Ringrow Automates Internal Inquiries with AI: Introducing 'Ringrow General Support' Using Copilot Studio

Ringrow Co., Ltd. (HQ: Toshima-ku, Tokyo; Representative Director: Toshiyuki Ikari; hereinafter 'Ringrow'), the operator of the refurbished PC brand 'R∞PC', launched its internal AI chatbot 'Ringrow General Support' on May 1, 2026, leveraging Microsoft Copilot Studio.

By having the AI provide 24/7 responses to inquiries regarding internal policies, application procedures, and welfare benefits, the company aims to resolve common issues such as 'not knowing who to ask,' 'feeling awkward asking the same questions again,' and 'work stopping while waiting for confirmation.'

This initiative is part of Ringrow's push for the practical application of generative AI and is intended to be shared as a real-world example of AI utilization within small and medium-sized enterprises (SMEs).

Questions like 'What was the rule for internal approval again?', 'Who should I verify this application with?', or 'Is it okay to apply for the 'my holiday system' (*) with this content?' are small confirmations that occur in daily operations, but they often become causes of operational stagnation.

SMEs, in particular, often lack dedicated help desks, suffer from siloed information, and experience the concentration of inquiries on 'knowledgeable individuals,' placing a burden on certain employees. Ringrow recognized the need to reduce this 'time lost due to not knowing' and thus decided to build this internal AI portal.

(*) The 'my holiday system' is a special leave program introduced by Ringrow in April 2025, allowing employees to take leave equal to the number of national holidays in addition to their regular paid leave.

'Ringrow General Support' uses Microsoft Copilot Studio to serve as an internal AI chatbot. The AI learns internal policies, application rules, manuals, and institutional information to provide immediate answers to natural language inquiries.

Given that Ringrow already utilized Microsoft 365, they selected Microsoft Copilot Studio for its compatibility with existing environments and its ease of continuous operation and improvement, even without specialized engineers. The back-office departments, including general affairs, accounting, and human resources, take the lead in organizing and updating manuals and policies, ensuring that the AI remains a living, operational mechanism rather than a one-time project.

Crucially, important judgment calls for applications or final confirmations regarding human resources and labor are still handled by humans, with the AI serving strictly as the 'initial point of contact.'

This project aims to ensure that employees no longer stop while waiting for confirmations, feel awkward asking, or carry confusion. Ringrow intends to analyze inquiry logs to visualize where employees struggle or which policies are unclear, ultimately using these insights to drive further organizational improvements.