Knowledge base

The knowledge base contains everything your receptionist knows about your business beyond structured data such as services, hours, and staff.

What the knowledge base contains

• Website content: pages read from your website.
• Uploaded files: PDFs, documents, and other files you provide.
• Learned from calls: your answers to questions the receptionist could not answer. See FAQ.
• Business configuration: your services, hours, locations, and staff, added automatically.

How your receptionist uses it

When a caller asks a question, the receptionist:

1. Searches the knowledge base for relevant information.
2. Answers based on what it finds.
3. If nothing relevant is found, saves the question to your inbox for you to answer.

If your knowledge base is under 2,000,000 characters and 2,000 documents, you can turn on Skip retrieval (RAG) in Advanced settings to include the whole knowledge base in every response instead of searching. This lowers response time.

Managing knowledge sources

Open your business page from the sidebar (labeled with your business name) and select the Business knowledge card on the Overview tab. In the dialog, choose Add your website, Add a single page, or Upload a file. Once you have sources, add more with Website, Single page, or Upload file at the top of the list, next to a count of your sources against your plan’s limit, such as 3 of 5 sources. You can also drop a file onto the dialog.

Importing business details

When a website or file finishes processing, Reception.ai extracts business details such as contact information, locations, services, products, assets, and staff. Open the source to review them, then select Import all or Import selection to add them to your business. Each source can be imported once.

Before importing, select an item to correct it. You can change details such as the Name, Description, and Groups, the Type of a service (Appointment or Group session), and the Pricing of a service or product (Fixed price or Quote on request). Your edits are imported instead of what was found.

Limits

You can add up to 20 files, 20 website sources, and 20 reprocessing runs per hour.

Best practices

• Keep it current: update your knowledge base when policies, pricing, or services change.
• Be specific: detailed answers produce better responses.
• Answer FAQ questions regularly: each answer improves accuracy for future callers.
• Avoid duplication: services, hours, and staff are already available to the receptionist.