How to create onboarding responses for users in Microsoft Copilot

This tutorial shows how to create onboarding responses for users in Microsoft Copilot: an agent that provides step-by-step guides, checks progress, and suggests internal resources. It is useful to reduce ramp-up time and ensure consistent answers to common questions from new users.

Prerequisites

• Microsoft account with access to Microsoft Copilot and permissions to create agents (Copilot Studio, if applicable).
• List of onboarding content (documents, internal pages, FAQs) in an accessible format (SharePoint, OneDrive, or database).
• Basic knowledge of prompts and dialog structure.

Step 1: Define the onboarding flow you want to automate

Start by mapping the most common onboarding questions and tasks (e.g., account setup, policies, system access, initial training). Decide whether Copilot will only respond or also validate that the user completed a task.

Step 2: Prepare content and trusted sources

Gather the documents Copilot can cite: step-by-step guides, SharePoint pages, videos, and FAQs. Clearly identify version and date to avoid outdated answers.

# Exemplo de estrutura mínima (JSON) para registar conteúdos
{
  "onboarding_guides": [
    {"id": "setup-account", "title": "Configurar conta", "source": "SharePoint", "url": "https://..."},
    {"id": "access-systems", "title": "Acesso a sistemas", "source": "SharePoint", "url": "https://..."}
  ]
}

Step 3: Create intents and prompt examples

Define intents such as "configurar conta", "pedir acesso", or "concluir formação". For each intent, write examples of real questions users might ask — this helps Copilot identify the goal and context.

# Exemplos de prompts de treino
"Como ativo a minha conta?"
"Preciso de acesso ao sistema X — o que faço?"
"Já concluí a formação — como registo o progresso?"

Step 4: Create structured responses with steps and checks

Design responses that include: a short summary, numbered steps, and a final check (e.g., "Did you confirm you received the activation email?"). Use simple language and link to the original content.

Resposta modelo:
1) Resumo: Para ativar a conta, clique no e-mail de ativação.
2) Passos:
   a) Abrir o e-mail enviado para o seu endereço.
   b) Clicar em "Ativar conta".
   c) Definir palavra-passe e MFA.
3) Verificação: Confirmou a ativação? (Sim/Não)
Fonte: SharePoint - Guia "Configurar conta"

Step 5: Configure in Copilot Studio (or creation UI)

Open Microsoft Copilot/Copilot Studio and create a new agent or skill. Import the content list as sources, add the intents and paste the prompt examples. Configure the default response and variants for context (e.g., mobile vs desktop).

Step 6: Add actions to check progress

If you want Copilot to check progress (for example, mark training as completed), create an action that calls the internal management API or writes to a SharePoint list. Alternatively, include instructions for the user to return with proof.

# Exemplo conceptual de chamada a API (pseudo-code)
POST https://internal.api/onboarding/complete
Headers: Authorization: Bearer 
Body: { "userId": "", "task": "formacao-inicial" }

Step 7: Test with real examples and fix common errors

Test the agent with different real questions and review incorrect answers. Common errors: answers that are too generic, references to outdated documents, or lack of identity verification. Adjust examples and refine sources.

Verify the outcome

To confirm onboarding works, simulate new users and verify that Copilot:

• Correctly identifies the intent with >90% accuracy in tests.
• Provides clear steps and links to original resources.
• Executes actions (or returns instructions) to record progress.

Conclusion

You now have an onboarding assistant in Microsoft Copilot that answers questions, guides step-by-step, and can record progress. Next steps: add multi-language support, usage metrics, and integrations with HR systems. Tip: start with 3 critical tasks and expand with feedback from the first users — what is the first task you want to automate?