Developing a Chatbot for Streamlined Information Access and Meeting Management in Corporate Settings
Authors
Varala J, Suchitraja
Issue Date
2025.17.12
Degree
Master of Business Administration
Publisher
Dublin Business School
Rights holder
Rights
Open Access
Abstract
This research examines a rule-based chatbot designed for onboarding and internal communication within a corporate context and then reports the development and evaluation of the prototype. Targeted towards freshers and trainees, the chatbot, developed in Python/Flask, serves as a smart assistant that responds to common departmental inquiries and handles schedules and meeting details. The system employs a fuzzy logic algorithm that is geared to accept natural language input and enables interaction without matching specific keywords. The chatbot also has a strong meeting management aspect that makes it different from the others. It assists users in scheduling meetings via some guided or a single-line command and also allows users to fetch records of meetings filtered via date, month, or year. Latest improvements like displaying only the last ten meetings as well as dynamically filtering meeting logs by typing out queries such as “show meetings for January 2024†or “show meetings for 28 October 2027.†Improvements like automatic parsing of dates and displaying them in tabular format, where needed, greatly improve user experience and lead to a more efficient practice workflow. The UI was designed to be structured, to mimic modern messaging apps, which the founders ensured so that every user would be familiar with using it. A small group of new joiners validated that the chatbot had the right content, clarity, and added value by reducing the onboarding process. We found that our query matching had high success rates, and received positive feedback on the visual interactive and flow of interaction during the evaluation. Thus, the chatbot is a low-cost, high-return prospect for small to medium-sized enterprises looking to modernise their onboarding and internal support processes without needing sophisticated AI and heavy IT infrastructures. The results further support the notion that lightweight, rules-based chatbots serve as powerful digital transformation tools, providing tangible benefits within corporate training, HR automation, and employee self-service solutions.