Answer every questionwith #MIND-white on your data.

Answer every question
with #MIND-white on your data.

Incident questions, purchasing advice, or even complex advisory work are ideal for AI, if you feed it with your data, business logic and processes. With MIND you connect sources like SharePoint, email and ERP securely, with roles & permissions, EU data sovereignty and an Audit Trail per answer. Start small and scale once it works.

What is an AI chatbot?

Why a Chatbot?

Research becomes much faster when #MIND can consult company data and processes in context.

Collect data

Connect the platform to SharePoint, email, your website or ERP. With metadata intelligence, the chatbot understands context (versions, sender, permissions) instead of plain text.

Integrate

Use the chatbot internally or externally without leaking information. Configure roles and permissions so users only see what they are allowed to see, auditable and manageable.

Personalise

Every organisation is unique. Capture tone of voice and writing rules as Skills, so every response sounds like your brand, not generic AI.

Optimise

With feedback sessions and the Audit Trail, we continuously sharpen the chatbot. Source references and substantiation improve, while the tone stays consistent.

Why a Spartner chatbot?

A #MIND chatbot works like a digital colleague who can consult your knowledge, but with control. Available 24/7, in your tone of voice, and with an Audit Trail so you can see what an answer is based on. That improves customer satisfaction and takes pressure off your team by removing routine questions and speeding up complex ones.

Why do we help personally?

A chatbot that only handles standard questions rarely delivers lasting value. The value sits in your business logic, permissions and Skills. That is why we help personally with connecting, digitalising and activating: plugging in sources, setting clear boundaries, and scaling step by step once the output is right.

Benefits of Spartner AI chatbots:

  • Available 24/7, also outside office hours

  • Consistent answers that build trust

  • Faster research with source references and Audit Trail

  • Less pressure on support and back office

How do you develop a custom AI chatbot?

The real value is in implementation: connecting sources, capturing business logic and activating it safely. Here are the steps we use in practice to make an AI chatbot stick.

Define your needs

Define your needs.

Start with one concrete use case (e.g. service desk, HR, permits). Which questions should the bot handle, which should it not, and which sources are leading? This prevents noise and keeps you in control.

Choose the right technology

Choose the right technology.

We choose the best-fitting model per task (e.g. GPT, Claude, Llama), while #MIND remains the governance layer: roles, EU data sovereignty, metadata intelligence and an Audit Trail.

Develop the chatbot

Develop the chatbot.

Together with Spartner, you build the chatbot in #MIND as a set of Skills: sources, writing rules, answers and output forms. We align the experience with your brand, but above all with what staff actually need.

Integrate with existing systems

Integrate with existing systems.

Connect #MIND to SharePoint, your website, email and ERP/CRM. With roles & permissions, each user only gets access to what is allowed, safe and explainable.

Test and optimise

Test and optimise.

Test with real questions from the organisation. Use the Audit Trail to see where context is missing, improve Skills, and set up a feedback loop so quality keeps improving.

Ready to use #MIND for your chatbot?

Ready to use #MIND for your chatbot?

We do not build a one-off demo, but a chatbot that fits your processes and governance. In an exploratory call we map use cases, data sources and risks. We also show you the Audit Trail, so you immediately feel what “no black box” really means.

The Role of AI in the Future of Chatbots

From loose chat to traceable Skills

The question is not whether AI gets better, but whether you keep it manageable. With #MIND, a chatbot becomes a controlled channel to your own knowledge: connected sources, metadata context, and answers with an Audit Trail. That shifts support from “search and email” to “verify and decide”.

What to expect

We see organisations moving towards more autonomy: bots that propose next steps, prepare documents and signal exceptions. But only when transparency and permissions are standard. That is why the next step is Skills: reusable building blocks that keep improving and lock in your quality standard.

Practical tips for implementing an AI chatbot

How do you make it actually work?

Implementing an AI chatbot is not only technical; it is organisational too. Start with one process, make ownership explicit, and agree what “good” means: source, tone, boundaries and escalation. That prevents disappointment and supports continuous improvement.

Training is essential

Train staff not only in usage, but in judgement: when do you trust an answer, when do you check the source, and when do you escalate? The Audit Trail makes that concrete and repeatable.

Create a feedback loop

Implementation is only the beginning. Track where questions go wrong, adjust Skills, and steer based on feedback. That keeps the chatbot current and quality rising, without losing control.

The benefits of bespoke chatbots

Why choose customisation?

With #MIND, you build bespoke chatbots without starting from scratch each time. You capture business logic, tone of voice and sources as Skills, and you can keep evolving as your organisation grows or processes change.

Customer focus

A bespoke chatbot must understand your questions in context: who is asking, which version is leading, which rule applies. #MIND combines metadata intelligence with source references and an Audit Trail so you can verify and steer.

Boosts efficiency

By automating repetitive searching and standard answers, people can focus on work that requires judgement. Less switching, more progress, and you stay in control.

Hans Lugtenberg

"A deal is a deal"

Yield.inc is a new asset manager in the Netherlands that focuses on excellent customer experience, sustainability and technology. When faced with the question of whether to develop our platform in-house or with a partner, we got in touch with Spartner. We are still 100% behind the choice for Spartner because we own the source code and with Spartner, a deal really is a deal, whether it concerns the delivery date or the agreed budget!

Hans Lugtenberg Partner at Yield Inc.

Norbert Wegter

"A professional software partner since 2010"

Spartner is involved and contributes in our search for innovations and always delivers top-notch work. After the first Huurda.nl version got out-dated, we collaboratively launched a completely new version in 2020.

Custom-built search engine for rental properties

Norbert Wegter Owner of 123wonen and Expat Homes Holland

"Doijer & Kalff"

After transferring our D&K portal to Spartner, we have elevated the further development and continuity to a higher level. Although the D&K platform was originally developed internally, our technical expert can now focus on other innovations within Doijer & Kalff. Spartner provides the quality we need without excessive costs. They have seamlessly taken over the care of our portal, allowing us to benefit from a flexible capacity that perfectly aligns with our future plans and innovation goals.

Reinier van Bergen Managing Director at Doijer & Kalff

Jurjen Terpstra

"Pragmatic and flexible collaboration"

Spartner has created a customized portal for us for the accountability of large-scale collaborative projects. This enables us and our partners to execute and account for their plans in a shared environment that is secure, transparent, and manageable. The pragmatic and flexible collaboration with Spartner has ensured that we have quickly achieved a functional and user-friendly environment.

Jurjen Terpstra Managing Partner at Wecreate Consulting

Marco Caspers

"AI and machine learning as legal tools"

In 2020, we transferred the development of Lynn to Spartner. As a result of their fast development process, the Lynn platform achieves an increasingly central role in the legal world.

Lynn, the smart AI legal robot

Marco Caspers Software Development Manager at Lynn Legal

Bjorn Gubbels

"As a business you must dare to move forward"

Innovation and change are not always welcomed with equal enthusiasm by our employees, man is a creature of habit but as a company you have to dare to move forward and the need for a contemporary drawing program for the realization of various constructions with our Masterbloc bricks was high. For us but also for Spartner, this challenge was a bit of pioneering and together we had to overcome some hurdles to arrive at a beautiful and efficient business tool. A development and learning process for both parties, in which the feedback of questions and desired adjustments by our employees to Spartner was always in good consultation and we could count on quick feedback and targeted solutions. We continue to exchange experiences with Spartner and look back and forward to a successful collaboration.

Powerful 3D construction drawing software

Bjorn Gubbels Owner of Masterbloc

Marco Leenders

"Spartner extends our capabilities and development capacity"

With weekly calls, using our Azure DevOps sprint system, Spartner actively works together with our innovation, communication and software development departments.

Multi-website CMS with Statamic 3

Marco Leenders Head of Automation

Josh Mountain

"Have been using Laravel Excel for years"

We requested custom help to a performance challenge we had in our implementation of Laravel Excel. I was amazed how quickly these Laravel artisans achieved significant performance gains, which saved us a lot of development time.

Open source package for Laravel

Josh Mountain Co-Founder at IncentivePilot.com

Maurice Evers

"Higher occupancy rate thanks to our user-friendly platform"

Throughout the great years that we cooperate with Spartner (previously Maatwebsite, Ed.), our software has been developed continuously. Students and landlords actively work with features like allocation, payments, chat, contract generation and more.

Custom built ERP for all student residences

Maurice Evers Head of Student Housing Department

Maarten Bremer

"Innovating in the digital identification network of The Netherlands and Europe"

The pro-active approach of Spartner was crucial in understanding the complexity of the eHerkenning network.

Development of eHerkenning connection and services

Maarten Bremer CTO / Founder Ensured

Niels Winters

"Innovation in legal technology"

As jurists with knowledge of IT, we highly value quality; within code, but also in process. The high work-level and trustworthiness of Spartner gives us the capacity to continuously create innovative features.

Legal tech platform

Niels Winters Managing Director JuriBlox

Frequently asked questions

Practical answers to the questions we hear most often.

🤖 How much does a bespoke AI chatbot cost?

The costs of a bespoke chatbot vary depending on the features and technologies selected. It is important to compare quotes from different providers for an accurate estimate.

⏱️ How long does it take to develop a chatbot?

The development time depends on the complexity of the requirements and the integration with existing systems. It usually takes a few weeks to several months.

🔐 Are bespoke chatbots secure?

Yes, provided they are developed properly. Make sure they comply with GDPR rules and that personal data are stored securely.

🌍 Can a chatbot support multiple languages?

Certainly! Bespoke chatbots can be configured to understand and use multiple languages and regional dialects.

🔄 How do I keep the chatbot up to date?

Regular updates and training sessions are necessary to optimise the chatbot based on experience and user feedback.

🚀 What are some examples of use cases?

The applications are numerous: from customer service and order processing to internal communication and HR processes. Every organisation can find its own unique use cases.

Feel like a cup of coffee?

Whether you have a new idea or an existing system that needs attention?

We are happy to have a conversation with you.

Call, email, or message us on WhatsApp.

Bart Schreurs
Business Development Manager
Bart Schreurs

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