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An AI assistant for a kindergarten: answers to parents from the regulations and contract
A search for “AI for kindergarten” usually leads to lists of neural networks that draw greeting cards and write lesson plans. This article is about something else: an assistant that answers parents in a messenger from your kindergarten’s documents — the regulations on the daily routine, the contract, the rules for fees and recalculation, the “what to bring” memo. Teachers and the head spend all day answering the same questions in private messages; an AI agent takes them over and passes on to a staff member whatever the documents do not cover. Below is how this works in the CHBT builder, how to build a knowledge base from documents, where parents’ questions go, how a state kindergarten differs from a private one and what it costs. We build the bot builder and are not lawyers: check the legal points with a lawyer.
Which questions the AI agent takes and which it does not
Questions whose answer is in the documents and is the same for everyone fit well:
- opening hours, drop-off time, pre-holiday days;
- fees: the due date, how recalculation for sick days works, where to bring the medical certificate;
- which certificates are needed after illness and after a holiday;
- what to bring, spare clothes, rules about toys from home;
- adaptation, paid clubs and their schedule, specialists’ contacts.
Do not hand the agent questions about a particular child’s health, conflicts, complaints, enrollment or benefits. They need a human decision, and a mistake is costly. The flow has a route to a staff member for them, and the agent’s role contains a direct ban on answering them on the merits — more on that below.
How it works in CHBT
The basis is the “Answers from documents” template. After /start a parent sees the buttons “Ask a question” and “Call a person”. Any text outside the buttons goes to the “AI agent” block in the “Answer and continue the flow” mode: the agent replies, and the next question goes to it again.
For each question the agent gets the whole knowledge base, its role and up to 10 recent messages of the conversation — so it understands follow-ups like “and on Friday?”. It builds the answer only from the base. If the documents have no answer, the agent says so. If it is unsure or the model did not respond, the bot writes “I don’t have an exact answer — I’ll pass the question to a team member” and moves the conversation to Conversations, where a teacher or administrator sees it.
Frequent questions are cheaper to cover with buttons without AI — they spend no credits. That is what the “Kindergarten parent assistant” template does: daily routine, fees, illness and certificates by buttons, plus “My child won’t come” — name, group and dates go straight to the teacher. It is convenient to combine them in one flow: take the “Kindergarten parent assistant” and on the “Canvas” (from Basic, like AI) add a “Different question” button to its menu that leads to an “AI agent” block, and connect the “didn’t understand” exit to the “Operator”. Two separate flows that both start on /start do not coexist in one bot: only one stays enabled.
How to build a knowledge base from kindergarten documents
The agent’s knowledge base holds up to 15,000 characters — a few pages of text. You can upload TXT, MD, CSV, PDF and DOCX files, a web page by link, or type text manually. Only the text is taken from PDF and DOCX.
The main trap is scans. Regulations on kindergarten websites are often scans with a signature and a stamp, and such a PDF has no text layer: CHBT will not accept it and will say “The file has no text — it looks like a scan”. So do not upload whole documents; make a reference summary by section:
- Routine: opening hours, drop-off time, days off and pre-holiday days.
- Fees: the amount or where to find it, the due date, recalculation, where to bring the certificate.
- Illness: when and how to notify, which certificate is needed to come back.
- What to bring: clothes, spare shoes, what must not be brought.
- Adaptation: the first days, how long it lasts, how to reach the teacher.
- Clubs and paid services: days, times, prices.
- Contacts: head, nurse, accounting — position and office hours.
Do not put personal data in the base: group lists with children’s surnames, parents’ phone numbers, medical information. The agent does not need them, and they would go into every request to the model. How to write wording the model will not distort is covered in the article on the knowledge base for an AI agent.
The agent’s role: what to forbid
In the role field, describe who is answering and where the limits are. An example for a kindergarten:
“You are the assistant of the ‘Sunshine’ kindergarten. Answer parents politely and briefly, only from the knowledge base. If the base has no answer, say so and suggest writing ‘operator’. Do not give advice about a child’s health, do not discuss enrollment, benefits or conflicts — suggest contacting a staff member. Do not name deadlines or amounts that are not in the base.”
Before launch, ask a dozen questions in “Check flow”, including ones the documents cannot answer and a couple of tricky ones: “can I bring my child with a temperature of 37.2?”. The agent’s correct answer to the latter is not advice but a suggestion to contact the nurse or the teacher.
Where parents’ questions go: the “AI in Russia” mode
CHBT’s main servers and database are located in Russia (Moscow). Communication channels use their platforms’ infrastructure, and Telegram messages pass through our node abroad. A question in the AI agent also goes to a model, and here there is a choice.
A bot created with the kindergarten templates or “Answers from documents” runs in the “AI in Russia” mode right away: agent replies, intent recognition and flow building are handled by Yandex models — Alice AI LLM Flash by default, YandexGPT 5.1 Pro optionally. Requests are processed in Yandex Cloud, request logging on Yandex’s side is turned off, and foreign models are neither offered nor called in such a bot, even on failure: if Yandex does not respond, the bot hands the question to a staff member. The owner and admins turn the mode on and off on the “AI agents” page. It restricts the AI agent’s requests to Yandex models but does not by itself guarantee that all processing complies with 152-FZ — the legal grounds are determined by the kindergarten as the data operator.
Outside the mode, the agent answers on foreign models. If the question contains a child’s name or a phone number, this raises the issue of cross-border transfer of personal data (Art. 12 of 152-FZ). Such use requires a separate legal assessment: the grounds for processing, the requirements for cross-border transfer and for data localization. Parents’ consent by itself does not guarantee lawfulness. That is why we made “AI in Russia” the default for kindergartens and do not offer foreign models to public kindergartens.
State and private kindergartens: channels, consent, AI
| State or municipal | Private | |
|---|---|---|
| Channels | We recommend MAX, VK, website chat. When providing public services and fulfilling a state assignment, the law restricts the use of foreign messengers for transferring citizens’ personal data and payment information (Part 8, Article 10 of 149-FZ); a parent’s messenger ID may also be personal data | The same plus Telegram |
| Where to find the audience | Institutions covered by Part 1.1, Article 10 of 8-FZ create official pages in the established manner (there are exceptions). If the kindergarten has an official VK community, the bot can be connected to it | Website, community, a link in the contract |
| AI | Only “AI in Russia”: we do not offer foreign models in standard scenarios | “AI in Russia” by default; foreign models only after a separate legal assessment — parents’ consent by itself does not guarantee lawfulness |
Common to all: since 1 September 2025, consent to personal data processing is executed separately from other documents (Part 1, Article 9 of 152-FZ as amended by 156-FZ), and a parent gives it on behalf of a child. The consent must name the operator, the purposes, the data and how to withdraw it; a link to the policy does not replace its content. A button in the bot records the tap in the conversation history but does not confirm that the child’s legal representative tapped it. The roles of the kindergarten and CHBT and how to collect consent in a bot are covered in the article 152-FZ and chatbot.
What it costs
AI agents work from the Basic plan — 650 ₽/month per bot — and during the Business trial day. The Free plan has no AI: instead of an answer the block writes “AI is available on the Basic plan.” and hands the conversation to a staff member, while the buttons and “My child won’t come” keep working.
| Plan | Credits per month | Alice AI LLM Flash, 1 credit | YandexGPT 5.1 Pro, 3 credits |
|---|---|---|---|
| Basic, 650 ₽ | 150 | up to 150 answers | up to 50 answers |
| Business, 1,290 ₽ | 500 | up to 500 answers | up to 166 answers |
Only agent answers spend credits; button menus, notifications to the teacher and handing over to a staff member are free. So typical questions are cheaper to cover with buttons, leaving AI for questions in parents’ own words. All kindergarten scenarios are collected on the kindergarten bot page.
Launch in one evening
- Sign up with the “Answers from documents” template — or “Kindergarten parent assistant” if you need the menu and “My child won’t come”. A bot with either of them runs in the “AI in Russia” mode right away.
- In the “AI agents” section, create an agent, write its role and upload the document summary.
- Select the agent in the “AI agent” block — without this the editor will not save the flow. In the “Kindergarten parent assistant”, first add this block via a menu button, as described above.
- Connect a channel in “Channels”: MAX, VK or the website chat; a private kindergarten can also add Telegram.
- Invite teachers in the “Access” section (from Basic) so they get notifications and questions from Conversations.
- Run a dozen questions in “Check flow” and give parents the link to the bot.
“Answers from documents” template“Kindergarten parent assistant” templateKindergarten botHow to build a knowledge base for an AI agent152-FZ and chatbot