Refresh your chat's knowledge on a schedule

Why it matters

You post about the new menu the day it starts. But the old menu may still sit in a PDF, a pinned message or a help page. A customer who asks a question gets the old answer, and your post and your reply disagree.

Prices, opening hours and offers change often in a small business. If you update your documents on a set day each month, you stop relying on memory. Your answers stay as current as your posts, and customers learn they can trust both.

How to do it

1. Pick one day each month. The first Monday works well. Put it in your diary as a short, repeating appointment.

2. List what changed since last time. Check your menu or price list, your opening hours, your delivery or returns rules and any offers that have ended.

3. Update the source documents. Save each as a new version, and remove or archive the old one so nobody finds it by accident.

4. Load the new files. In Intelli-Chat you'll upload documents once. In Intelli-Chat you'll review everything a knowledge base has taken in, so you can spot an old file that is still there.

5. Refresh pages on your website too. In Intelli-Chat you'll add web pages as sources, and their content becomes topics the agent can answer from.

6. Test with real questions. Ask what a customer would ask, such as "What time do you close on Sunday?" In Intelli-Chat you'll chat with an agent that answers from the documents you have loaded.

7. Write down the date and what you changed. A short note is enough, and it tells you next month where to start.

What to track

Count how many of your test questions came back with an old answer. Check it at the end of each monthly session. The goal is zero, and a rising number means something was missed.

Also note how many days have passed since your last refresh. Look at it once a month, and never let it pass the next scheduled day. In Intelli-Chat you'll track how each knowledge base is being used.

Coming soon

Intelli-Chat will turn your documents into instant answers with a knowledge base you can chat with. It is coming soon. Until then, the practice works with a calendar reminder, a folder of current documents and a list of test questions.