A chatbot for public administration, cities and utilities
Kyros answers the questions residents and customers ask again and again, about opening hours, responsibilities, required documents, moving or meter readings, from your organization’s own pages. Numbered source links lead back to the official page.
A chatbot for public administration answers the questions that citizen service desks, city hall and customer centers hear many times a day: When are you open? Which office is responsible? What documents do I need for the application? Kyros takes the answers from the pages your organization has published itself and places numbered source links under the answer. That way the answer leads back to the official page, which remains the authoritative source.
How the chatbot works with your pages
You decide which pages the assistant knows and paste their addresses into the knowledge base, one per line: service descriptions, opening hours, fee pages, the waste collection calendar page. Kyros reads only those pages, not your whole website on its own, and no PDF files. If a page changes, Kyros can fetch it again every 6, 12 or 24 hours or weekly. For questions that need fixed wording, you write golden answers. If the answer isn’t in your content, the assistant is instructed to say so.
A chatbot for cities, municipalities and utilities
Typical questions in a city or municipality concern who is responsible, opening hours and required documents, for example for registering a new address after a move or getting a new ID card. At municipal utilities and energy providers, questions about moving, meter readings, monthly installments and rates are typical. In both cases the assistant repeats what your pages say, including the fees as published on your pages, and links the right form. It can’t see customer accounts or case files and isn’t connected to case-management systems.
What the chatbot is not
The assistant passes on information from your pages. It is not legal advice and makes no binding administrative decisions; the linked page and your staff remain the reference. Every widget permanently shows the notice “AI-generated — responses may be inaccurate” and has a privacy panel. There is no chat with staff: visitors with follow-up questions find the responsible office through the source links, or a Card takes a callback request.
Typical questions for a citizen services chatbot
Examples of questions the assistant can answer from your pages, provided the answer is there.
Administration, cities and municipalities
- “Is the citizens’ office open on Saturday?”
- “Which office handles the dog tax?”
- “What documents do I need for a new ID card?”
- “How do I register my new address after moving within the city?”
- “Where can I find the waste collection calendar for my street?”
- “How much is a certificate of registration?”
Municipal utilities and energy providers
- “I’m moving on November 1. What do I need to tell you?”
- “How do I submit my meter reading?”
- “How do I change my monthly installment?”
- “Which electricity rates do you offer?”
- “Where do I report an outage?”
Example: reporting a move to Stadtwerke Musterstadt
Stadtwerke Musterstadt is a made-up municipal utility, and so are the deadline and the pages. This is what an answer looks like in the widget.
Example with made-up data
Question: “I’m moving on November 1. What do I need to tell you?”
Assistant’s answer: “Please report your move by October 25, 7 days before you move out, online with the form Umzug melden (report a move). On moving day, read your electricity and gas meters and send us the readings.”
Further Links: 1. Umzug melden · 2. Zählerstand mitteilen
With Easy language turned on, the assistant is instructed to use short sentences, for example: “Please report your move by October 25. That is 7 days before you move.”
Interactive Card (Beta): callback request
Kyros has no handoff to staff in the chat. Instead, the assistant can show a Card with a short form: name, phone number and the topic as a dropdown. Entries are stored per Card and can be exported as CSV. The Card isn’t connected to any case-management system; if your organization provides its own API, a Card action can call it.
What Kyros brings to public agencies and utilities
Answers with source links
Answers drawn from your pages show numbered “Further Links” underneath, so residents and customers end up on the official page.
9 widget languages
German, English, Ukrainian, Arabic, Turkish, Russian, Polish, French and Farsi. Arabic and Farsi display right to left.
Easy language as a switch
Visitors turn on Easy language (Leichte Sprache) in the widget; the assistant is then instructed to use short sentences. This doesn’t replace checked texts in Easy language.
AI notice, privacy, moderation
Every widget permanently shows “AI-generated — responses may be inaccurate” and has a privacy panel. Moderation checks messages before the model sees them.
Install in TYPO3 and GSB
Install guides for TYPO3 and the Government Site Builder, plus HTML, React/Next.js and WordPress. Under “Website access” you set the allowed domains.
Hosted in Germany
API and database in Frankfurt, a data processing agreement (AVV, Art. 28 GDPR), retention per assistant. Roles control who can change what; the audit log comes with the Business plan.
Frequently asked questions
What can a chatbot for public administration answer?
A Kyros assistant answers from the pages you add: opening hours, which office is responsible, documents needed for an application, fees as you published them, or where to report a move. Answers drawn from your pages show numbered links to the official page. If something isn’t on your pages, the assistant is instructed to say so. It passes on information; it is not legal advice and makes no binding administrative decisions.
Can a city’s chatbot process applications or access case-management systems?
No. The assistant isn’t connected to case-management or other back-office systems and can’t see cases or customer accounts. It explains what your pages say and links the right online form. If your organization provides its own API, an Interactive Card (Beta) can call it through an action. Without one, a Card can store entries such as a callback request in Kyros, with CSV export. There is no chat with staff.
What does a chatbot for utilities and energy providers answer?
Typical topics are moving, meter readings, monthly installments, rates and outages. A Kyros assistant answers from the pages you add and links, for example, your form for reporting a move or your meter-reading page. It has no access to individual customers’ contracts, consumption data or bills. If the chat should pass data to your systems, you need your own API that a Card action (Beta) calls.
Which languages does a citizen services chatbot speak?
The assistant is instructed to answer in the language visitors pick in the widget. There are 9: German, English, Ukrainian, Arabic, Turkish, Russian, Polish, French and Farsi, with Arabic and Farsi shown right to left. Easy language (Leichte Sprache) is a separate switch: the assistant is then instructed to use short sentences. Generated Easy language doesn’t replace texts that have been checked. Official names are meant to stay in the original, with a translation in parentheses.
How do we add the chatbot to TYPO3 or the Government Site Builder?
Kyros has install guides for TYPO3 and the Government Site Builder (GSB), as well as for HTML, React/Next.js and WordPress. You follow the guide and paste a snippet into your site, as a floating bubble or an inline frame. It isn’t a plugin or extension. Embed codes are signed, with an optional expiry date, and under “Website access” you set which domains the chat can open on.
Where is the chatbot’s data processed?
Kyros is hosted in Germany: the API and database run in Frankfurt. The provider of the AI model you choose also processes each message, and not always in Germany. A data processing agreement (AVV, Art. 28 GDPR) is available, and you set retention per assistant. According to the privacy policy, customer data isn’t used to train AI models. Moderation checks messages before the model sees them; withheld messages don’t reach it.
What does a chatbot for a city or utility cost?
The Starter plan costs €0, permanently, with no credit card. It includes one assistant with a chat widget and monthly credits. Every message uses credits; each model shows how many before you choose it. Pro and Business are available on request; the audit log is part of Business. If you’re planning to use it in a public agency, talk to us about plans, the data processing agreement and roles.
Try the chatbot with your organization’s own pages.
Starter plan at €0, permanently, no credit card. Pro and Business on request.