Intelligent Chatbot-Based Enterprise Information System for Digital Communication Transformation in Educational Institutions

Abstract

Effective communication between schools and parents is crucial for achieving educational success. However, SMK Kasih Maitreya Selatpanjang faces challenges due to the use of manual and semi-digital methods, such as WhatsApp, which often cause information delays and administrative inefficiencies. This study aims to analyze communication efficiency improvements and design an enterprise system using an intelligent Telegram chatbot integrated with QR codes for attendance and Google Sheets as a database. Using a qualitative case study approach, data were collected from eight key informants (principals, teachers, staff, students, and parents) through semi-structured interviews, observations, and document analysis. Data were analyzed through transcription, thematic coding and triangulation. The system was successfully implemented with two main features: (1) an automated QR Code-based attendance system that improved time efficiency by 95-97% (averaging 1,490 ms per student), and (2) an intelligent chatbot utilizing DeepSeek NLP, capable of understanding natural conversations with an average response time of 20,420 ms and detecting conversational tone. The results show that conventional systems are highly inefficient, whereas users need real-time notifications for attendance, assignments, and financial information, among others. The implemented Telegram chatbot with NLP, QR Code integration, and Google Sheets synchronization improved administrative efficiency, enhanced information transparency, and increased parental participation.