AI
50 employees work safely with ChatGPT in tailored AI environments
Company: Spaarnesant
meet:
Spaarnesant
Spaarnesant is an independent foundation and the competent authority for public (special) primary education in Haarlem, as well as schools for special education.
This case study is not about the curriculum at the schools, but about the staff office: the support organisation with colleagues from different disciplines such as HR, finance, IT and management. It is precisely these teams that make sure processes, policy and support are in order, so the schools can keep going.
the challenge
Within Spaarnesant’s staff office, the need grew to arrange AI in a structural and safe way. Employees were working with free personal ChatGPT accounts, without training and without clear agreements on what could and could not be shared. Spaarnesant wanted to get a grip on this and set up one controlled environment where everyone can work responsibly.
A few practical choices came into play: is an account per employee needed, or is a team structure smarter? How do you set up access without hassle, including two-step verification? And how do you make sure teams not only get access, but also immediately have applications that fit their daily work? Costs and management also weighed in: an individual account structure would become unnecessarily expensive and hard to maintain.
The brief was clear:
Set up ChatGPT organisation-wide, so teams are productive straight away and work in a safe and manageable AI environment.
our solution
from standalone tool to safe working environment
BE Digital set up ChatGPT at Spaarnesant as a safe working environment, ready for daily use. Not a standalone tool that everyone does their own thing with, but a clear set-up per team, with agreements, access and support in order.
- starting with the daily work
We started with the employees’ work. For each team, we gathered which tasks come up repeatedly, which questions come in often and where ChatGPT can help straight away. We used that input to sharpen the account structure and the content for each team.
- from standalone tool to safe working environment
After that, we set up a team structure with separate ChatGPT accounts for finance, ICT, HR, board, quality, policy and AFAS. Employees work within their team account using shared projects, so prompts, formats and output stay in one place and are reusable. To arrange access properly, we also set up the full verification process, including two-step verification via a shared inbox, with controlled access for the right people.
- ready-to-go accounts with tailored GPTs and prompts
We then made each account “ready to go”:
- fixed base instructions per team, so the output fits that team’s way of working,
- predefined prompts for recurring tasks,
- tailored GPTs per department (such as Finance, ICT and HR),
- and a shared ICT helper GPT for common workplace questions.
- training and guidelines for safe use
Finally, we ran a training programme focused on practical use and, above all, safe use. Employees received clear guidelines on what does and does not belong in ChatGPT, how to check results, and how to use the configured GPTs and prompt sets wisely.
the result
After the implementation, the staff office worked in one safe ChatGPT environment tailored to daily practice. Teams could get started straight away with fixed projects, prompts and GPTs. The environment was managed by the ICT department and was therefore also secure and manageable.
Results in practice:
- team accounts set up for 50 employees, spread across Finance, ICT, HR, Board, Policy and AFAS.
- lower costs and less management, because not everyone needed their own account.
- GPTs and prompt sets per department, so teams started with a foundation that fits their work.
- ICT helper GPT as first point of contact for common workplace questions, so ICT receives fewer internal queries.
- HR assistant based on the education collective labour agreement, so questions about terms of employment are handled faster and HR is relieved.
- safe use ensured, with two-step verification, access rights and clear agreements on what can and cannot be shared.
- prepared for next steps, with a foundation for integrations with existing systems, including AFAS.
what the client says
“Pleasant collaboration, great result!”
“In 2025, BE Digital guided the staff organisation of Stichting Spaarnesant in working with AI. We chose an approach in which employees are taken through the use of ChatGPT and a few other AI applications in 3 sessions. BE Digital translates the subject matter to the practice of our employees, and has helped us set up the working environment properly for the use of ChatGPT within our context. The employees are enthusiastic and, with BE Digital’s approach, AI adoption has turned out well. Pleasant collaboration, great result!”
Jos Bosten
IT Manager
IT Manager
the BE Digital Touch
The goal was to set up ChatGPT as a shared working environment, not as a standalone tool. We first mapped out which questions and tasks come up repeatedly in each department, and then built the account structure, base instructions and GPTs to match.
With clear access rights, two-step verification and agreements on data security, Spaarnesant gained control over usage and management. Employees started with ready-made prompts and assistants, so ChatGPT could land in their daily work straight away.
control over usage and management
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