Artificial Intelligence module
AI assistant for local authorities
The copilot for local authority staff.
Automate time-consuming tasks, streamline citizen relations and free up time for what matters.
Features
What are the features of the HelloSpot AI assistant?
- Instant access to knowledge
The town hall’s knowledge available through AI: regulations, procedures, events and all sorts of information.
- Smart assistance
Contextual help, personalized answers, ongoing training and document analysis.
- Smart handling of mail and e-mails
Automatic reading, creation and assignment of requests, summaries, prioritization and reply suggestions.
- Smart request management
Assisted writing, conversation summaries, tone analysis, classification, prioritization and duplicate detection.
- Optimized appointment management
Creation in natural language, anomaly detection and anticipation of peak visitor times.
Before / after
Time and efficiency gains across the whole local authority
Repetitive tasks automated, information flowing better, staff refocused on what matters: artificial intelligence becomes real operational support for local public services.
Before
- Too much mail and too many e-mails to sort and process.
- Too many unanswered questions.
- Appointments that are hard to manage.
With HelloSpot
- The AI assistant automatically analyzes, sorts and routes each letter to the right department.
- The AI answers from the HelloSpot knowledge base, your town hall’s internal documentation and government guides.
- The AI copilot automatically schedules and synchronizes time slots in calendars.
- The AI assistant creates and tracks complete procedures, from request to approval.
Day to day
How does the HelloSpot AI assistant transform the daily work of local government staff?
Designed for local authorities, town halls and administrative departments, the HelloSpot AI assistant is a complete task automation solution. Its goal: to simplify, streamline and modernize how public services operate.
It handles the management and processing of mail and e-mails, makes appointment booking easier and tracks residents’ procedures from a clear, intuitive interface designed for staff.
HelloSpot thus becomes a true smart assistant. It analyzes, classifies and processes information in real time, considerably reducing the workload of teams.
Mail and e-mails
Smart handling of mail and e-mails: time saved at every step
With HelloSpot, your AI assistant becomes staff’s key partner for automating mail and e-mail management. No more manual sorting or time-consuming drafting: everything is simplified, centralized and faster.
As soon as they arrive, the AI analyzes the content of letters and e-mails, identifies the reason and automatically routes them to the right department. Each request is summarized, ranked by priority and added to the processing queue. If the resident is not yet in the database, their record is created in an instant.
HelloSpot goes even further: it understands the context of conversations, remembers their history and automatically suggests a reply suited to the resident’s tone. Urgent requests are detected immediately, with tickets or priority alerts created.
Appointments and calendar
Appointment creation and calendar management, radically simplified
Because it works directly with the calendar, your AI assistant manages administrative appointments automatically. A simple command is enough to block a slot, change a time or schedule an appointment with a resident, without going through complex interfaces.
The AI detects anomalies in your calendar in real time (absences, double bookings, and more), avoiding any overlap or oversight. The result: a smooth, optimized organization, considerable time savings and better coordination between staff.
Administrative procedures
Smart creation, tracking and processing of administrative procedures
With HelloSpot, your AI assistant handles all administrative procedures, with or without an appointment. From the initial request to final approval, as for a building permit or a registration file, the AI automates every step of the process.
It automatically creates personalized journeys based on the type of request, handles thematic classification, assesses urgency and routes each request to the competent department. Every request is intelligently prioritized according to its context or the legal deadlines to be met.
The assistant generates automatic summaries of the exchanges for each file and helps staff write contextual replies suited to the resident’s profile and the history of exchanges. The result: public services that are more efficient, more responsive and better perceived by the public.
And also
The assistant at a glance
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Knowledge base
Need precise information on a regulation or a recent decision? Your AI assistant finds it instantly and gives you a clear answer.
Learn more: Knowledge base -
Mail and e-mail routing
Scanned letters are analyzed, summarized, sorted by priority and turned into requests, with a suggested reply when relevant.
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Request generation
Your assistant receives requests from every channel and automatically creates them in your management dashboard.
Learn more: Request generation -
Appointments and time blocking
The assistant schedules appointments and blocks the times when you are unavailable. Simple, fast, with no risk of double booking.
Learn more: Appointments and time blocking
HelloSpot in numbers
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10
years of experience
Since 2016, HelloSpot has become a key partner of public service organizations.
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700
customers
HelloSpot supports more than 700 public services across France.
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4,000
staff users
Our platform is used by more than 4,000 staff members across many local authorities, for efficient, centralized management.
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1M
procedures
HelloSpot has supported more than 1,000,000 administrative procedures, a sign of the trust and satisfaction of our customers and of the public.
Customer reviews
A real impact on your organization, every day
Take back control of requests between residents and your departments, for free
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Allaire Town Hall
We chose HelloSpot to reduce the number of phone calls. The software makes life easier for residents and has sharply cut the number of calls. We are very satisfied with both the software and the team’s responsiveness.
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Bouillargues Town Hall
With the sharp rise in ID document applications, our Excel spreadsheet was no longer enough for booking appointments. HelloSpot gives us better visibility over our organization and saves us a considerable amount of time.
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Craponne Town Hall
It saves time with online appointment booking and sending the list of required documents. The e-mail reminder the day before means very few missed appointments.
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Thann Town Hall
We are really satisfied with HelloSpot and we will not go back.
FAQ
Frequently asked questions
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What is an AI assistant for a town hall?
An AI assistant for a town hall is a conversational artificial intelligence tool that automates administrative tasks: handling mail, e-mails, appointments and procedures. It acts as a smart copilot for municipal staff, making communication with residents easier and optimizing processing time. -
How does the AI assistant handle mail and e-mails?
The AI assistant automatically analyzes the content of incoming mail and e-mails, identifies their reason and routes them to the right department. It can also draft automatic replies, create requester records and keep smart track of exchanges, all while reducing staff workload. -
Can the AI assistant create appointments automatically?
Yes. The AI assistant integrates directly with staff calendars to schedule, change or cancel appointments. It avoids double bookings, synchronizes calendars in real time and keeps administrative scheduling running smoothly, whether for a town hall or another public service. -
What are the concrete benefits of AI-driven administrative automation?
Automation brings significant time savings, fewer errors and greater resident satisfaction. With automated procedure management and centralized exchanges, staff can focus on high-value tasks. It is a key step toward a modern, high-performing digital administration.
Page updated on October 28, 2025.
News & blog
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October 27, 2026
Tight budget: what you can modernize without a public procurement contract
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October 20, 2026
Front desk statistics: the three figures that move an organization
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September 30, 2026
Budget 2027: serving residents better while freeing up room in the budget
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September 14, 2026
Op-ed in Décideur Public: AI has already entered town halls through the window
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July 3, 2026
Heatwaves: how to modernize your municipality's register of vulnerable people
CONTACT
The HelloSpot AI assistant automates your administrative tasks and streamlines citizen relations.
It saves valuable time for every department in your local authority. Give your staff more time to focus on high-value tasks.
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