How does the smart knowledge base work?

It centralizes all of the town hall’s internal documents and information (procedures, regulations, forms, meeting minutes, etc.). Artificial intelligence analyzes this content to give staff instant, reliable and contextual answers.

What kinds of documents can be added?

All kinds of documents: PDFs, Word files, spreadsheets, internal guides, memos, council resolutions, municipal regulations, etc. The more it is fed, the more relevant it becomes.

Do staff need training to use it?

No. The tool is designed to be intuitive: just ask a question in natural language (as in a Google search) to get a clear answer. No technical training required.

What are the concrete benefits for staff?

No more tedious searches through shared folders or repeated calls to colleagues. Staff get the information they need immediately, which makes them more responsive and improves the quality of their answers to residents.

Artificial Intelligence module

AI knowledge base for public services

A knowledge base that instantly answers questions about planning, the civil registry, civil partnerships (PACS), weddings, transfers or national ID cards.

Give your staff immediate access to the right information, at any time and on every channel. Less searching, more efficiency, for a more responsive public service.

Start for free Request a demo

AI knowledge base

On call · 01:42

Ciara, front desk

I have a resident on the phone who wants to enter a civil partnership (PACS): which documents should they bring?

AI answer

The simplest option: suggest they apply online on the town hall’s website, where they will be guided step by step. Otherwise, the partners bring:

the joint PACS declaration (Cerfa no. 15725), with the sworn statements;
the PACS agreement (Cerfa no. 15726 or a custom agreement);
for each partner, a birth certificate extract showing parentage, less than 3 months old;
for each partner, a valid ID (original and copy).

Registration takes place at the town hall, by appointment, with both partners present.

The problem

How can an AI virtual assistant make the most of each staff member’s time and knowledge?

Information is scattered across binders, e-mails and the intranet
Each staff member spends long minutes tracking down a procedure. The result: lost time, errors and reliance on colleagues.
Answers change depending on who is on duty
Without a shared reference, two residents can get two different answers. This undermines the credibility of the service.
Training is long and poorly structured
Onboarding a new staff member takes days of support. Departures throw everything into disarray. And it all starts over.

A staff member rereads a printed procedure at his desk

Before / after

What are the benefits of a conversational knowledge base?

Free your teams from the stress of doubts and errors.

Before

Printed, outdated procedures.
Staff interrupted every 10 minutes.
Slow, unclear training.
Inconsistent answers from one staff member to the next.

With HelloSpot

Up-to-date, validated, shared answers.
More autonomy, fewer interruptions.
Fast, standardized onboarding.
A shared reference and consistent handling.

Built for town halls

Conversational AI built for local authorities, not for developers

Human, secure AI tailored to town halls.

Data hosted in France, 100% GDPR
Automatic updates in line with the latest standards
Works without heavy training
Built into HelloSpot and compatible with your intranet

See our GDPR and sovereignty commitment

Staff members chat as they walk, coffee in hand

And also

The knowledge base at a glance

Staff knowledge base

Become more autonomous and responsive: find the answers you need immediately, without asking colleagues or wasting time searching.
Smart automatic voicemail

Lighten your staff’s workload by automating overflow calls. The AI takes over 24/7, for clear, immediate information.

10

years of experience

Since 2016, HelloSpot has become a key partner of public service organizations.
700

customers

HelloSpot supports more than 700 public services across France.
4,000

staff users

Our platform is used by more than 4,000 staff members across many local authorities, for efficient, centralized management.
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

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.
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.
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.
Thann Town Hall

We are really satisfied with HelloSpot and we will not go back.

FAQ

Frequently asked questions

How does the smart knowledge base work?

It centralizes all of the town hall’s internal documents and information (procedures, regulations, forms, meeting minutes, etc.). Artificial intelligence analyzes this content to give staff instant, reliable and contextual answers.
What kinds of documents can be added?

All kinds of documents: PDFs, Word files, spreadsheets, internal guides, memos, council resolutions, municipal regulations, etc. The more it is fed, the more relevant it becomes.
Do staff need training to use it?

No. The tool is designed to be intuitive: just ask a question in natural language (as in a Google search) to get a clear answer. No technical training required.
What are the concrete benefits for staff?

No more tedious searches through shared folders or repeated calls to colleagues. Staff get the information they need immediately, which makes them more responsive and improves the quality of their answers to residents.