Digital Twin User Guide
Welcome to Your AI Assistant
The Digital Twin is an intelligent, AI-powered assistant designed to help you access organizational knowledge, answer common questions, and provide guidance on business processes - available 24/7 in both English and French.
What is the Digital Twin?
The Digital Twin is a custom AI chatbot built specifically for SDECB. Think of it as a knowledgeable colleague who:
- Knows your organization’s processes - Built from interviews with all staff members
- Available 24/7 - Instant answers any time, even when staff are unavailable
- Speaks both languages - Seamlessly handles French and English queries
- Never forgets - Preserves institutional knowledge that might otherwise be lost
- Amplifies your expertise - Handles repetitive questions so you can focus on strategic work
The Digital Twin doesn’t replace human judgment - it amplifies human capabilities by handling routine inquiries and freeing up staff time for meaningful client interactions.
What Can You Do With the Digital Twin?
###For Business Advisors
Reduce repetitive questions - Let your Digital Twin handle the same client questions you answer 40% of the time:
- “What services does SDECB offer?”
- “Am I eligible for business advisory services?”
- “How do I apply for funding?”
- “What documents do I need for business registration?”
24/7 client support - Your clients can get instant answers even when you’re unavailable, improving service quality and response times.
Bilingual consistency - Ensure accurate responses in both French and English without translation burden.
For Program Managers
Quick process lookups - Instant access to organizational procedures without digging through files or asking colleagues.
Onboarding support - New staff can quickly learn processes and institutional knowledge.
Decision support - Get guidance on eligibility criteria, program requirements, and procedural questions.
For Leadership
Knowledge preservation - Capture expertise from experienced staff members before it’s lost to turnover.
Service consistency - Ensure all clients receive accurate, standardized information regardless of who they contact.
Data insights - Track common questions to identify gaps in documentation or service delivery.
Getting Started
Step 1: Access the Digital Twin
- Open your web browser
- Navigate to the Digital Twin URL (provided by your IT administrator)
- You’ll see a clean chat interface with a welcome message
No login required for basic use - the Digital Twin is designed for easy, immediate access.
Step 2: Ask Your First Question
Simply type your question in the chat box at the bottom of the screen and press Enter (or click Send).
Example first questions:
- “What services does SDECB offer?”
- “How can I help a client apply for business funding?”
- “What’s the process for employability program enrollment?”
Step 3: Review the Response
The Digital Twin will respond within seconds with:
- A clear, direct answer to your question
- Relevant context and details
- Suggestions for follow-up questions if applicable
Step 4: Continue the Conversation
You can ask follow-up questions naturally - the Digital Twin remembers the context of your conversation.
Common Tasks
Task: You need information about SDECB’s business services for a client.
Steps:
- Ask: “What business advisory services are available?”
- Review the comprehensive list provided
- Follow up with specific questions: “Who is eligible for business coaching?”
- Get detailed eligibility criteria and next steps
Result: Complete information ready to share with your client, saving 10-15 minutes of research time.
How to Look Up Program Eligibility
Task: A client wants to know if they qualify for an employability program.
Steps:
- Ask: “What are the eligibility requirements for employability programs?”
- Review the criteria provided
- Ask follow-up: “What documents does a client need to provide?”
- Get the complete checklist
Result: Instant eligibility guidance without searching through multiple documents or asking colleagues.
How to Find Process Documentation
Task: You’re unsure about the correct procedure for a grant application.
Steps:
- Ask: “What’s the process for helping a client apply for a grant?”
- Get step-by-step guidance
- Ask: “What supporting documents are required?”
- Receive detailed document checklist
Result: Complete procedural clarity in under a minute.
How to Get Bilingual Support
Task: You need to provide information in French to a francophone client.
Steps:
- Ask your question in English: “What are the business registration requirements?”
- Review the English response
- Ask: “Can you provide that in French?” or simply switch to asking in French
- Get the same information in fluent, culturally appropriate French
Alternative: Ask your question directly in French and receive a French response immediately.
Result: Instant, accurate bilingual support without waiting for translation services.
How to Prepare for Client Meetings
Task: You have a meeting with a new client in 15 minutes and need to refresh your knowledge.
Steps:
- Ask: “Give me an overview of services for a new francophone entrepreneur”
- Review the comprehensive summary
- Ask: “What are the most common first steps we recommend?”
- Get actionable client guidance
- Ask: “What questions should I ask during intake?”
- Receive a suggested question framework
Result: Confident, well-prepared meeting with consistent service delivery.
Tips and Best Practices
Crafting Effective Questions
Be specific but natural:
- Good: “What documents does a client need for business registration in BC?”
- Less effective: “Documents?”
Ask follow-up questions:
- The Digital Twin maintains conversation context
- Build on previous answers with “Tell me more about…” or “What about…”
Use either language comfortably:
- Ask in French, get French responses
- Ask in English, get English responses
- Mix languages if needed - the Digital Twin adapts
Getting the Most Value
Use for routine questions first:
- Client eligibility inquiries
- Process documentation lookups
- Service descriptions
- Document checklists
Escalate complex cases to humans:
- Sensitive client situations
- Policy exceptions
- Strategic decisions
- Nuanced judgment calls
Provide feedback:
- If an answer seems incorrect, verify with a colleague and report it
- Suggest improvements to help the Digital Twin learn
Success Stories
Matthieu’s Time Savings
Before Digital Twin:
- Spent 40% of time answering repetitive client questions
- Same inquiries about eligibility, services, process steps
- 15-20 hours per week on routine FAQs
After Digital Twin:
- Clients get instant answers 24/7
- Matthieu focuses on strategic advisory work
- Estimated 15+ hours per week saved
- Improved client satisfaction with faster response times
Sarah’s Translation Relief
Before Digital Twin:
- 6-8 hours per week on translation requests
- Email and document translation burden
- Delayed responses to francophone clients
After Digital Twin:
- Instant bilingual responses
- No translation wait time
- Consistent French-language quality
- 6-8 hours per week reclaimed
The Digital Twin amplifies human expertise - it doesn’t replace it. Use this tool to handle routine questions so you can focus on what you do best: providing thoughtful, personalized service to SDECB clients.
Last Updated: January 2026