Use this guide to access and start using the Bromcom AI ( Artificial Intelligence) chatbot.
Please Note: The following guidance is not applicable to schools in Northern Ireland.
- Bromcom AI Settings
- What is Bromcom AI
- Access the Chatbot
- Audio Input for Support Bot Queries
- Terms of Service
- Start Using Bromcom AI
- Example Questions and Answers
- Bromcom AI in Quick Reports
For Bromcom Data Processing see here.
Access and Permissions
The chatbot is available by default to all System Administrators and can not be disabled for this role.
Access: the permission requirement to access Bromcom AI can be found in Config > Set Up > Bromcom AI Settings where administrators can set up Bromcom AI access to relevant roles.
Bromcom AI Settings
Go to Config>Setup>Bromcom AI Settings
For users with administrator rights this will be available by default with Enable Bromcom AI to access public information, using OpenAI toggled on.
The purpose of this panel is to allow administrators to control the various functionalities available within Bromcom AI by Role.
If you toggle Allow Users to access Bromcom AI workflow to on, then the toggles below will be come editable.
Once the toggles are on you can, for example, define under Select Roles which Roles have access to for example ‘Enable Bromcom AI to access public information , using Open AI‘.
Click Save if you make any changes.
By default, access to the Bromcom AI setting Enable Bromcom AI to access school MIS data will be disabled.
Please contact our Sales Team on sales@bromcom.com to discuss activation.
Once licensed our support team will help provide Administrators with the ability to enable the feature for the relevant roles.
If you hover over the toggle the following message appears.
See here for the Product Portfolio on Bromcom AI
What is Bromcom AI
Bromcom AI is the UK’s first AI powered MIS, an innovative school management information system that uses artificial intelligence (AI) to improve school operations and student outcomes. It represents a breakthrough in school management by providing real-time data analytics and insights that help school leaders make informed decisions and improve student performance.
The dataset for the question responses in the chatbot is looking at the same data as Open AI. This is publicly available data.
Note that we accept no liability for any inaccurate information that the chatbot may provide.
- Phase 1 giving school staff the opportunity to access public data.
- Phase 2 due for release on 21st June 2023 expanding to access your school information.
Access the Chatbot
The chatbot is visible on the top right of the Bromcom page except when accessing built in Reports.
Click on the chatbot
Click on Terms and Conditions
February 2026 update : Collapse/Expand or Reposition
The Bromcom AI Support Bot has been enhanced to give you greater flexibility while working in the MIS.
- You can now collapse and expand the bot to maximise screen space without interrupting your current conversation.
- The bot can also be repositioned anywhere on your screen while in the expanded view. To return it to its original position, click the X, then select the Bot icon again to reopen it in the default location.
- In addition, you can now navigate freely around the MIS – including clicking elsewhere on the screen or moving to another page – and the bot will reload with the same conversation, remaining in the same position on your screen. To ensure the conversation is retained, the bot script must fully load before navigating away.
Audio Input for Support Bot Queries
March 2025 Update: The Bromcom AI Support Bot now includes audio input functionality, allowing users to interact via voice commands for a more intuitive and accessible experience.
Data Privacy and Security
Our AI Support Bot operates on Azure-hosted servers based in the UK, ensuring that no data is transmitted outside the country. These servers are exclusively hosted for Bromcom, meaning data remains strictly within Bromcom’s infrastructure. Additionally, data processed by the bot is not used by Azure ChatGPT to train its models, nor is it shared with any third parties. We prioritise data security and user privacy at the core of this tool’s design.
Key Features:
Microphone Activation
- When users open the bot, they are greeted with the audible message:“Hi, I am your Bromcom AI support bot. Please use the microphone button to talk to me, or you can type in the message box. Thank you.”
- A microphone icon is displayed within the bot interface. Audio input can be activated by clicking on the icon. Please note you do not need to hold the icon.
Visual Feedback During Listening
- The microphone icon changes to red when actively listening.
Listening and Input Handling
- The bot listens until it detects 3–5 seconds of silence before processing the voice input.
- The spoken input is transcribed into text and displayed in the chat for user confirmation.
Bot Response to Voice Input
- The bot processes the transcribed input and responds audibly using clear, professional voice output.
- The response is also displayed as text for further user accessibility.
Error Handling for Voice Input
- If speech is not recognised, the bot displays:“Error: No speech could be recognised.”
- Users can retry voice input or switch to text without interruption.
Audio for Chatbot Device Compatibility
This feature is only supported on desktops and laptops with functioning microphones. For the best experience, it is advised to use a headset with a microphone to ensure clear voice input, allowing the AI Support Bot to accurately process commands.
This update enhances user accessibility and support efficiency by enabling hands-free interaction with the AI Support Bot.
Terms of Service
When each individual user Clicks on the chatbot for the first time and following any updates the following Terms of Service will pop up. Read and Scroll Down to see the full Terms of Service.
Once you have read and if you agree to the Terms click the Green I Agree Button
If you click I Disagree the chatbot will not open.
Start using Bromcom AI
The Welcome to Bromcom AI chatbot will now pop up in the right hand side of your MIS.
Under I want to ask a question click on Around public information
The chatbot will display 3 dots whilst it works on your question.
Click to X to close the chatbot
Click the two arrows to Expand to full screen and then Collapse the chatbot back the right hand side of the screen.
Example Questions and Answers
Note that we accept no liability for any inaccurate information that the chatbot may provide.
Below are some example Questions and Answers, these questions are generic as apposed to data based.
For example you could ask the chatbot to ‘give me an example email to send to parents regarding poor student attendance’
Example 1.
Example 2.
Example 3.
Example 4
Example 5
Bromcom AI in Quick Reports
Reports > Adhoc > Create New Report > Quick Report
The AI Data Bot in Quick Reports now includes a Chat History feature, allowing users to review past interactions for improved efficiency in data analysis.
Data Privacy and Security
Our AI Bot operates on Azure-hosted servers based in the UK, ensuring that no data is transmitted outside the country. These servers are exclusively hosted for Bromcom, meaning data remains strictly within Bromcom’s infrastructure. Additionally, data processed by the bot is not used by Azure ChatGPT to train its models, nor is it shared with any third parties. We prioritise data security and user privacy at the core of this tool’s design.
Key Features:
Chat History Retention
- All past Quick Report AI bot interactions are stored and accessible under the “Chat History” tab.
- Individual chat sessions are grouped based on elapsed time.
- Each session has a meaningful title for easy identification.
Session Continuity
When a user selects a previous chat, the entire conversation is restored in chronological order, allowing seamless access to past interactions.
Chat history is automatically saved when the AI Data Bot is closed and will be readily available when the user reopens the bot, ensuring continuity across sessions.Search and Navigation
- Users can search past sessions using keywords.
For further assistance on using the Bromcom AI Data Bot in Quick Reports please see our definitive guide – How to use Bromcom AI Bot in Quick Reports