Assistants

With assistants in AI-School, you can prepare a recurring task, fixed workflow, or specific form of guidance. For example, an assistant can help with lesson preparation, language teaching, feedback, explanations of documents, or a spoken practice conversation.

The assistants overview

Open Assistants from the main menu. At the top, you can filter the overview:

• All shows all assistants available to you.
• Created by me shows the assistants you created yourself.
• Shared with me shows assistants that someone shared directly with you or via a group.
• From my organization shows assistants made available organization-wide.
• Favorites shows the assistants you pinned on the dashboard.

Hover over a filter icon to see the name. On an assistant card, you see the most important information. Via Details, you can see, among other things, the creator and with whom the assistant has been shared.

Working with collections

With collections, you can organize your own assistants overview, for example into English lesson preparation, History, or Mentoring.

1. Click New collection.
2. Give the collection a recognizable name.
3. Drag assistants into the collection or move them via Manage.
4. Drag the collections themselves to change their order.

You can rename or delete a collection later. When deleting a collection, the assistants remain; they will simply be outside a collection again. Empty collections are not shown when an active filter contains no matching assistants.

Creating an assistant

At the top of the overview, there is a large card for creating a new assistant. Create assistant with AI is the recommended approach. If you want to set everything yourself, choose Set up an assistant yourself.

Create an assistant with AI

In the AI workflow, the questions are all on one page:

1. Optionally enter a name first.
2. Check Create voice assistant if users should mainly have a real-time spoken conversation with the assistant. Use the info icon to read when this is useful.
3. Describe what the assistant should do and who it is for.
4. Describe how the assistant should work and respond, such as the role, approach, tone, and important boundaries.

AI will then work out a complete proposal. Based on your description, it determines which tools and settings are needed. So you do not need to make these technical choices yourself in advance. Review the proposal and provide any changes before approving and saving it.

AI also asks whether the assistant should be Public or Personal. See Public or personal.

You can leave the AI creation flow with the cross in the top right without saving an assistant.

Set up an assistant yourself

The manual workflow consists of five steps:

1. Purpose and name – give the assistant a name and description. You can also choose a voice assistant here.
2. Instructions – describe what the assistant should do, what role it has, and what method and tone it should use. Optionally add an example question to help users start the conversation.
3. Options – optionally add files or images. The default language model is already selected. Under the model selection, you also decide what other users may do with the assistant’s files and images.
4. Tools – enable only the extra tools the assistant needs. Hover over a tool for a short explanation.
5. Test and save – check the settings, try out the assistant if needed, and then save it.

For a voice assistant, only settings and tools supported during real-time voice are shown. Reference images are not yet available when creating a voice assistant.

In the Visibility block, choose whether the assistant is Public or Personal.

Editing an assistant

Open Manage for an assistant and choose Edit. The edit form uses the same clear steps as manual creation. Existing values, including the selected AI model, are carried over. Fields without a value yet remain empty.

Existing older assistants continue to work in the same way. They do not need to be recreated or converted.

Public or personal

For your own assistant, under Visibility choose between Public and Personal. You make this choice when creating and editing the assistant, in the conversation with AI for Create assistant with AI, and when you copy an assistant.

• Public: school and board administrators see the assistant in Manage and can make a copy to share it more broadly. Your own assistant does not change because of this.
• Personal: administrators do not see the assistant and cannot copy it. You can still share the assistant yourself with colleagues or groups.

New assistants are Public by default. Assistants that already existed before this option was available are Personal until you change this yourself.

Public does not make an assistant visible to colleagues. That only happens when you share the assistant. Students do not get this choice: their assistants are always personal.

Sharing and using

Via Manage, you decide with whom you share an assistant. You can share with individual colleagues, one or more groups, or – if you are a board administrator – with all staff in the board. The card still shows that you created the assistant; via Details you can see the exact sharing destination.

With students, you share via groups and classes or personally. On the Groups tab, there is the Quick select block. This lets you check all suitable groups at once: Lower grades (year 1–3), Upper grades (year 4–6), a year group, or a level, such as havo or vwo. After that, you can still check or uncheck individual groups. For primary education groups, such as Group 5, Lower grades and Upper grades are not included.

Sharing does not change the status: an assistant in Draft remains a draft after sharing.

You can also make an assistant available via a share code. The share code changes automatically every full hour. Generate a new code when a previously shared code has expired.

Click Chat to use the assistant. Pin frequently used assistants as favorites so they also appear on the dashboard.

Test before sharing

Always try out a new or modified assistant yourself first. Check whether the instructions are clear, the right tools are used, and answers fit the intended audience.

Important to know

An assistant can make mistakes or respond unexpectedly. Therefore, treat the output as support and always check important information against reliable sources. An assistant does not replace a teacher or professional judgment.

Ownership and rights

Personal assistants are managed by their creator. In case of institutional ownership, the current authorized administrators manage the assistant or workflow within their own organizational unit. The content remains available if the creator leaves. Ownership and sharing are separate settings: usage rights do not grant edit rights.

Students can create their own assistants, including with AI, edit them, and share them with fellow students within the same school and their own class. Collections, favorites, and ordering remain personal. Students use the approved presets Lesson assistant and In-depth research; they do not create or modify workflows and do not manage school or board assistants.

Files from school and board assistants, workflows, and document templates are stored independently by the institution. When linking a personal file, the assistant gets its own copy, including the processed search text. The personal original remains. If the uploader leaves, the institutional copy is not removed; the uploader remains registered only as the source.

Sharing with anonymous groups

Open Sharing and, under Groups, choose an active anonymous group from your school. Group members see the assistant in their overview. Remove the selection to revoke group sharing. If the group is removed or deactivated, this access expires; another sharing route may still provide access. Sharing does not grant edit rights.

Editing an assistant with AI

Choose Edit in the menu of an existing assistant. Then click Edit assistant with AI in the toolbar at the top of the edit screen. This option is only available if you are allowed to edit the assistant.

On the left, you discuss the changes with AI. On the right, the full normal edit form remains available and you can see the adjusted fields. You can further adjust them yourself or give a follow-up instruction. Check the result and click Save to store your changes.

Share notifications

Choose Save to store the sharing settings of an assistant or workflow. Only newly selected individual colleagues receive an email; saving again does not send them a new notification. Sharing with groups or the entire organization does not send separate emails to all members. The email shows the sharer, available school and organization data, and the contact address. The card shows the creator and counts of people and groups, without names of other recipients. If sending an email fails, the app reports this separately; the sharing settings may already have been saved.