Easier recruitment to schools and kindergartens in Wrocław - City Hall implements AI Assistant

Recruitment to secondary schools in the Lower Silesian voivodeshsip will begin on May 19th. As every year, the authorities of Wrocław, the largest city in the region, are faced with the task of providing substantive and technical support to parents submitting applications. Up until now, contact with the city hall has been made only by phone or email. This year, the City of Wrocław, together with Asseco Data Systems, implemented a new tool in the recruitment system - AI Assistant, which facilitates the submission of recruitment documents to educational institutions.

Wrocław, as the first city in Poland, has launched an innovative tool - a virtual assistant based on AI chat technology to support parents in the recruitment process. A long-time technology partner of the City Hall of Wrocław, Asseco Data Systems, is responsible for the solution’s implementation.

The new functionality has been integrated with the city's recruitment system and is launched automatically when a user logs into the system. This is a way too meet parents’ expectations to provide round-the-clock support, regardless of office hours.

The main goal of the implementation was to provide comprehensive support to parents and to streamline the entire process of handling requests. With the AI Assistant, questions are answered faster and more accurately, at any time of the day or night, greatly increasing the accessibility of the public administration services. The new solution reduces the number of inquiries handled by phone and email, which relieves the administrative staff and allows them to focus on more complex tasks - said Marcin Miedziński, Deputy Director of the Department of Education, Wrocław City Hall.

AI will prepare precise answers to recruitment questions

Not only does the solution support parents, but it also makes it possible for them to build a knowledge base that will be developed and improved in the years to come.

The AI Assistant has been powered by an extensive database of documents on recruitment policies and questions asked by users. The system analyzes the context of a query, assigns content to specific modules and thematic issues, and then provides precise answers. As the Asseco Data Systems expert points out, the solution gives full control over the parameters of the artificial intelligence model, which allows the communication style to be adjusted.

The system we designed not only responds to inquiries, but also guides users step by step, reducing errors that occur in the recruitment process. Owing to this, the risk of submitting an improperly filled out or incomplete application decreases significantly - said Magdalena Szewczyk, Team Manager in the Education and Business Solutions Division in Asseco Data Systems. Our experience in the area of recruitment systems allowed us to quickly implement and optimize the process, which translates into real benefits for the office and the people of Wrocław – she added.

In the current school year coming to an end, about 6,500 students applied for a place in Wrocław's secondary schools. In total, over 93,000 children attend schools and kindergartens run by the city. The City Hall in Wrocław is the largest public administration unit in the Lower Silesian voivodeship. In 2025, it will allocate approx. PLN 3 billion to school system, childcare and higher education. The funds are also used to finance projects improving recruitment processes and making services more accessible to residents.

In February and March this year, AI Assistant supported the recruitment process to schools and kindergartens in Wrocław.

The solution handled a total of 3,213 queries, reducing response times. This means that one out of three people recruiting a child for school or kindergarten has taken advantage of this new functionality. The AI assistant answered nearly 95% of the questions correctly. The remaining 5% of cases included incomplete answers or situations where the questions were not related to the recruitment process, among others - emphasized Stanisław Chodorowski, Coordinator of the Educational Recruitment System, Wrocław City Hall.

‍