MAHARASHTRA STATE BOARD OF TECHNICAL

EDUCATION

ADMISSION ENQUIRY CHATBOT

A Report submitted

In partial fulfillment for the Degree of

Diploma
in
Computer Engineering
by

1.Ratnadeep Kalshetti
2.Kalpesh Kachole
3.Shreehari Kale
4.Abhishek Kolpe

Pursued in

Department of Computer Engineering

Shreeyash College of Engineering and Technology

(Polytechnic), Chh. Sambhajinagar

2024-25
 CERTIFICATE

This is to certify that the project report entitled Admission Enquiry Chatbot
submitted by Abhishek Kolpe to Shreeyash College of Engineering and
Technology. (Polytechnic), Chh. Sambhajinagar , in partial fulfillment for
the award of the degree of Diploma in Computer Engineering is a bona
fide record of project work carried out by him under our supervision. The
contents of this report, in full or in parts, have not been submitted to any
other Institution for the award of diploma.

Prof. R.B Kshirsagar Prof. A.C Naik Prof. S.S. Khandagale

GUID HOD Principal

iii
 DECLARATION

I declare that this project report titled Admission Enquiry Chatbot

submitted in partial fulfillment of the degree of Diploma In Computer
Engineering is a record of original work carried out by me under the
supervision of Abhishek Kolpe, and has not formed the basis for the award
of any other degree or diploma, in this orany other Institution. In keeping
with the ethical practice in reporting scientific information, due
acknowledgements have been made wherever the findings of others have
been cited.

Abhishek Kolape 2210920128

Date :- 24/04/2025

Place:- Chh.Sambhajinagar

v
 ACKNOWLEDGMENTS
I would like to express my sincere gratitude to everyone who contributed to the
successful completion of this project, Admission Enquiry Chatbot.

Firstly, I extend my deepest appreciation to my project guide, Prof. R.B Kshirsagar,

for his invaluable guidance, constant support, and encouragement throughout the project.
Her expertise and insights have been instrumental in shaping this work.

I am also grateful to our institution and faculty members of the Computer

Engineering Department for providing the necessary resources, knowledge, and motivation
to complete this project effectively.

Lastly, I would like to thank my peers, family, and friends for their unwavering
support and encouragement, which have played a vital role in the successful completion of
this project.

1.Ratnadeep Kalshetti 2210920118

2.Kalpesh Kachole 2210920112
3.Shreehari Kale 2210920116
4.Abhishek Kolape 2210920128

vii
 ABSTRACT

The admission process in educational institutions often involves a high volume of

repetitive queries from prospective students and their guardians. To streamline this
process and enhance user experience, this project presents the development of an
Admission Enquiry Chatbot, an AI-powered virtual assistant designed to provide
instant responses to common admission-related questions.
The chatbot is capable of handling queries regarding course availability, admission
procedures, important dates, eligibility criteria, fee structures, and contact details. By
using a rule-based response system with predefined intents and responses, the chatbot
ensures accurate and consistent information delivery. Its user-friendly interface
allows visitors to interact effortlessly, reducing the workload on administrative staff
and ensuring 24/7 availability of assistance.
This project highlights how chatbot technology can effectively support educational
institutions by automating the enquiry process, improving communication, and
facilitating a smooth admission experience for applicants.

ix
 TABLEOF CONTENTS

DESCRIPTION PAGENUMBER
CERTIFICATE iii
DECLARATION v
ACKNOWLEDGEMENTS vii
ABSTRACT ix
LISTOFFIGURES xiii
LISTOFTABLES xv
ABBREVIATIONS/NOTATIONS/NOMENCLATURE xvii
1. PROJECT OVERVIEW 1
INTRODUCTION 1
SCOPE & OBJECTIVE 2
FEATURES/ MODULES 3
EXISTING SYSTEM 5
2. PROJECT ANALYSIS 10
GANTT CHART 10
PROJECT LIFE CYCLE 11

3. PROJECT DESIGN 15
ER DIAGRAM 16
USE CASE DIAGRAM 16
SEQUENCE DIAGRAM 17
ACTIVITY DIAGRAM 18
CLASS DIAGRAM 18
DATA FLOW DIAGRAM 19
SYSTEM ARCHITECHTURE 19
4. PROJECT CODING 20
Index.html

xiii
 5. SNAPSHOTS 28
PROJECT SNAPSHOTS

6. PROJECT IMPLEMENTATION 30
INTRODUCTION TO TECHNOLOGY 30
PROJECT IMPLEMENTATION TECHNOLOGY 34
FEASIBILITY REPORT 36
7. TESTING 41
TESTING 41
LEVELOF TESTING 44
TEST CASES 51
8. ADVANTAGES AND DISADVANTAGES 61
ADVANTAGE 61
DISADVANTAGE 65
CONCLUSION 67
PROJECT CONCLUSION 67
BIBIIOGRAPHY 68
REFERENCE

xiii
 LIST OF FIGURES

FIGURE TITLE PAGENUMBE

R
1 ER Diagram 14

2 Use Case Diagram 15

3 Sequence diagram 15

4 Class Diagram 16

5 Dataflow Diagram 16

6 System Architechture 17

7 Home page output 26

8 Mobile View output 26

xiii
 LISTOFTABLES

TABLE TITLE PAGENUMBER

1 Gannt Chart 9

.2 Benefits of system 12

3 Manual vs Automated 12

4 Test Case 1 49

5 Test Case 2 49
6 Test Case 3 50
7 Test Case 4 50
8 Test Case 5 50
9 Advantage Summary 63
10 Disadvantage Summary 65

xiii
CHAPTER 1: PROJECT OVERVIEW
1.1 Introduction
With the rapid growth in educational institutions and increasing competition among
them, the admission process has become more dynamic and complex. Every year, thousands
of students seek admission into various programs, and during this period, institutions receive
a large number of queries regarding eligibility, fee structure, important dates, available
courses, document requirements, and more.

Traditionally, these queries are handled manually by the administrative staff through phone
calls, emails, or physical visits. However, these methods are limited in their ability to provide
timely responses, especially when dealing with a high volume of queries. This can lead to
miscommunication, delays, and a poor experience for prospective students.

To overcome these limitations, our project introduces an Admission Enquiry Chatbot, an

AI-based solution capable of handling multiple queries simultaneously with accurate and
instant responses. The chatbot is designed to function 24/7 and provide consistent, up-to-
date information to users, thereby reducing the workload on administrative staff and
improving the efficiency of the admission process.

1.2 Scope and Objectives

Scope

The Admission Enquiry Chatbot is developed specifically for educational institutions to

automate responses to frequently asked questions related to the admission process. It can be
embedded into a website, student portal, or mobile application, making it easily accessible
to students and parents. The system uses predefined intents and responses, allowing it to
answer questions accurately. In the future, it can be expanded to include voice interaction,
multilingual support, and integration with live chat agents for complex queries.

1
Objectives

• To automate the process of handling admission-related queries.

• To improve communication between students and the institution.
• To provide real-time, 24/7 support without human intervention.
• To reduce the pressure on administrative staff during admission seasons.
• To ensure consistent and reliable information dissemination.
• To build a scalable system that can be updated and maintained easily.
• To enhance the user experience with a quick and responsive chatbot interface.

1.3 Features / Modules

The Admission Enquiry Chatbot consists of the following key features and modules:

1. User Chat Interface:

o A clean, responsive interface where users can type their queries.
o Available on the institution's official website or as a standalone portal.
2. Predefined FAQs:
o A list of frequently asked questions with accurate answers.
o Covers queries related to courses offered, eligibility criteria, fees, admission
dates, required documents, hostel facilities, and more.
3. Intent Recognition Engine:
o Uses keyword matching or rule-based logic to understand user input and
match it with relevant answers.
o Can be enhanced using Natural Language Processing (NLP) for better
understanding.
4. Fallback and Help Module:
o If the chatbot does not understand a query, it suggests the closest possible
options or provides a default response guiding the user.
5. Admin Module (Optional/Future Scope):
o Backend interface for admins to update or add new questions and answers
as admission policies change.
2
 6. 24/7 Availability:
o The chatbot runs continuously without breaks, ensuring that students from
different time zones can get answers at any time.
7. Scalability and Maintenance:
o Designed to be easily extendable for additional features like login-based
personalized assistance, analytics dashboard for query tracking, etc.

1.4Existing System
Most educational institutions currently rely on traditional methods for handling admission-
related enquiries:

• Telephone Calls: Staff answer calls manually, which may lead to long waiting
times and inconsistent information.
• Emails: Users send questions via email, but replies can be delayed, especially
during peak seasons.
• Physical Visits: Students or parents visit the campus personally, which is time-
consuming, inconvenient, and not feasible for those living far away.

Drawbacks of the Existing System:

• Limited to working hours and staff availability.

• High chances of human error or inconsistent information.
• Inability to manage a large volume of queries.
• Poor user experience due to delays or missed communication.

Need for Automation:

Given these challenges, it becomes necessary to implement a system that can provide instant,
reliable, and consistent information while reducing the dependency on human resources. A
chatbot is an ideal solution, ensuring better engagement with potential students and
enhancing the institution's reputation in the digital era.

3
CHAPTER 2: PROJECT ANALYSIS
This chapter covers the detailed analysis of the project, including the Gantt Chart, which
represents the project timeline, and the Project Life Cycle, which describes the various
stages of development.

2.1 Gantt Chart

A Gantt Chart is a project management tool that provides Admission Enquiry Chatbot a
visual timeline of tasks, milestones, and deadlines. It helps track progress and ensures that
each phase of the project is completed on time.

2.1.1 Importance of Gantt Chart

• Organizes tasks in a structured manner.

• Defines dependencies between different phases.
• Tracks progress to meet deadlines.
• Helps in resource allocation efficiently.

2.1.2 Gantt Chart for

Below is the Gantt Chart for the Admission Enquiry Chatbot illustrating the timeline for
different phases of development:

Task Week Week Week Week Week Week Week Week

1 2 3 4 5 6 7 8
Requirement ✔ ✔
Analysis
System Design ✔ ✔
Frontend ✔ ✔
Development
Backend ✔ ✔
Development
Database ✔ ✔ ✔
Integration
Testing & ✔ ✔
Debugging
Documentation ✔ ✔

4
 Final Review & ✔ ✔
Submission

2.2 Project Life Cycle

The Project Life Cycle defines the structured phases that guide the development process of
the Admission Enquiry Chatbot from initiation to completion. It ensures that the project is
delivered effectively, on time, and meets the intended objectives. The development of this
project follows the Waterfall Model, where each phase must be completed before the next
begins.

1. Requirement Gathering and Analysis

• Objective: To collect all functional and non-functional requirements of the chatbot

system.
• Activities:
o Meetings with stakeholders to understand the needs of the institution.
o Identification of frequently asked questions related to admission.
o Analyzing existing communication methods and their drawbacks.
• Outcome: A well-documented Software Requirements Specification (SRS)
including all chatbot intents and responses.

2. System Design

• Objective: To design the system architecture, user interface, and data flow.
• Activities:
o Designing the front-end layout (chat interface).
o Creating flow diagrams, data flow diagrams (DFDs), and ER diagrams.
o Finalizing the structure of FAQs and logic for response matching.

5
 • Outcome: A clear blueprint of how the chatbot will function, with defined modules
and interactions.

3. Implementation (Coding)

• Objective: To develop the chatbot according to the design specifications.

• Activities:
o Front-end development using HTML/CSS/JavaScript for the chat UI.
o Back-end development using Python/JavaScript (or chosen language) to
handle chatbot logic.
o Integration of the chatbot with the web page and loading predefined
responses.
• Outcome: A fully functional chatbot capable of interacting with users and
providing responses to admission queries.

4. Testing

• Objective: To ensure that the chatbot works correctly and handles all expected
inputs.
• Activities:
o Unit testing of individual modules.
o Integration testing to check communication between modules.
o System testing to validate overall functionality.
o User acceptance testing with real users to ensure satisfactory performance.
• Outcome: A stable, bug-free chatbot ready for deployment.

5. Deployment

• Objective: To make the chatbot live on the institution's website.

6
 • Activities:
o Hosting the chatbot on a server or cloud platform.
o Linking it with the official website or dedicated webpage.
o Monitoring initial user interactions for performance validation.
• Outcome: The chatbot is accessible to students and parents for real-time admission
enquiries.

6. Maintenance and Updates

• Objective: To ensure continuous performance and incorporate future

enhancements.
• Activities:
o Regular monitoring and fixing of issues reported by users.
o Updating FAQs and responses as admission policies change.
o Adding new features like multilingual support or voice interaction (if
required).
• Outcome: A chatbot that evolves with institutional needs and continues to serve its
purpose efficiently.

Summary of Phases:

Phase Key Deliverable

Requirement Gathering Software Requirements Specification (SRS)
System Design Architecture diagrams, UI mockups
Implementation Functional chatbot system
Testing Verified and validated system
Deployment Live chatbot on institutional platform
Maintenance & Updates Bug fixes, enhancements, content updates

7
CHATPER 3. PROJECT DESIGN
3.1 ER Diagram

Fig 1:- ER diagram

3.2 Use Case Diagram

Fig 2:- Use case diagram

8
3.3 Sequence Diagram

Fig 3:- Sequence diagram

9
3.4 Class Diagram

Fig 4:- Class diagram

10
3.5 DFD

Fig 5:- DFD diagram

3.6 System Architecture

Fig 6:- System Architechture

11
CHAPTER 4 PROJECT CODING
Main Module :-
<!DOCTYPE html>
<html lang="en">

<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width,
initial-scale=1.0">
<meta name="description" content="Healthcare Chatbot:
Your 24/7 personal health assistant for general advice,
symptoms, wellness tips, and more.">
<meta name="keywords" content="Healthcare, Chatbot,
Wellness, Medical Advice, Health Tips, Symptoms">
<meta name="author" content="Your Company Name">
<title>Healthcare Chatbot Assistant</title>

<!-- Linking Google Fonts -->

<link
href="https://fonts.googleapis.com/css2?family=Roboto:wght@
400;700&display=swap" rel="stylesheet">
<!-- Linking Font Awesome for icons -->

12
 <link rel="stylesheet"
href="https://cdnjs.cloudflare.com/ajax/libs/font-
awesome/6.0.0-beta3/css/all.min.css" integrity="sha384-
k6RqeWeci5ZR/Lv4MR0sA0FfDOMP1cgZj4AzGk7DFkZ4yK/u
G6w0B+XoCqzWg4K" crossorigin="anonymous">

<style>
*{
margin: 0;
padding: 0;
box-sizing: border-box;
}

body {
font-family: 'Roboto', sans-serif;
line-height: 1.6;
background-color: #f0f4f8;
color: #333;
}

.container {
width: 100%;
13
 max-width: 1200px;
margin: 0 auto;
padding: 20px;
}

header {
background-color: #2980b9;
color: white;
padding: 20px 0;
text-align: center;
border-radius: 10px;
box-shadow: 0 4px 6px rgba(0, 0, 0, 0.1);
}

header h1 {
margin-bottom: 10px;
font-size: 2.5rem;
}

header nav ul {
14
 list-style: none;
padding: 0;
}

header nav ul li {
display: inline;
margin: 0 20px;
}

header nav ul li a {
color: white;
text-decoration: none;
font-size: 1.1rem;
}

header nav ul li a:hover {

text-decoration: underline;
}

/* Main Section */
15
main {
padding: 40px 0;
}

.intro {
text-align: center;
margin-bottom: 40px;
}

.intro p {
font-size: 1.2rem;
margin-bottom: 20px;
}

.chat-button {
background-color: #2980b9;
color: white;
padding: 15px 30px;
border-radius: 25px;
font-size: 1.2rem;
16
 transition: background-color 0.3s ease;
cursor: pointer;
}

.chat-button:hover {
background-color: #1f6ca8;
}

/* Features Section */
.features {
display: flex;
justify-content: space-around;
margin-bottom: 50px;
}

.feature-item {
text-align: center;
width: 30%;
padding: 20px;
background-color: #fff;
17
 border-radius: 10px;
box-shadow: 0 4px 6px rgba(0, 0, 0, 0.1);
}

.feature-item i {
font-size: 3rem;
margin-bottom: 20px;
color: #2980b9;
}

.feature-item h3 {
font-size: 1.5rem;
margin-bottom: 10px;
}

.feature-item p {
font-size: 1rem;
}

/* About Section */
18
.about {
text-align: center;
margin-bottom: 50px;
}

.about h2 {
font-size: 2rem;
margin-bottom: 20px;
}

.about p {
font-size: 1.1rem;
max-width: 800px;
margin: 0 auto;
}

footer {
text-align: center;
padding: 30px 0;
background-color: #34495e;
19
 color: white;
margin-top: 50px;
}

footer .social-links {
list-style-type: none;
padding: 0;
}

footer .social-links li {
display: inline;
margin: 0 10px;
}

footer .social-links li a {
color: white;
font-size: 1.5rem;
}

footer .social-links li a:hover {

20
 color: #f1c40f;
}

/* Chat Window Styling */

.chat-container {
display: none;
position: fixed;
bottom: 30px;
right: 30px;
width: 300px;
background-color: white;
border-radius: 10px;
box-shadow: 0 0 10px rgba(0, 0, 0, 0.1);
padding: 20px;
z-index: 1000;
}

.chat-header {
font-size: 1.2rem;
font-weight: bold;
21
 margin-bottom: 10px;
display: flex;
justify-content: space-between;
}

.typing-indicator {
display: none;
font-size: 0.9rem;
color: #aaa;
}

#chat-box {
height: 400px;
width: 100%;
border: 1px solid #ddd;
overflow-y: auto;
padding: 10px;
margin-bottom: 20px;
background-color: #fff;
}
22
.message {
margin: 10px 0;
padding: 10px;
border-radius: 10px;
max-width: 80%;
}

.user-message {
background-color: #2980b9;
color: white;
margin-left: auto;
}

.bot-message {
background-color: #ecf0f1;
color: #333;
margin-right: auto;
}

23
#user-input {
padding: 10px;
width: 75%;
border: 1px solid #ddd;
border-radius: 20px;
}

#send-button {
padding: 10px 15px;
background-color: #2980b9;
color: white;
border: none;
border-radius: 20px;
cursor: pointer;
}

#send-button:hover {
background-color: #1f6ca8;
}

24
 </style>
</head>

<body>
<div class="container">
<header>
<h1>Welcome to Your Admission Enquiry
Chatbot</h1>
<nav>
<ul>
<li><a href="#home">Home</a></li>
<li><a href="#features">Features</a></li>
<li><a href="#about">About</a></li>
<li><a href="#" onclick="toggleChat()">Chat
Now</a></li>
</ul>
</nav>
</header>

<main id="home">
<section class="intro">
25
 <p>Your personal Enquiry Chatbot assistant is ready
to help with advice and more. Ask your questions below!</p>
<button class="chat-button"
onclick="toggleChat()"> Start Chat</button>

</section>

<section class="features" id="features">

<h2>Key Features</h2>
<div class="feature-item">
<i class="fas fa-clock"></i>
<h3>24/7 Availability</h3>
<p>Our assistant is available anytime to help you
with Admission-related inquiries.</p>
</div>
<div class="feature-item">
<i class="fas fa-heartbeat"></i>
<h3>Admission Guidance</h3>
<p>Get tips on our collage admission
process.</p>
</div>
<div class="feature-item">
<i class="fas fa-brain"></i>
26
 <h3>Collage Facility</h3>
<p>Get our collage information.</p>
</div>
</section>

<section class="about" id="about">

<h2>About This Chatbot</h2>
<p>Our chatbot is designed to help you with any
Admission-related questions, providing fast and accurate
responses based on reliable sources.</p>
</section>
</main>

<footer>
<p>&copy; 2025 Your Company Name. All rights
reserved.</p>
<ul class="social-links">
<li><a href="#"><i class="fab fa-facebook-
f"></i></a></li>
<li><a href="#"><i class="fab fa-
twitter"></i></a></li>
<li><a href="#"><i class="fab fa-linkedin-
in"></i></a></li>
27
 </ul>
</footer>
</div>

<!-- Chat Window -->

<div id="chat-container" class="chat-container">
<div class="chat-header">
<span>Chat with Assistant</span>
<button onclick="toggleChat()">X</button>
</div>
<div id="chat-box"></div>
<div class="typing-indicator" id="typing-indicator">Bot
is typing...</div>
<input type="text" id="user-input" placeholder="Type
your message..." autofocus />
<button id="send-button">Send</button>
</div>

<script>
// Function to toggle the chat window
function toggleChat() {
28
 const chatContainer = document.getElementById('chat-
container');
chatContainer.style.display =
(chatContainer.style.display === 'none' ||
chatContainer.style.display === '') ? 'block' : 'none';
}

// Get references to DOM elements

const chatBox = document.getElementById('chat-box');
const userInput = document.getElementById('user-input');
const sendButton = document.getElementById('send-
button');
const typingIndicator = document.getElementById('typing-
indicator');

// Function to add a message to the chat box

function addMessage(message, isBot = false) {
const messageDiv = document.createElement('div');
messageDiv.classList.add('message');
messageDiv.classList.add(isBot ? 'bot-message' : 'user-
message');
messageDiv.textContent = message;
chatBox.appendChild(messageDiv);
29
 chatBox.scrollTop = chatBox.scrollHeight; // Always
scroll to the bottom
}

// Function to handle sending the user message

function sendMessage() {
const message = userInput.value.trim();
if (message === "") return;

// Add the user message to the chat box

addMessage(message, false);
userInput.value = ""; // Clear the input field

// Show typing indicator

typingIndicator.style.display = 'block';

// Respond after a slight delay for a smooth user

experience
setTimeout(() => {
const botResponse = getBotResponse(message);
addMessage(botResponse, true);
30
 typingIndicator.style.display = 'none'; // Hide typing
indicator
}, 1000);
}

// Bot response logic

function getBotResponse(message) {
const responses = {
"hello": "Hello! How can I assist you today?",
"hi": "Hi there! How can I help you?",
"how are you": "I'm doing great, thank you! How can I help
you?",
"how much admission fees of polytechnic student": "only
30000 rupees for a student .",
"how much is the admission fee for a polytechnic student":
"The admission fee for a polytechnic student is only 30,000
rupees.",
"how many branches does this college have": "Our college
offers the following branches: Computer, Mechanical,
Electrical, Electronics, and Artificial Intelligence.",
"how can students apply for college admission": "Students
can apply through online application portals provided by the
college or university. Some institutions also accept offline
forms.",

31
 "what documents are required during the admission process":
"You need your 10th and 12th mark sheets, transfer certificate,
passport-size photos, ID proof (like Aadhaar card), and
caste/income certificate if applicable.",
"are scholarships available for college students": "Yes, many
colleges offer scholarships based on merit, financial need, or
categories like EBC (Economically Backward Class).",
"is there a hostel facility available": "Yes, our college provides
separate hostel facilities for boys and girls with all the basic
amenities.",
"what is the minimum eligibility for admission": "The
minimum eligibility is a pass in 10th or 12th standard,
depending on the course, with specific subject requirements for
each branch.",
"is there any entrance exam for admission": "Some courses
may require entrance exams, while others admit students based
on merit or direct admission.",
"when does the admission process start": "The admission
process usually begins in the month of May or June. Exact dates
are announced on the official college website.",
"how can I check my admission status": "You can check your
admission status by logging into the student portal or
contacting the admission office directly.",
"does the college offer placement support": "Yes, the college
has a dedicated placement cell that helps students with
internships and job opportunities.",
"what is the duration of the polytechnic course": "Polytechnic
diploma courses usually last for 3 years.",
32
 "is lateral entry available in this college": "Yes, students with
relevant qualifications (like ITI or 12th science) can apply for
lateral entry into the second year of the course.",
"what is the last date for admission": "The last date for
admission is usually updated on the college website. It typically
falls between July and August.",
"how can I contact the admission office": "You can contact the
admission office via phone, email, or by visiting the college
during working hours.",
"what are the college timings": "The college usually operates
from 9:00 AM to 4:00 PM, Monday to Saturday.",
"does the college have a dress code": "Yes, students are
required to follow a dress code or wear the prescribed uniform
depending on the course.",
"is there any entrance exam for diploma courses": "Some
government colleges may conduct entrance exams, while many
private colleges offer direct admission based on 10th marks.",
"can I change my branch after admission": "Branch change
may be allowed based on academic performance and seat
availability after the first year.",
"is there any age limit for admission": "Most diploma
programs do not have a strict age limit, but students must meet
basic educational requirements.",
"does the college provide transport facilities": "Yes, the
college provides bus/transport facilities for students coming
from nearby towns and villages.",

33
 "is there a scholarship for girls": "Yes, scholarships are
available for girl students under government and private
schemes.",
"can students from other states apply": "Yes, students from all
states in India are eligible to apply, provided they meet the
course requirements.",
"is the college recognized by AICTE": "Yes, our college is
approved by AICTE (All India Council for Technical
Education).",
"what are the career options after completing a diploma":
"After completing a diploma, students can pursue jobs in the
industry or continue higher education like B.Tech via lateral
entry.",
"does the college offer industrial training": "Yes, the college
provides industrial training and internships in the final year to
prepare students for real-world experience.",
"what is the medium of instruction": "The medium of
instruction is primarily English, but some support in local
language may be available.",
"how are internal exams and assessments conducted":
"Students are assessed through internal tests, lab work,
assignments, and semester-end exams.",
"does the college offer B.Tech after diploma": "Yes, diploma
holders can apply for B.Tech via lateral entry into the second
year, depending on the college’s offerings.",
"is there any entrance test for lateral entry": "Yes, some states
or colleges require an entrance exam for lateral entry into
engineering programs.",
34
 "can I apply for more than one branch": "Yes, you can apply
for multiple branches during admission, depending on seat
availability.",
"is there any admission form fee": "Yes, there is usually a
small non-refundable application form fee ranging from ₹100 to
₹500.",
"how many students are admitted per branch": "Each branch
typically admits 60 students per academic year, though this may
vary by college.",
"what facilities are available on campus": "Campus facilities
include labs, library, canteen, Wi-Fi, hostel, transport, and
sports areas.",
"is Wi-Fi available in the college": "Yes, students have access
to free campus Wi-Fi with restricted usage for academic
purposes.",
"is there a library in the college": "Yes, our college has a well-
equipped library with academic books, journals, and digital
resources.",
"does the college organize cultural events": "Yes, we host
annual cultural fests, tech fests, and various student events
throughout the year.",
"is attendance compulsory": "Yes, students must maintain a
minimum of 75% attendance to be eligible for exams.",
"how are practicals conducted": "Practicals are held regularly
in well-equipped labs under the supervision of experienced
faculty.",

35
 "is there a ragging policy": "Ragging is strictly prohibited on
campus. The college follows anti-ragging guidelines set by
UGC.",
"does the college provide medical facilities": "Yes, there is a
first-aid center on campus and tie-ups with nearby hospitals for
emergencies.",
"can I pay fees in installments": "Yes, the college allows
students to pay tuition fees in easy installments with prior
approval.",
"what are the exam and result dates": "Semester exams are
usually held twice a year, and results are published within 30–
45 days.",
"are parent meetings conducted": "Yes, regular parent-teacher
meetings are organized to discuss student progress.",
"is there a sports ground or gym": "Yes, the college has a
playground for sports and a gym facility for students' fitness.",
"can I take a break or gap year after admission": "Yes, but you
must submit a formal application and provide a valid reason
with supporting documents.",
"are there any language or communication classes": "Yes,
English communication and soft skills training are part of the
curriculum.",
"what is the class schedule like": "Classes usually run from
9:00 AM to 4:00 PM, with breaks for lunch and labs.",
"how experienced is the faculty": "Our faculty members are
well-qualified and have industry as well as teaching
experience.",

36
 "does the college provide study material": "Yes, the faculty
provides notes, e-learning resources, and references to books in
the library.",
"can students participate in technical competitions": "Yes,
students are encouraged to take part in hackathons, paper
presentations, and tech expos.",
"are industrial visits organized": "Yes, the college organizes
industrial visits and field trips for practical exposure.",
"how many semesters are in the diploma course": "There are 6
semesters in a 3-year diploma course, with exams at the end of
each semester.",
"is there a student grievance redressal system": "Yes, we have
a dedicated cell for addressing student complaints and
feedback.",
"is food provided in the hostel": "Yes, hostel mess provides
hygienic meals and snacks to students living on campus.",
"can I get admission through management quota": "Yes, a
limited number of seats are available under the management
quota.",
"are there any extra-curricular activities": "Yes, we offer NSS,
sports, cultural clubs, debate teams, and more for all-round
development.",
"how can I apply for a scholarship": "You can apply through
the college or government scholarship portal with required
documents.",
"how much is the hostel fee": "Hostel fees vary, but it usually
ranges between ₹20,000 to ₹30,000 per year, including food.",

37
 "can students use laptops in class": "Yes, laptops are allowed
for academic purposes with prior approval from the
department.",
"how is the placement record of the college": "We have a
strong placement record, with top recruiters visiting campus
every year.",
"is the diploma valid for government jobs": "Yes, our AICTE-
approved diploma is valid for both private and government
sector jobs.",
"can students do part-time jobs while studying": "It depends
on the college rules and schedule, but many students work part-
time off-campus.",
"does the college have alumni support": "Yes, we have a
growing alumni network that helps current students with
mentoring and referrals.",
"what is the refund policy for fees": "Fee refunds are subject
to college policies and typically depend on the time of
withdrawal.",
"can international students apply": "Yes, international
students can apply, provided they meet eligibility and visa
requirements.",
"does the college help with education loans": "Yes, we provide
support documents and guidance for students applying for bank
education loans.",
"is uniform mandatory": "Yes, uniforms are mandatory for
certain departments and during practical sessions."
};

38
 return responses[message.toLowerCase()] || "I'm sorry,
I didn't understand that. Can you please clarify?";
}

// Event listeners
sendButton.addEventListener('click', sendMessage);
userInput.addEventListener('keydown', (event) => {
if (event.key === 'Enter') {
sendMessage();
}
});
</script>
</body>

</html>

39
CHAPTER 5 :SNAPSHOTS

Fig7: Home page with chatbot

Fig8: home page without chatbot

40
Fig 9: Mobile View 1

Fig 10: Mobile view 2

41
CHAPTER 6: PROJECT IMPLEMENTATION
This section will provide a comprehensive understanding of the entire process of
implementing your Admission Enquiry Chatbot, from the technologies chosen to the way
everything fits together.

6.1 Introduction to Technology

In this part, you introduce the key technologies and tools you’ve selected to develop your
chatbot and explain their roles in the project. Be sure to cover both the front-end (how users
interact with the system) and back-end (how the system processes and responds to queries)
technologies.

Front-End Technologies:

1. HTML: This is used to build the structure of your web page, including the form
elements (input fields, buttons, and message display areas for the chatbot).
o You’ll use basic HTML tags like <div>, <input>, <button>, and
<textarea> to organize and display the chatbot UI.
2. CSS: This will handle the styling, ensuring the chatbot looks visually appealing and
user-friendly. You’ll use CSS for:
o Defining the layout (e.g., a floating chatbox in the bottom corner of the page).
o Making the chatbot responsive (ensuring it works well on both desktops and
mobile devices).
o Animations for chat bubbles and smooth transitions to enhance user
experience.
3. JavaScript: JavaScript (or jQuery, if you prefer) will manage the dynamic aspects
of the chatbot. For example:
o Capturing the user input when they type a question.
o Sending that input to the backend (server).
o Displaying the bot’s response in real time.
o Managing the flow of conversation, such as clearing the chat history or
showing loading indicators.

42
Back-End Technologies:

1. Python (Flask/Django):
o Flask: If you are using Flask, it's a lightweight web framework that will
allow you to build a simple API for the chatbot. It will process user queries,
send responses, and manage interactions with the database.
o Django: If using Django, it's a more feature-rich framework that could
provide additional tools for handling user authentication, more complex data
handling, and templating.
2. Natural Language Processing (NLP):
o If you want your chatbot to go beyond predefined responses, you could
integrate an NLP library, such as:
▪ spaCy: A fast and efficient library for NLP tasks.
▪ NLTK: A toolkit for working with human language data.
▪ Rasa: A framework for building contextual chatbots using machine
learning and natural language understanding (NLU).
o These libraries can help parse and understand user input, allowing your
chatbot to respond intelligently to questions.
3. Database:
o Depending on the complexity of your chatbot, you might store conversation
logs, user queries, or even responses in a database. This can help improve the
chatbot by learning from past interactions.
o SQL (MySQL/PostgreSQL) or NoSQL (MongoDB/Firebase) can be used
to store user interaction data and the bot’s responses.

Deployment:

1. Hosting: Once the chatbot is developed, you need a place to deploy it. You could
use platforms like:
o Heroku: A cloud platform that allows easy deployment of Python
applications.
o AWS EC2: A more scalable option that provides virtual machines for
hosting the application.

43
 o Firebase Hosting: A good option for front-end hosting if you’re using
Firebase for database and authentication.

6.2 Project Implementation Technology

In this section, you’ll dive into the details of how each technology works together to form
the chatbot. You will explain the architecture of the system, how the frontend interacts with
the backend, and how data flows through the system.

System Architecture

• User Interface (UI): The user interacts with the chatbot interface, which is built
using HTML, CSS, and JavaScript. The UI allows users to type questions into the
input field and click "Send" to submit them.
• Front-End Interaction: JavaScript manages user interactions. When the user
submits a question, JavaScript will send the query to the server (back-end) via an
AJAX request or Fetch API.
• Back-End Processing: The backend server (e.g., Flask or Django) will receive the
query. If you're using predefined responses, the backend will search through a list or
database of common questions and answers.
o If AI/NLP is used: The backend will send the user’s query to an NLP model
(e.g., Rasa or spaCy), which processes it and determines the most appropriate
response based on the context.
• Response Generation: The backend generates a response and sends it back to the
frontend.
• Display Response: JavaScript will then display the response in the chat interface,
either as a static text message or dynamically loaded elements.

Chatbot Flow:

1. The chatbot listens for user input (e.g., question about the admission process).
2. The user input is sent to the backend server for processing.
3. The backend either:
o Searches a predefined set of responses.
44
 o Uses NLP to understand the question and generate an appropriate answer.
4. The chatbot sends the answer back to the front-end.
5. The front-end updates the chat with the response.

6.3 Feasibility Report

A Feasibility Report assesses how practical your project is in terms of technical,

operational, and economic aspects. This ensures that the project is not only theoretically
sound but also implementable and sustainable.

6.3.1 Technical Feasibility

• Technology Stack Suitability: The tools you have chosen (e.g., Flask, Python,
JavaScript, NLP libraries) should be well-suited to the task at hand. Flask is
lightweight and easy to scale, while Python has robust support for handling natural
language queries.
• Skills & Resources: Consider whether you have the required skills to work with
these technologies, or if you need additional learning resources. Flask is relatively
easy for beginners, while advanced NLP systems may require more expertise.
• Scalability: If your project grows, can it handle more users or more complex queries?
Will the technology stack (Flask, Python) scale well as user demand increases?

6.3.2 Operational Feasibility

• User Experience: Is the chatbot easy to use and understand? Will students and
applicants find the interface intuitive? How well does it provide relevant information
regarding admissions?
• Support for Multiple Queries: Does the system handle multiple user queries
simultaneously? If you're using an API or database, consider how it will handle many
requests at once.

Maintenance: How easy is it to update the chatbot’s responses or add new questions? For
example, adding new admission-related FAQs might need an easy-to-update interface.

45
6.3.3 Economic Feasibility

• Cost of Development: What are the costs involved in developing the chatbot? This
could include:
o Hosting: Monthly fees for platforms like Heroku or AWS.
o Third-Party APIs: Some APIs may have usage costs (for example, Google
Cloud NLP API).
o Development Tools: Some frameworks and libraries are free, while others
(e.g., some AI tools) may require a subscription.
• Implementation Costs:
o Will the chatbot save money for the institution by automating responses to
frequently asked questions?
o Does it reduce the burden on human staff for answering common admission
queries?
• ROI (Return on Investment):
o While developing the chatbot, it is important to estimate how much time and
effort it will save for both prospective students and administrative staff.
o If the chatbot reduces the workload of the admissions team, it will be a
significant return on investment.

46
CHAPTER 7: TESTING

Testing ensures that the chatbot functions as expected, providing accurate responses and
handling all possible inputs from users. A structured approach to testing is necessary to
ensure that both functional and non-functional requirements are met.

7.1 Level of Testing

Each level of testing is important to ensure the reliability and robustness of the system.

Testing Level Description Objective

Unit Testing Tests individual functions or Verify that each function
components (e.g., backend logic, behaves as expected in
input validation). isolation.
Integration Tests how different parts of the Ensure that different
Testing system (e.g., backend and frontend) components interact
work together. correctly.
System Testing Tests the complete chatbot system Ensure the entire system
from the frontend to the backend. functions as expected when
deployed.
User Acceptance Real users interact with the system Validate that the chatbot
Testing (UAT) to test its usability and meets user needs and
functionality. expectations.

47
7.2 Test Cases

Test cases are essential for validating the functionality of the chatbot. Below are several
categories of test cases that can be used to verify the performance and accuracy of the
chatbot.

7.2.1 Functional Test Cases

Functional test cases verify that the chatbot provides the correct responses to user queries.

Test Test Scenario Input Expected Output Pass Criteria

Case
ID
TC1 Query about “What is the A detailed Correct step-by-
Admission admission process?” explanation of the step process
Process admission process provided.
steps.
TC2 Query about “What are the The chatbot Accurate and
Eligibility eligibility criteria for provides the up-to-date
Criteria the Computer Science eligibility criteria criteria listed.
program?” for the program.
TC3 Query about “What is the last date The chatbot Deadline is
Deadlines to apply for provides the correct correct and
admission?” application matches the
deadline. official date.
TC4 Query about “What is the fee for The chatbot Correct and
Course Fees the B.Tech provides the fee updated fee
program?” structure for the structure given.
B.Tech program.

7.2.2 Non-Functional Test Cases

Non-functional test cases are focused on the performance, usability, and reliability of the
chatbot system.

48
 Test Test Scenario Input Expected Pass Criteria
Case Output
ID
TC5 Response Time Any valid user The chatbot Response time is
query should respond within the
within 2 seconds. acceptable 2-second
limit.
TC6 System Load Simulate 100 System should System handles 100
Handling simultaneous handle multiple simultaneous
user queries requests without queries without
crashing. failure.
TC7 UI User accesses The chatbot UI UI is mobile-
Responsiveness chatbot on adjusts correctly responsive and
on Mobile mobile device to mobile readable.
screens.

7.2.3 Edge Case Test Cases

Edge case test cases test how the chatbot handles unexpected or unusual inputs.

Test Test Input Expected Output Pass Criteria

Case Scenario
ID
TC8 Invalid “Blah blah blah” The chatbot should The chatbot
Input provide an error responds politely,
Handling message. asking for a valid
query.
TC9 Multiple “What is the The chatbot should The chatbot
Queries in admission deadline answer both handles multiple
One Input and what are the questions separately queries
fees for the B.Tech or ask the user to appropriately.
program?” specify.

7.2.4 Usability Test Cases

49
Usability test cases test how easy it is for users to interact with the chatbot.

Test Test Input Expected Output Pass Criteria

Case Scenario
ID
TC10 Easy Any valid The user should be able The chatbot provides
Navigation user query to easily navigate the clear options and
conversation flow. easy navigation.
TC11 Visual User The text should be UI is aesthetically
Appearance interacts legible, and the chatbot clear and adapts to
with chatbot should adjust to different different screen
UI screen sizes. sizes.

7.3 Test Execution and Results

Once you’ve defined your test cases, the next step is executing them and recording the
results. Below is a template to help track test execution.

Test Test Scenario Execution Executed Status Remarks

Case Date By
ID
TC1 Query about [Date] [Tester Pass Test passed with
Admission Name] correct result.
Process
TC2 Query about [Date] [Tester Fail The response was
Eligibility Criteria Name] outdated.
TC5 Response Time [Date] [Tester Pass Response time was
Name] within limits.
TC8 Invalid Input [Date] [Tester Pass Error message
Handling Name] displayed
correctly.

50
7.4 Performance Testing (Load Testing)

Load testing ensures that the chatbot can handle multiple users concurrently without
issues.

Test Test Load Expected Output Pass Criteria

Case Scenario
ID
TC12 System 50 System should System handles 50
Load simultaneous process all queries concurrent queries
Handling queries without crashing. without performance
degradation.
TC13 System 100 System should No system failures or
Load simultaneous process all queries performance bottlenecks
Handling queries efficiently. during load.

7.5 Tools and Methods Used for Testing

Testing Type Tool/Method Purpose

Used
Unit Testing pytest, unittest Test individual components, backend logic, and
(Python) responses.
Integration Postman, Test API endpoints and ensure proper
Testing Insomnia communication between frontend and backend.
System Selenium, Automate full system tests on the chatbot UI.
Testing Cypress
Load Testing JMeter, Gatling Simulate user traffic and test system scalability.

51
CHAPTER 8: ADVANTAGES AND
DISADVANTAGES
8.1 Advantages
The implementation of an Admission Enquiry Chatbot offers several significant advantages
that can transform the way educational institutions handle student queries and streamline the
admission process. Below is a detailed explanation of the benefits:

1. 24/7 Availability

The chatbot can operate continuously without the constraints of working hours. This ensures
that students can get assistance anytime, including weekends and holidays, which
significantly enhances accessibility and user convenience.

2. Instantaneous Response

Unlike human operators, chatbots respond instantly to queries. This eliminates waiting times
and increases user satisfaction, especially during peak admission periods when query
volumes are high.

3. Reduces Staff Workload

By automating responses to frequently asked questions, the chatbot frees up time for
administrative staff. This allows them to focus on more complex and critical tasks,
improving overall operational efficiency.

4. Cost-Effective Solution

The chatbot minimizes the need for hiring and training customer support teams. Once
deployed, it requires minimal maintenance and provides long-term savings by reducing
human resource dependency.

5. Consistency in Information

52
Every user receives the same standardized response to a specific query, ensuring accuracy
and eliminating the possibility of misinformation, which is critical in the context of
admissions.

6. Scalability

The chatbot can handle thousands of queries simultaneously without any degradation in
performance, unlike human staff who are limited in the number of interactions they can
manage at once.

7. Multilingual Support (Optional Feature)

The chatbot can be programmed to understand and respond in multiple languages, making it
accessible to a broader demographic of students, especially in a diverse country like India.

8. Data Collection and Analytics

The chatbot can collect user interaction data, such as the most frequently asked questions,
time of activity, and user behavior. This data can be analyzed to improve the admission
process and refine chatbot functionality.

9. Improved User Engagement

An interactive interface keeps users engaged and encourages them to explore more options
or features available on the institution's website.

Tabular Summary of Advantages

Advantage Explanation
24/7 Availability Always accessible, even outside office hours
Instant Response Eliminates wait time and increases efficiency
Reduced Staff Automates repetitive tasks and frees up human resources
Workload

53
 Cost-effective Reduces expenses on customer support
Consistent Responses Ensures all users get the same accurate information
Scalable Handles multiple queries concurrently without performance
issues
Multilingual Support Reaches a broader audience with language diversity
Data Analytics Enables insights for process improvement and user behavior
understanding
Better Engagement Makes the user experience more interactive and satisfying

8.2 Disadvantages

Despite the numerous advantages, Admission Enquiry Chatbots have certain limitations.
These drawbacks can affect performance and user satisfaction if not addressed properly.

1. Limited Understanding of Complex Queries

Chatbots typically work on keyword recognition and predefined patterns. If a query is

phrased unusually or contains multiple parts, the chatbot may fail to understand and respond
appropriately.

2. Lack of Human Empathy

While chatbots are efficient, they cannot replicate human emotions or empathy. This may
make users feel disconnected, especially when dealing with stressful or sensitive admission
scenarios.

3. Requires Regular Updates

The admission process may undergo changes like updated deadlines, new courses, or revised
fee structures. The chatbot database must be updated regularly to remain relevant and
accurate.

4. Privacy and Security Concerns

54
If not implemented with proper security protocols, there is a risk of data leaks or misuse of
sensitive user information, such as contact numbers or email addresses.

5. Technical Glitches

Like any software system, chatbots may encounter bugs or unexpected failures. Such issues
can hinder user experience and cause frustration during critical times like admission
deadlines.

6. Over-Reliance on Technology

Overdependence on the chatbot may lead institutions to reduce human interactions. This can
negatively impact users who prefer personal assistance or who are not tech-savvy.

7. No Real-Time Escalation (Unless Integrated)

Most basic chatbots lack a feature for escalating the conversation to a human agent in real-
time, which may leave complex queries unresolved.

Tabular Summary of Disadvantages

Disadvantage Explanation
Limited Query May not handle unusual or complex questions effectively
Understanding
No Emotional Intelligence Cannot empathize or handle emotional situations
Requires Constant Updates Needs regular content updates to remain accurate
Security Risks Data privacy must be ensured to prevent breaches
Technical Failures May experience bugs or crashes
Reduces Human Might alienate users who prefer talking to people
Interaction
Lacks Escalation Option Cannot pass unresolved queries to a human unless
designed to do so

55
CONCLUSION
The development and implementation of the Admission Enquiry Chatbot mark a
significant step towards digitizing and streamlining the admission-related communication
process within educational institutions. In an era where quick access to information and
instant responses are not just preferred but expected, this project provides a practical solution
that addresses these modern-day requirements effectively.

Throughout the course of this project, we identified the major challenges faced by
institutions during the admission cycle—such as handling repetitive queries, managing large
volumes of enquiries, and ensuring 24/7 availability of accurate information. The chatbot
system developed provides a cost-effective and reliable method to overcome these
challenges by automating frequently asked questions and interacting with users in real-time
through a conversational interface.

The project utilized fundamental web technologies such as HTML, CSS, and JavaScript,
along with logic scripting to design an interactive and user-friendly chatbot interface. It was
integrated with a set of predefined responses and logic that mimics human conversation to
ensure ease of use and seamless interaction. This not only enhances the experience for
prospective students but also reduces the workload of administrative staff.

Various phases of development—ranging from requirement gathering, feasibility analysis,

implementation, and testing—were carried out systematically to ensure that the chatbot
performs accurately and efficiently. The testing results confirmed that the system meets the
required standards and performs well under different scenarios.

While the system has several advantages—such as instant response time, 24/7 availability,
and scalability—it is not without limitations. Some of the notable drawbacks include limited
understanding of complex queries and lack of emotional intelligence. However, these can be
addressed in future iterations by integrating natural language processing (NLP), machine
learning, and live chat escalation features.

56
BIBLIOGRAPHY

A. Books & Academic References

1. Stuart Russell, Peter Norvig – Artificial Intelligence: A Modern Approach, Pearson

Education.
2. Ian Sommerville – Software Engineering, 10th Edition, Pearson.
3. Rajeev Mathur – Fundamentals of Web Technology, Laxmi Publications.
4. Rashid Khan – Build Better Chatbots, Apress.
5. E. Balagurusamy – Programming with Java, McGraw-Hill Education.

B. Websites & Online Documentation

1. W3Schools – https://www.w3schools.com
(Used for HTML, CSS, JavaScript fundamentals and examples.)
2. MDN Web Docs – https://developer.mozilla.org
(Referenced for JavaScript APIs and web development best practices.)
3. Geeks for Geeks – https://www.geeksforgeeks.org
(Consulted for Python scripts, chatbot logic, and web integration techniques.)
4. OpenAI – https://www.openai.com
(Explored to understand GPT-based models and chatbot logic.)
5. Towards Data Science (Medium) – https://towardsdatascience.com
(Articles on AI, NLP, and chatbot development approaches.)

C. Tools & Software Platforms

1. Visual Studio Code – Source-code editor used for front-end and back-end
development.
2. XAMPP – Localhost server used for testing PHP and MySQL connectivity.
3. MySQL Workbench – Database design and management.
4. Google Chrome DevTools – Used for live debugging and performance analysis.
5. Draw.io / Diagrams.net – Used for drawing flowcharts and system architecture.

D. Community Support & Forums

1. Stack Overflow – https://stackoverflow.com

(For resolving coding and configuration issues.)
2. Reddit: r/webdev & r/learnprogramming
(Insights and shared experiences related to chatbot building.)

E. Project & Code Repositories

1. GitHub – https://github.com
(Sample projects and boilerplate code for chatbot front-end UI and Python logic.)
2. CodePen & JSFiddle – (Used to prototype and test HTML/CSS code snippets.)
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