Use this guide to activate and explore the Bromcom AI Bot within Quick Reports, a tool designed to boost your data analysis in the MIS.
- Roles and Permissions
- Start Using Bromcom AI in Quick Reports
- Suggested and Follow-up Questions
- AI Bot Chat History
- Feedback on AI Bot Responses
- Example Questions and Answers
- Common Issues
What is Bromcom AI in Quick Reports?
The Bromcom AI Bot in Quick Reports is an intelligent tool that lets you ask questions about your selected data, delivering instant insights to streamline reporting. It’s part of the UK’s first AI-powered MIS, built to enhance decision-making with real-time analytics.
Note: Bromcom does not guarantee the accuracy of AI-generated insights—please verify information before use. The Bromcom AI Bot in Quick Reports is powered by Azure-hosted ChatGPT 3.5, ensuring robust and efficient data analysis within the MIS.
Data Security
The Bromcom AI Bot operates on Azure-hosted servers located in the UK exclusive to Bromcom, ensuring all data remains within the country and Bromcom’s dedicated infrastructure. Data processed by the bot is not used to train Azure ChatGPT models or shared with third parties, maintaining strict confidentiality. The bot only accesses data from the Quick Reports fields preselected by the user.
Roles and Permissions
Access to the AI Bot is controlled through Config > Setup > Bromcom AI Settings.
A new Enable AI Data Bot for Quick Reports toggle is available in the Bromcom AI workflow, switched off by default. Administrators can turn this on and use the Select Roles dropdown to grant access to specific user roles.
Only users with selected roles can see and use the bot—otherwise, it’s exclusive to admins.
Activation & Privacy Agreement
Upon first clicking the AI Bot icon, a Privacy Statement will appear. Review this statement, which applies to all AI bots in the MIS (Quick Reports AI, MIS Data Bot, CS Bot, and Quick Letters AI).
Select the green I Agree button to proceed with activation, or I Disagree to exit without access. This agreement is required only once across all AI features.
Start Using Bromcom AI in Quick Reports
Make sure to select relevant data fields in your Quick Report prior to submitting a question to the Data Bot, as it requires populated data to generate responses. Enter your query in the bot’s text box:
Users can expect to receive a response within 5-10 seconds. Use the scrollbar to scroll through the chat, and click the X to close it completely.
AI Disclaimer
Each new session displays the AI disclaimer which can be closed by clicking dismiss:
Suggested & Follow-Up Questions
The bot provides up to 10 question suggestions based on selected data, such as “How many absences occurred last week?” . Users can ask follow-up questions, with the bot retaining session context for improved responses.
Chat History
Users can access previous AI Bot Quick Reports interactions through the Chat History tab, located at the top left of the AI Bot panel.
Sessions are automatically saved upon closing the bot, organised by time, with descriptive titles for reference.
Select a prior chat to retrieve that chat session, or begin a new chat by selecting New Conversation.
Chat history not deleted will remain stored until further notice. Users can manually delete individual sessions via the delete option in the Chat History tab, though this action is permanent and cannot be undone.
Providing Feedback on AI Responses
After receiving an AI-generated response, users can rate its quality using the feedback rating system. Select the thumbs up icon to record positive feedback, highlighted in green, followed by a confirmation: “Thank you for your feedback!”
Alternatively, choose the thumbs down icon to indicate negative feedback, highlighted in red, prompting an optional free-text field for additional comments.
Click Submit to save your input, and a message will display:
Only one feedback option can be selected per response, helping to refine the AI Bot’s accuracy based on user input.
Example Questions and Answers
Explore these sample interactions and try some for yourself to further understand the AI Bot’s capabilities:
- Question: “What percentage of students are on Pupil Premium this year?”
Answer: “Based on your data, 25% of students are eligible for Pupil Premium funding.” - Question: “How does attendance compare for Pupil Premium students versus non-Pupil Premium students?”
Answer: “Pupil Premium students have an average attendance of 88%, compared to 94% for non-Pupil Premium students.” - Question: “Which Year 11 students on Pupil Premium are at risk of underperforming in Maths?”
Answer: “Three Year 11 Pupil Premium students have Maths grades below target—add ‘Student Name’ and ‘Maths Grade’ for details.” - Question: “What are the most popular subject options chosen by Year 10 students?”
Answer: “History and Computer Science lead with 45 and 38 selections, respectively—add ‘Subject Options’ for a full breakdown.” - Question: “How many students switched their GCSE options this term?”
Answer: “Seven students changed options—add ‘Student ID’ and ‘Previous Option’ for specifics.”
Note: Users should validate AI responses for accuracy.
Troubleshooting Common Issues
Encounter an issue? If the bot displays “Error: Please add data items with populated data and ask again,” ensure you’ve selected relevant fields in Quick Reports before querying. For incomplete answers with “‘[Missing item]’ wasn’t included,” add the missing data field to your report and rephrase your question.
If results are truncated with “This is a summarised version,” request the full list by asking a follow-up question like “Show all data.” These steps resolve most common challenges.
The AI Bot is compatible only with the new Quick Reports module and does not support legacy Ad Hoc Reports. Begin leveraging this tool to enhance your reporting capabilities today.