How Universities are Using AI Chatbots and Why You Should Too

5 min
Eduard Grigalashvili
Technical Writer
Alice Raynich
EdTech Digitalisation Expert

We already discussed AI-powered chatbots and their multiple applications in our previous article on chatbots vs conversational AI. This time, we would like to focus on their use cases in one specific industry—education.

Chatbot tools have long been used by higher education organizations worldwide, as they enhance the student experience, facilitate the enrollment process, offer data-driven insights to professors, and help university staff members automate administrative tasks. They revolutionize the industry, simplifying institutions’ daily routines.

As a company that provides education software development services, AnyforSoft is excited about the invaluable advantages chatbot software brings to the industry. In this article, we would like to discuss them in more detail. You are about to learn how AI chatbots in universities benefit the education sector and how higher education institutions are using them to maximize operational efficiency (real examples included).

Without further ado, let’s get started!

The multiple benefits of higher education chatbots

AI-powered chatbots use artificial intelligence, machine learning, and natural language processing to understand the intent behind user queries and provide human-like responses. They can understand human language (as far as technology does this) and learn from conversations. Unlike rule-based solutions (that is, software without artificial intelligence), AI chatbots can respond to any question, regardless of how it is phrased. Naturally, the development of such tools is expensive and time-consuming, but higher education institutions invest in them nonetheless.


Because university chatbots offer a myriad of benefits:

  • Enhanced student experience and engagement. Chatbots in higher education provide round-the-clock support for students who require assistance or have questions, taking the workload off staff members. That’s especially beneficial for freshmen, as they typically face challenges when transitioning to university life. From day one, they have numerous questions, such as What is my course schedule?; Where can I find the dean’s office?; How do I access my training materials?; and so on. An intelligent chatbot can easily answer these and many other questions, helping students get on track quicker.
  • Simplified student enrollment. Large higher education institutions receive thousands of applications a year. Harvard, for one, got over 56,000 applications for the class of 2027 last year, of which only 1966 were admitted. An AI chatbot solution can walk students through the enrollment process and even collect and process their admission documents, providing a huge help to higher ed organizations (find out more in our article on machine learning in education).
  • Data collection and data-driven insights. AI chatbots in universities can collect data from student interactions and provide data-driven insights to university staff based on the collected data. This way, a university can, for example, discover the pain points of prospective students and alleviate roadblocks during the enrollment process. It can also find out the most frequently asked questions and create an FAQ section on the website. The opportunities here are endless.
  • Centralized access to information. Sometimes students have a hard time finding the necessary information on the university’s website. There are two ways an organization can tackle the issue: design an intranet homepage where all the resources will be centralized or develop a university chatbot that would provide access to information on request. The significant benefit of the latter is that students won’t have to manually search for information—they can simply ask the chatbot and get what they want immediately.
  • Cost-effective support. One of the biggest advantages of chatbots for universities is that they can handle the vast majority of routine and repetitive tasks, freeing up human resources for more important work. Instead of hiring someone and paying them to manage administrative work, a university can rely on an artificially intelligent chatbot, saving its resources.
  • Lead generation. An intelligent chatbot quickly connects with website visitors and captures important contact information or other data from prospective students. It also helps colleges and universities deliver instant information to the prospects by pointing them in the right direction, especially if they’re considering specific degree options.
  • Reduction of mistakes and clerical errors. Chatbots rely on the training data and provide information based on that data. Their responses are less likely to be affected by human mistakes or basic administrative errors.

Examples of universities using chatbots

Now that we’ve discussed the advantages of an AI chatbot for higher education, let’s take a look at some universities that use AI tools in their daily routines.

Georgia State University

Georgia State University is a perfect example of how a chatbot in higher education can significantly improve many processes within an organization. The university developed a chatbot and named it Pounce. Pounce is a highly intelligent conversational bot, capable of multiple things. The chatbot provides round-the-clock answers to questions about admissions requirements, deadlines, financial aid, campus life, and so on through the university website and text message. It can also schedule campus tours and connect students with admissions counselors.

University of Wisconsin-Madison

Another good example of the smart implementation of a chatbot for higher education is the University of Wisconsin-Madison. The organization’s bot Ask Bucky helps prospective students navigate the admissions process, answering questions about application materials, deadlines, financial aid, and campus life. It can be accessed anytime through the university website and via Facebook Messenger.

California State University, Northridge

California State University, Northridge has an intelligent chatbot named CSUNny that guides admitted students through the enrollment process. More specifically, it reminds them of deadlines and provides information about academic advising, housing, financial aid, and so on. The bot can be accessed via the university website and Facebook Messenger.

Leeds Beckett University

Leeds Beckett University’s bot Becky answers questions about courses, entry requirements, fees, scholarships, and accommodation via Facebook Messenger. It's available during office hours and has helped increase the number of inquiries from prospective students.


As you’ve learned from the article, chatbots in universities have been an immense help to many organizations worldwide. By leveraging the chatbot technology, universities can enhance student experience and engagement, simplify the enrollment process, collect data and receive data-driven insights, centralize access to information, provide cost-effective support, and quickly connect with prospective students. Considering all the benefits, we can expect more higher ed institutions to rely on such tools in the future (learn more about the future of education technology).

And what about you? Have you already adopted AI technology or are still considering it?

If you want to gain a competitive edge, we would advise you to invest in an AI solution as soon as possible. With over 12 years of development experience, AnyforSoft can help you design a sophisticated chatbot for your university that will simplify your working routine. Being a customer-oriented company, we will ensure that the end product fits your product vision as well as your needs and requirements. Contact us today and tell us about your project.

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