Principal Business Analyst
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Handling event inquiries and registrations manually is slow, repetitive, and prone to human error. When a customer emails to ask about event details, someone from the team searches through documents to find the right information, crafts a response, and sends over a registration link. A confirmation email might follow after the customer signs up, if it’s not missed in the shuffle.
It’s a process that doesn’t scale or need to exist anymore.
To solve this, I designed an AI-powered assistant that automates the entire workflow. It interprets incoming emails, responds with relevant event information, and automatically confirms registration once a user registers – all without manual intervention.
I built this AI assistant using Microsoft Copilot Studio, a low-code platform (also a part of the Microsoft Power Platform ecosystem) that lets you create intelligent agents through a visual interface. This guide explains step by step how to build an AI assistant that delivers speed, reliability, and real-time service.
The Problem: Manual, slow, and error-prone workflows
Handling event inquiries and registrations manually is inefficient and difficult to scale. Common challenges include:
- Delayed responses: Customers often wait hours or even days to receive answers.
- Time-consuming processes: Support teams must sift through documents to locate accurate information.
- Risk of errors: Manually recording registrations increases the chance of missed or incorrect confirmations.
These bottlenecks slow down operations and negatively impact customer experience. I recognized these issues and set out to build an AI assistant that could automate and streamline the entire process from end to end.
How I built an AI-powered assistant in Copilot Studio?
The idea was simple: build your own AI assistant to automate a repetitive workflow – event inquiries and registrations – without writing a single line of code. Microsoft Copilot Studio made that possible.
Using its low-code, visual interface, I created an autonomous AI assistant that:
- Understands user queries sent via email
- Retrieves relevant event information
- Sends real-time responses
- Detects form submissions
- Sends confirmation emails
All without manual intervention. Here’s the process I followed:
Step 1. Created an autonomous agent
From the Copilot Studio dashboard, I launched a new project, defining the assistant’s name, goals, and permissions.
Step 2. Set up event triggers
I configured two triggers:
- One that listens for emails sent to a designated address
- Another that detects new form submissions from the registration page
Step 3. Connected a knowledge base
I uploaded a structured document containing all event-related details (date, time, agenda, location, contact info). Copilot Studio automatically indexed the file for contextual understanding.
Step 4. Designed logic-driven workflows
Using the drag-and-drop interface, I mapped out the assistant’s response logic:
- Parse the intent from incoming messages
- Pull the appropriate information
- Compose a response using pre-defined templates and dynamic fields
- Add a registration link and brand-consistent formatting
Step 5. Automated the post-registration flow
I built a second flow triggered by new form submissions. This one:
- Pulls data from the form
- Generates a confirmation message with personalized content
- Sends it instantly to the registrant’s email
Get ahead: Learn how to build your very own Copilot in Microsoft Copilot Studio.
Real-world use cases
After building the assistant, I tested it in real scenarios to see how an intelligent AI assistant could handle real-time communication and eliminate friction across key touchpoints.
1. Automating event inquiries with an AI assistant
Once the assistant was set up in Copilot Studio, the first real-world use case I tested was handling event inquiries. Previously, even a simple “What time does the event start?” could trigger a chain of manual effort – digging up documents, composing replies, and tracking links. It was functional, but far from efficient.
Now, that entire process feels invisible.
When a message lands in the inbox, the assistant gets to work. It interprets what the sender is asking, pulls accurate details from a connected knowledge source, and replies with a clean, well-formatted message – complete with a direct link to register. The interaction is fast, relevant, and, most importantly, consistent.
From the user’s perspective, it feels like someone is always available to help – no delay, no back-and-forth, just answers. And for the team, there’s nothing to do. It’s support without the burden of support.
Autonomous Agent’s instant reply:
2. Sending instant confirmations after registration
The second point of friction I wanted to eliminate was post-registration communication. People often sign up for events and wonder if their submission went through. If a confirmation doesn’t arrive quickly, confidence drops – and so does engagement.
That’s where an intelligent AI assistant steps in again.
When someone submits the registration form, the system completes a follow-up sequence. It recognizes the new entry, pulls the registrant’s details, and assembles a personalized confirmation email—a thank-you note, event logistics, and helpful links are all included. The user needs everything to feel informed and prepared when they sign up.
There’s no need to refresh an inbox or wait for a team member to reply. The assistant ensures that every attendee feels acknowledged in real time.
Conclusion
What began as a simple goal of eliminating the friction in handling event inquiries became a broader exploration into how to develop an AI assistant that works autonomously across multiple touchpoints. Using Microsoft Copilot Studio, I built an AI assistant that responds instantly, communicates clearly, and operates without supervision.
This wasn’t a technical experiment. It was a practical application of an AI assistant where it matters most: delivering better customer experiences with less effort.
The outcome is a scalable, consistent, and always available system – whether you’re managing ten registrations or ten thousand. And this pattern doesn’t stop at events. It can be extended to support tickets, lead qualification, internal requests, and more.
If you’re exploring ways to integrate intelligent automation into your Dynamics 365 environment, contact Confiz at marketing@confiz.com. We help organizations design and implement AI assistants that simplify operations and scale impact.
