily accessible for real-time communication.
  • Fragmented user experience: Information about events managed through Eventleaf was not easily searchable by participants or visitors, resulting in multiple support tickets.
  • Lack of 24/7 interaction: Without an automated system, users had to wait for manual responses from the support team, impacting user satisfaction.


Astrea Approach

Astrea IT collaborated closely with the client’s operational and IT teams to design a customized AI-powered Copilot Chatbot using Microsoft Copilot Studio, tailored specifically for their event-driven model.

Key Deliverables Included:

  • AI Chatbot Agent:

    • Developed a conversational chatbot capable of answering frequently asked questions in real-time.
    • Integrated chatbot with the client’s event knowledge base, making it capable of providing instant information about current and upcoming events, venue details, accommodation options, and transportation.
  • Cognito Forms Integration:

    • Connected the chatbot to Cognito Forms using a secure middleware service to fetch real-time registration details (e.g., name, session, payment status) for verified users.
  • Eventleaf Integration:

    • Synced chatbot responses with Eventleaf event data to allow attendees to inquire about event-specific sessions, schedules, and speaker line-ups.
  • Multilingual Support (optional module):

    • Configured the bot to be extendable for multilingual capability to support international users in future phases.

Outcome

Astrea IT’s AI-driven solution delivered measurable improvements across the client’s operations:

  • Reduced Support Load by 60%: The chatbot successfully handled repetitive FAQ queries without human intervention.
  • Real-Time Registration Insights: Enabled organizers and registrants to instantly check event registration status and session details via chatbot.
  • Unified Experience: Centralized access to Cognito Forms and Eventleaf data through a single interface improved the attendee journey.
  • Scalable Solution: Built on Copilot Studio, the solution is scalable and easily extendable to other communication channels like Teams and email.
  • Improved Engagement: 24/7 availability of event information enhanced participant satisfaction and reduced follow-up inquiries.

Technology Stack

  • Microsoft Copilot Studio – For chatbot development and orchestration
  • Cognito Forms – For capturing and retrieving registration data
  • Eventleaf – For event management and session scheduling
  • Power Automate & Webhooks – For integration and real-time data sync
  • Azure (optional) – For hosting middleware APIs securely

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