InnovateEA 2026 Finalist

Scale care without losing what makes it human

The AI Context Playbook turns your institutional knowledge into a trusted AI partner, grounded in your policies and guided by your values.

See It In Action How It Works

Same question, very different answers

See what happens when AI actually knows your organisation.

👋
New staff member asks
"How do I process a programme extension request?"
🤖
Generic AI
No organisational context

To process a programme extension request, you'll typically need to review the participant's current status and documentation.

Check if they meet the eligibility requirements for an extension. You should follow your organisation's standard procedures and ensure all necessary approvals are obtained.

Contact your supervisor if you need clarification on specific policies.

😕

The new staff member still doesn't know what to actually do. They'll need to interrupt a senior colleague anyway.

🎓
Your Staff Assistant
Trained on your knowledge

Here's our extension process:

1. Confirm request received 30+ days before end date
2. Check participant status in Portal → Extensions tab
3. Verify host company has submitted approval form
4. Review updated training plan (required for 6+ month extensions)
5. Submit to Sarah (Team Lead) for final approval

Tip: Use the "Extension Checklist" template in SharePoint. It has everything you need.

Sources Verified
📄 Operations SOP → Extension Workflow
📄 Team Structure → Approval Matrix

The work has changed. The mission hasn't.

International education is more global, more complex, and more visible than ever. Teams are smaller, knowledge is more fragmented, and expectations around technology have skyrocketed.

Staff are told to "use AI" but not how. Not in a way that respects data boundaries, institutional values, or the students they serve.

Yet the mission remains the same: students need clarity, families need confidence, institutions need consistency, and staff deserve sustainable support.

"Care has always been the work. But passion alone isn't enough. Paired with strategy, it's transformative."

Kodi Henderson, Education Product Lead, Hanover CRM
💡

The opportunity isn't faster answers. It's better ones.

AI built inside clear guardrails you create doesn't replace care. It makes care sustainable.

  • 😓

    Doing more with less

    Teams are shrinking while complexity grows. Burnout is real

  • 🤷

    Told to use AI, but not how

    Generic tools don't understand your policies, compliance rules, or students

  • 🌍

    Students and families need answers 24/7

    Questions from parents in different time zones can't always wait

  • 🔑

    Knowledge walks out the door

    When experienced staff leave, institutional expertise goes with them

24/7

Your knowledge available around the clock, in any time zone

Cited

Every answer shows its source so you can verify

Private

Only your approved, reviewed content. Never public data.

4 wks

From kickoff to your team using it

AI built for international education

We don't give you a generic chatbot. We capture your policies, your workflows, your terminology, and make it all instantly accessible to the people who need it.

💬

Staff Assistant

Your team's questions answered instantly, using your actual policies and procedures.

  • Trained on your SOPs and policies
  • Every answer shows its source
  • Knows your specific workflows
  • Escalates when it's unsure
🎓

Training & Onboarding

Get new hires productive in weeks, not months. Interactive learning powered by your expertise.

  • Role-specific learning paths
  • Learn by asking questions
  • Practice with real scenarios
  • Track progress over time
✅

Document Checker

Catch problems before they cause problems. Validate documents against your requirements.

  • Check against your policies
  • Clear feedback on issues
  • Suggestions for fixes
  • Pre-submission review

See what's possible

One knowledge base. Multiple capabilities. Explore what your team could do.

🎓

Staff Assistant

Powered by your knowledge
Online
Hi! I'm here to help with any questions about our policies, procedures, or workflows. What can I help you with today?
Same question, asked by different people
"What happens if I need to extend my programme?"
👔
Sarah (Staff Member)
Programme Coordinator

Extension processing steps:

1. Confirm request received 30+ days before end date
2. Check participant status in Portal → Extensions
3. Verify host approval form submitted
4. Review training plan (6+ month extensions)
5. Submit to Team Lead for approval

Internal note: Extensions under 3 months can be fast-tracked if host approval is already on file.

📄 Source: Operations SOP, Approval Matrix

🎒
Maria (Participant)
Exchange Visitor

Great news, extensions are possible!

Here's what you need to do:

1. Talk to your host supervisor about extending
2. Get their written approval
3. Submit your extension request at least 30 days before your current end date
4. We'll review and update your documents

Timeline: Most extensions are processed within 5-7 business days once we have all documents.

📧 Questions? Contact your programme coordinator

✅

Training Plan Validator

Check documents before submission
📄 Paste training plan details
Validation Results
❌
Insufficient training hours

Minimum 32 hours/week required. Current: 25 hours.

📄 Compliance Policy § 4.2
⚠️
Missing specific learning objectives

"Learn marketing skills" is too vague. List 3-5 measurable outcomes.

📄 Training Plan Guidelines
⚠️
Supervisor contact details missing

Include supervisor email and phone number.

📄 Document Checklist
✓
Duration is valid

4 months is within acceptable range (2-18 months).

📄 Programme Requirements
📋

New Participant Onboarding

Step-by-step guidance
Step 3 of 6
✓ Application Received
✓ Documents Verified
3 Host Company Setup
4 Training Plan
5 DS-2019 Issuance
6 Pre-Arrival

📍 Current Step: Host Company Setup

Verify the host company is ready to receive the participant and has completed all required documentation.

  • ✓ Host company agreement signed
  • ✓ Site evaluation completed (or scheduled)
  • Supervisor contact details confirmed
  • Workstation and resources arranged
See how it handles different roles →

Up and running in weeks, not months

We handle the technical work. You focus on your mission.

1

Share Your Knowledge

Send us your SOPs, policies, and key documents

Week 1
2

We Structure It

Our team organises and validates your content

Week 2-3
3

You Review

Approve the knowledge base before it goes live

Week 3
4

Go Live

Your team starts using it immediately

Week 4

Built for education, not tech teams

🔒

Your Data Stays Yours

Your knowledge is private and secure. We don't use it to train other systems or share it with anyone.

👥

No IT Team Required

We handle all the technical setup. Your team just uses it. No coding, no configuration, no complexity.

✍️

You Control the Content

Nothing goes live without your approval. You review and sign off on everything before your team sees it.

Responsible AI reveals patterns. Humans decide what comes next.

When questions flow through a responsible system, patterns emerge. We see where students need more clarity, where policies create confusion, and where support can be strengthened. That isn't automation. That's insight.

🧭

Supports human judgment

The Playbook knows what it can answer, what it can access, and when a human needs to step in. It supports your professional judgment, never replaces it.

🔐

Respects data boundaries

Your data stays private. It's never used to train other models, shared with third parties, or mixed with other organisations' information.

🏛️

Reflects your values

Answers come from one trusted source: you. Not the internet, not someone else's policies. Your approved, reviewed knowledge.

🔄

Not locked to any one AI

The AI Context Playbook works across AI platforms. Your knowledge stays yours, not tied to any single vendor or tool.

This is not AI replacing people. It's AI returning people to the work that matters most: the students.

Innovating in service of the Standards

The AI Context Playbook exemplifies the Forum Standards of Good Practice by ensuring AI is never used without context or human oversight.

Intentionality

Every piece of knowledge is deliberately provided, reviewed, and approved before the AI can use it.

Student-Centered Practice

Students and families get consistent, accurate answers regardless of time zone, language, or which programme they're in.

Ethical Responsibility

AI operates inside clear guardrails you create. It knows its limits and escalates to humans when needed.

Accountability

Full audit trail. You can see what was asked, what was answered, and trace every response back to your approved content.

Ready to see what this looks like with your policies?

Whether you're exploring AI for the first time or looking for a smarter approach, we'd love to show you what's possible with your own content.

Get in Touch Explore the Demo

No commitment required. We'll walk you through exactly how it works.