Overview
AI Tutor is your Learners' on-demand study partner, built directly into your LightSpeed VT system. It answers questions, explains course concepts, guides Learners to the right training, and stays aligned with your brand and content.
Unlike a generic chatbot, AI Tutor uses retrieval-augmented generation (RAG) to ground its answers in your organization's approved content. LightSpeed VT automatically indexes your published courseware, including video transcripts, along with any supplemental documents you choose to provide. When a Learner asks a question, AI Tutor retrieves relevant information from this private knowledge base and uses it as context to generate an answer, rather than relying solely on the general knowledge of the AI model.
Each AI Tutor instance is fully isolated within your private labeled system, keeping your data, content, and Tutor experience securely within your environment.
Beta Notice: AI Tutor is currently in beta mode for testing. This means there's a slightly higher chance of running into a bug or issue, and we ask that you please be patient as we work to correct those.
Why It Matters
AI Tutor helps you:
- Increase course completion with instant, in-platform answers
- Reduce support tickets by resolving common questions automatically
- Reinforce learning with clear, contextual explanations
- Strengthen your brand with a fully themed AI experience that supports your training goals around the clock, without adding work to your team.
Enabling AI Tutor
Navigate to System Management → AI Settings (top navigation bar), then go to the Preferences section.
If the AI Tutor toggle is off, switch it on to activate it.
Important: Enabling AI Tutor activates it across all locations by default. Before going live for all users, we recommend the following staged approach:
- Enable the toggle to turn AI Tutor on
- Navigate to the newly surfaced AI Tutor section in the left sidebar
- Go to Settings and change the Location selection to your main admin location only
This lets you configure the Tutor and review the content available to its knowledge base before making it available to all Learners.
Configuration
Once enabled, select AI Tutor → Settings to configure the experience.
Display Settings
| Setting | Description |
|---|---|
| Display Name | The name shown to Learners in the chat interface (e.g., "Alex", "Your Training Assistant") |
| Chat Greeting | The first message Learners see when they open the chat |
| Profile Image | The avatar shown in the chat window. Defaults to a robot icon. Replace it with any 160×160px image to match your brand |
Locations
Control where the AI Tutor is available by selecting specific locations or keeping it available at all locations (default).
Note: AI Tutor is available on all pages of your LSVT system except the testing area of the Training Center. Learners cannot access the Tutor while taking a test.
Moving the Chat Widget
The AI Tutor widget is draggable. If it's blocking content on the screen, Learners can click and drag it to any position on the page.
Files & Data Sources
This section controls what the AI Tutor knows and can reference when answering questions.
Default Knowledge Base: Your Published Courseware
By default, AI Tutor automatically indexes all active Courses that contain both a video and a transcript (caption file), making that content available to the Tutor's private knowledge base. No manual setup is required.
At this time, custom page content and downloadable chapters are not included in this automatic indexing — though you can still add that content to the Tutor manually.
Excluding a Course from AI Tutor: If you'd rather a specific Course not be included in the AI Tutor's knowledge base, go to Courseware Manager, open the Course for editing, and use the new toggle under the Rules section to exclude it from the Tutor. Excluding a Course excludes all of its Chapters as well.
Adding Custom Files
You can expand the Tutor's knowledge base by uploading additional files. Supported upload methods:
- OneDrive (available now)
- Dropbox (available now)
- Google Drive (coming soon)
- Box (coming soon)
- Upload from your device — one or more files at a time
Supported file formats: PDF, DOCX, PPTX, CSV, XLSX, MD, HTML, TXT, VTT, SRT
File size limit: Up to 10 MB per file
Once uploaded, the document is processed and indexed, typically within a few minutes. The Tutor can then reference its contents when answering Learner questions.
Coming Soon: Adding specific website URLs to the Tutor's knowledge base will be available in a future update.
Chat History
The Chat History section gives you a log of questions your users have asked the Tutor. Use this to:
- Verify the Tutor is answering questions accurately and on-brand
- Identify knowledge gaps — topics where the Tutor is underperforming
- Inform decisions about which files or sources to add to improve future responses
This is your feedback loop for continuously improving the Tutor's quality over time.
Key Features Summary
Published Courseware Knowledge Base
Automatically indexes active Courses that include both a video and a transcript. When a Course's video or captions are updated, the Tutor automatically re-indexes the content to stay current.
Expandable Knowledge Base
Enrich the AI with external content by connecting OneDrive or Dropbox, uploading files directly, or — coming soon — Google Drive, Box, and website links.
Secure, Tenant-Isolated Architecture
Each system has a dedicated AI Tutor instance with isolated data, branding, and configuration. No cross-client data exposure.
Branded Experience with Persistent Chat History
The chat interface inherits your colors, agent name, and AI Persona. Chat history is stored per user and synced across sessions, with admin-level visibility for moderation and improvement.
Frequently Asked Questions
Will enabling AI Tutor immediately make it visible to all my Learners?
Yes — by default, enabling the toggle activates it across all locations. To avoid an unplanned rollout, immediately navigate to AI Tutor → Settings → Locations and restrict it to your admin location while you configure and test it.
Can I rename the AI Tutor so it doesn't say "AI Tutor" to my users?
Yes. Set a custom Display Name under AI Tutor → Settings. This name appears in the chat interface. Your AI Persona also shapes how it communicates.
What content is automatically indexed for AI Tutor?
All active Courses that include both a video and a caption/transcript file. Custom page content and downloadable Chapters aren't included automatically, though you can add them manually as custom files. Want to keep a specific Course out of the Tutor's knowledge base? Open Courseware Manager, edit the Course, and toggle it to be excluded under the Rules section — this excludes the Course and all of its chapters.
What happens when I update a course?
Updated Courses automatically re-sync if the video and caption file are updated.
Can Learners access the Tutor during a test?
No. The AI Tutor is disabled in the testing area of the Training Center to preserve assessment integrity.
Is my data shared with other LightSpeed VT clients?
No. Each system runs a fully isolated AI Tutor instance. Your data, training materials, and chat history are never shared across client environments.
How large can uploaded files be?
Up to 10 MB per file. Supported formats are PDF, DOCX, PPTX, CSV, XLSX, MD, HTML, TXT, VTT, and SRT.
Can I use the Tutor to answer questions about content outside my LSVT system?
Yes — upload supplemental files (product guides, handbooks, SOPs, etc.) via the Files & Data Sources section to expand what the Tutor can reference.
Does the Tutor use the AI Persona I configured?
Yes. The AI Persona is the foundation for all AI tools in the platform, including the Tutor. Its voice, tone, and behavioral instructions carry through to every Tutor interaction.
Will the Tutor separate results based on a user's access level or content role?
Not at this time — the Tutor responds based on the content available in its indexed knowledge base without filtering by individual role or access level. Role-based response scoping is planned for an upcoming phase.
Does AI Tutor support multiple languages?
Yes. The Tutor can reference content in the language in which it is indexed. For example, if you have Spanish VTT caption files, the Tutor can reference that content and respond in Spanish when a Learner asks a question in Spanish, where possible. If you want to lock the Tutor to a specific language, you can do so by adding a language instruction to your AI Persona Instructions (e.g., "Always respond in English regardless of the language used in the question").