Set Up Knowledge Base for AI Agent (FAQ Bot)

A. Open Knowledge Base

1. In the left sidebar, click AI Agent

2. Click Conversation AI

3. Open click the Knowledge Base tab

4. Select + Create Knowledge Base then give it a name and description

B. Understand Knowledge Base Types

Before adding content, you will see multiple knowledge source options.
Each type serves a different purpose. You do not need to use all of them.

The most relevant types for a photography / videography business are:

• FAQ

• Rich Text

• File Upload

• Tables

• Web Crawler

C. Add FAQ Knowledge (Recommended to Start First)

Best for:
Quick, direct answers to common customer questions.

1. Click on the Knowledge Base you have just created

2. Click Add Source

3. Select FAQ

4. Enter a question that is frequently asked in the Q container and the answer in the A container

5. Click Save

Recommended FAQ topics:

• Types of services offered (wedding, newborn, corporate, etc.)

• Pricing ranges or “starting from” prices

• What’s included in each package

• Turnaround time for photos/videos

• How booking works

• Location coverage

• Cancellation or rescheduling policy

• How to contact a human

Each FAQ entry should contain:

• One clear question

• One clear, short answer

Repeat this process until you have all the FAQs added.

D. Add Rich Text Knowledge (Studio Overview & Policies)

Best for:
Context, explanations, and things that don’t fit cleanly into Q&A.

1. Click Add Source

2. Select Rich Text

3. Enter Name of the Knowledge

4. Describe the knowledge in the content container

5. Click Save

Recommended Rich Text content:

• Studio introduction (who you are, what you do)

• Shooting style and approach

• Editing style

• What clients can expect before, during, and after a shoot

• Studio rules or expectations

• Payment terms explanation (without invoices)

• Delivery process explanation

Use:

• Simple paragraphs

• Clear headings

• No long essays

Click Save when done.

E. Add File Uploads (Strongly Recommended)

Best for:
Letting the AI reference existing documents instead of rewriting them.

1. Click Add Source

2. Select File Upload

3. Upload relevant documents such as:

   • Pricing PDF

   • Packages brochure

   • Studio guide

   • Client preparation guide

   • Terms & Conditions

   • Welcome guide

Supported files usually include PDF and DOC formats.

After upload, wait for the file to finish processing.

F. Add Tables (Optional but Powerful)

Best for:
Structured comparisons and factual lookups.

1. Click Add Source

2. Select Table

3. Upload CSV file

4. Click Next

5. At the Column Selection step,

   • Select the columns that should be processed and available to the bot

   • Click Next when done

6. At the Summary step, the result of the processing will be shown.

   • Any errors will be displayed in the 'Inspect Errors' tab.

   • Rectify the data in the CSV file accordingly and reupload.

   • If you're happy with the upload, click Done

Recommended table use cases:

• Package comparison (Basic / Standard / Premium)

• Add-on pricing (extra hours, albums, express delivery)

• Studio vs outdoor shoots

• Coverage areas and travel fees

Each row should be factual and consistent.
Avoid descriptive marketing language.

Save the table.

G. Add Web Crawler (Optional)

Best for:
Studios with a well-maintained website.

1. Click Add Source

2. Select Web Crawler

3. Enter the website URL

4. Select crawl depth (start shallow)

   • Choose Domain Type and Enter Domain:

     • Exact URLs: Crawls a specific webpage to use its data for training. For example, www.abcstudio.com/photography/wedding limits the crawl to that exact webpage and nothing more.

     • All URLs with Path: Crawls all pages within a specific path. For example, entering www.abcstudio.com/photography/wedding includes all pages using that URL path, such as /photography/baptism or /photography/debut.

     • All URLs in Domain: Crawls all pages within a domain. For example, www.abcstudio.com/photography/wedding will still include all other pages with the root domain, such as www.abcstudio.com/videography or www.abcstudio.com/pricing

5. Click Extract Data

Recommended pages to include:

• Services page

• Pricing page

• FAQ page

• About page

Do not crawl:

• Blog archives

• Portfolio galleries

• Image-heavy pages with little text

H. Review and Clean Up Knowledge Base

1. Review all added knowledge sources

2. Remove:

   • Duplicate information

   • Outdated pricing

   • Conflicting policies

3. Ensure:

   • Pricing answers are consistent

   • Turnaround times match reality

   • Contact instructions are clear

I. Test Knowledge Base Responses

1. Go to Conversations

2. Ask the AI questions such as:

   • “How much do you charge for a wedding shoot?”

   • “How long does editing take?”

   • “What happens if I need to reschedule?”

3. Confirm:

   • Answers are accurate

   • Answers are not hallucinated

   • AI refers to uploaded content when relevant

Completion Check

• Knowledge Base contains FAQs, documents, and/or structured data

• AI answers are grounded in your actual business information

• AI does not invent prices, policies, or promises