AI Chatbot for Hybrid Work

Project information

Overview

The CodeIT team has developed a chatbot incorporating artificial intelligence (AI). The smart assistant helps users manage their hybrid work environments automatically. We’ve developed the AI-enabled chatbot from scratch, providing a wide variety of services:

• Product discovery
• Architecture development
• Chatbot development and integration

Business Goals

The client wanted CodeIT to develop a convenient solution for automating daily operations. The goal was to release an innovative AI-driven solution capable of completing bothersome and time-consuming tasks in seconds.

Our Task

CodeIT specialists were tasked with augmenting the client’s on-site team to provide access to the industry expertise for developing an AI chatbot. As per the client’s request, two CodeIT specialists had to:

• Conduct product discovery
• Create the architecture and pick the right technologies
• Develop an AI chatbot
• Implement security measures

Product Discovery

CodeIT has allocated a business analyst (BA) to the client’s team. The expert has defined the chatbot’s functionality, user personas, technical requirements, and user stories. The discovery phase was conducted to develop the chatbot’s minimum viable product (MVP).

Logic and Architecture Creation

The CodeIT tech expert has joined the client’s team, developing the solution’s architecture. The key activities at this stage included:

• Research. The CodeIT expert has researched all the fine-tuned large language models (LLM) and prepared a report. Stakeholders have reviewed the report and approved the expert’s LLM selection.
• Tech stack selection. Python has been selected as the best programming language for developing the backend of the AI-driven chatbot. The front-end and integrations have been developed using JavaScript and PHP.
• Data flow design. We’ve defined what data access should have been granted to the chatbot. Our expert has created detailed data flow and data sequence diagrams. 
• Use cases development. The software engineer and business analyst dedicated to this project have defined the main AI chatbot use case scenarios. Each of them enables certain chatbot functionalities.

AI Chatbot Development

The CodeIT software engineer has implemented the AI-driven chatbot as a separate microservice. It can be easily integrated into third-party systems and scaled-up. The main activities of this stage included:

• Chatbot development. We’ve established a software development environment and created the AI chatbot. It can process requests, ask and clarify questions, and provide up-to-date information. Users can submit requests and answer in a free form.
• Use cases implementation. The CodeIT expert has implemented the functionality of the defined use case. The AI chatbot can automatically detect use cases during a user conversation.
• Platform integration. The AI chatbot is connected to the workspace booking platform using JavaScript. It can automatically fetch data about team members’ schedules and book office desks.
• Chatbot customization. The AI chatbot provides a personalized user experience. It enables users to change the tone of voice of the chatbot by adjusting the style and manner of delivering information.
• Security measures. The user data isn’t stored permanently because of using unique sessions. The AI chatbot automatically ends sessions if fraudulent or suspicious activity is detected.
• LLM integration. We’ve signed up for the OpenAI account, obtained an API key, and integrated the ChatGPT large language model (LLM) via the LangChain framework. 
• Technical documentation. Our specialist has developed the technical documentation to help other software engineers implement new technologies and create new use cases. 
• Infrastructure setup. Our team has analyzed the existing solution, discovered technical requirements, and configured a cloud server.

Chatbot Integration

The AI chatbot has been developed as a distinctive microservice. It enabled the opportunity for the client’s team to integrate the chatbot seamlessly into Slack and Microsoft Teams using API integrations. Also, the chatbot can be integrated with messengers from other third-party vendors.

Result

An AI chatbot for hybrid work management

CodeIT experts allocated to the client’s on-site team have helped create and release the MVP of the AI chatbot. It can be integrated into Slack, Microsoft Teams, and other messaging services.

The AI chatbot is fully integrated with the hybrid work management platform, enabling users to:

• Book workspaces in offices
• Check the schedules of colleagues
• Book a workspace in accordance with the colleagues’ schedules
• Check the schedules of colleagues and arrange your schedule
• Discover the presence of team members at an office on defined days

Our team keeps working on the project and developing new functionality. We’ve created the AI chatbot with scalability in mind, enabling the feasible opportunity to implement the following functionality in the future.

• Set and update schedules on the platform using the chatbot
• Provide access to additional data sources
• Enable the recommendation system to suggest the best-suited hybrid work and collaboration option for users
• Gather data and create detailed user analytics
• Office check-in / check-out

Project Details

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