Guide · Documents
College chatbot knowledge base: which documents to upload, and how to keep them current.
An assistant that answers from your documents is only as good as the documents. Most wrong answers start with an out-of-date circular.
Documents to upload first
| Document | Answers questions about |
|---|---|
| Prospectus or admission brochure | Courses, eligibility, process, documents required |
| Fee structure | Fees by course and year, instalments, refunds as stated |
| Academic calendar and timetable | Term dates, holidays, class timings |
| Recent circulars and notices | Exams, deadlines, events, changes |
| Hostel and transport information | Availability, rules, contacts |
| Office contacts and hours | Who to reach for what |
Make the documents answerable
- Use the latest version only; retire the old one when a new one is issued.
- Put dates in full, including the year, so last year’s circular is not mistaken for this year’s.
- Prefer text-based PDFs or DOCX over photographs of pages where possible.
- Keep one fee figure per course in one document, not different figures in several.
- Add a short FAQ document for questions that are asked often but written nowhere.
Keep it current
- Name one person in the office who uploads every new circular the day it is issued.
- Review the questions the assistant could not answer each week.
- Write or update a document for each recurring gap.
- Before admissions open, test the ten most-asked questions against the new brochure.
See the principles of student enquiry management.
How CampusDesk does it
CampusDesk is a WhatsApp student-support assistant for colleges, universities and coaching institutes, running on the institution’s own official WhatsApp Business number. Students ask in English, Hindi or their own language, which is detected automatically. CampusDesk answers only from the brochures, fee structures, timetables and circulars the office uploads as PDF, DOCX or text, and every answer cites the document and page. When no passage covers the question, or the student asks for a person, the chat goes to the office queue in full, and staff can take over any conversation from the dashboard. A new circular is learned in minutes and the old version retired. The dashboard shows conversations by category, day and hour, and the questions the documents do not yet answer.
Questions
What documents should a college chatbot use?
The prospectus or admission brochure, fee structure, academic calendar and timetable, recent circulars, hostel and transport information and office contacts.
How do I stop a college chatbot giving outdated answers?
Upload each new circular the day it is issued, retire the old version, write full dates with the year and review unanswered questions weekly.
See it on your own data. CampusDesk — Every student question, from your own documents. Book a 30-minute working session with an engineer.