How a University Can Use Multiple AI Agents (Built on the Same Brain) to Support Every Corner of Campus
In another recent blog post, we introduced the idea of a knowledge hierarchy—starting with a core foundation of shared knowledge and then layering on audience-specific info to serve different use cases.
Let’s see that idea in action, using a real-world example: a university.
Universities are basically small cities. They have restaurants, housing, campus security, payroll systems, student services, academic advising… You name it. And each of these departments is constantly fielding questions—from prospective students, current students, faculty, staff, and visitors. That’s a lot of knowledge to organize.
With MagicForm.AI, a university can use one shared knowledge base to power multiple AI agents—each one customized for a different audience. This doesn’t just improve the student experience. It also makes life a whole lot easier for the university itself.
Agent #1: The Admissions Guide
Audience: Prospective Students and Families
Primary Tasks:
- Answers questions about the admissions process, deadlines, and required documents
- Shares info on campus culture, student life, and the surrounding town
- Provides details about housing, financial aid, and tuition
Why this agent matters:
First impressions matter. This AI agent acts like a 24/7 digital tour guide, ensuring every prospective student feels welcomed, informed, and excited to apply.
How it benefits the university:
- Captures contact information from prospective students, automatically tagging leads by interest
- Ensures every visitor gets consistent, up-to-date answers—without relying on admissions officers to reply manually
Agent #2: The Academic Advisor for Undergrads
Audience: Enrolled Undergraduate Students
Primary Tasks:
- Helps students plan courses and schedules
- Offers information about prerequisites, majors/minors, and graduation requirements
- Provides deadline reminders for registration and drop/add periods
Why this agent matters:
Undergrad life is chaotic. This AI helps students stay on track, reduces bottlenecks in the advising office, and gives students the confidence to manage their academic journey.
How it benefits the university:
- Reduces advising bottlenecks by answering common questions instantly
- Helps academic departments spot patterns in student needs via Q&A analytics
- Creates a smoother advising workflow that keeps students on track for graduation
Agent #3: The Graduate Guide + TA Coordinator
Audience: Graduate Students
Primary Tasks:
- Assists with course planning, just like the undergrad agent
- Supports Teaching Assistants with questions about grading, policies, and expectations
Why this agent matters:
Grad students wear multiple hats. This agent acknowledges that complexity and supports them both academically and professionally.
How it benefits the university:
- Prevents overload in graduate program offices by routing routine questions to AI
- Standardizes TA onboarding and policies
- Gives graduate students confidence in their dual role as student and teacher
Agent #4: The Work-Study + HR Assistant
Audience: Campus Student Employees
Primary Tasks:
- Explains how work-study jobs work
- Clarifies schedules, HR policies, and time-off rules
- Provides onboarding checklists and steps for new hires
Why this agent matters:
For many students, this is their first job. This agent helps them navigate employment expectations without overwhelming HR staff with repetitive questions.
How it benefits the university:
- Saves HR staff from answering repetitive questions
- Ensures consistent info across departments (especially for decentralized roles)
- Creates a brand-new student work opportunity—where a student employee monitors MagicForm.AI’s responses and updates Q&A pairs to keep the agent accurate and on-message
One Brain, Many Voices
All of these agents share one unified foundation of institutional knowledge—contacts, dates, policies, key definitions—but each one builds on it with specialized information. That’s the beauty of MagicForm.AI’s knowledge hierarchy.
By structuring agents this way, the university keeps information accurate, consistent, and contextual across departments. No duplicated effort. No outdated PDFs buried on forgotten web pages. Just fast, friendly answers for everyone who needs them.
The Bigger Picture: A Win-Win for Any Business
This isn’t just a smart move for universities—it’s a model that any large, complex organization can follow. Think: hospitals, government agencies, Fortune 500 companies. Anywhere you have multiple audiences and a ton of questions, MagicForm.AI’s multi-agent approach keeps things flowing.
If you’re ready to scale your support and streamline your knowledge, you know who to call – Your business, automated smarter with MagicForm.AI.
