How to Set Up a New Meeting/Event Assistant: A Step-by-Step Guide

Create a customizable Meeting/Event Assistant on our platform, from setup to QR code generation for easy interactions.

Step 1: Fill in Assistant Details

Purpose:

To set up the foundational information for your event assistant, this includes giving it a name, selecting the assistant type (LLM), and defining the core event parameters, such as dates, location, and time zone.

Details of the Step:

In this initial setup screen, you will configure the basic profile of your assistant. The form is organized into several sections:

Event Dates and Time Zone

• Start Date: Select the event start date using the date picker.
• End Date: Select the event end date using the date picker.
• Time Zone: Choose the correct time zone from the dropdown menu (e.g., "Eastern Time (US & Canada)") for accurate scheduling and time-based features.

Location & Venue

• Assistant Name: Enter a unique and recognizable name for your assistant.
• LLM Type: Currently set to "OpenAI Assistant" by default.
• Event Location* (Required): Enter the physical location of your event (e.g., "San Francisco, CA").
• Event Type* (Required): Select the type of event from the dropdown menu (e.g., "Conference", "Workshop", "Seminar", etc.).
• Venue Info: Enter detailed information about the venue in the text area, including any specific details attendees should know.
• Location URL (Optional): Provide a URL link to the venue location (e.g., Google Maps link).
• Website URL (Optional): Enter the official website URL for your event.
• Organizer Contact (Optional): Add a contact number for the event organizer. Use the country code dropdown to select the appropriate country code (e.g., +1 for United States), then enter the phone number.
• Upload Venue Image: Upload an image of the venue by clicking the "Select/Drag Image" button or dragging and dropping an image file into the designated area.

Event Agenda

Configure the event schedule and sessions:

• Select the day from the dropdown menu (e.g., "Day 1 Session").
• For each session, add session blocks by filling out:
  • Session Name and Session Time
  • Speaker Info: Name, designation, company, contact info, LinkedIn, and image
  • Mark speakers as VIP if applicable
  • Click "Add More Speakers" to assign multiple speakers to one session
  • Agenda: A brief outline of the session
  • Session Info: Any supporting details for the AI assistant to reference

Event Sponsors

Add sponsors for your event to provide attendees with sponsor information:

• Initially, you'll see a message: "No sponsors added yet. Click the button below to add a sponsor."
• Click the "+ Add Sponsor" button to begin adding sponsor information.

Meeting Request Configuration

Enable attendees to request one-on-one meetings through WhatsApp:

• Enable Meeting Requests: Toggle the switch to enable or disable the meeting request feature.
• When enabled, a "Request Meeting" button will appear in the WhatsApp welcome card, allowing users to request 1-on-1 meetings via WhatsApp.

When the toggle is enabled, the following configuration fields will appear:

• Available Tables/Locations* (Required):
  • Define the tables or locations where meetings can be held (e.g., "Table 1", "Booth A3").
  • Enter a table or location name in the input field, then click the "+ Add Table" button to add additional locations.
  • You can add multiple tables/locations to provide attendees with various meeting options.
• Meeting Duration* (Required):
  • Select the standard duration for all meeting requests from the dropdown menu.
  • This duration will apply to all meeting requests made through the assistant.
• Available Time Slots* (Required):
  • Define when meetings can be scheduled by configuring time slots.
  • For each time slot, specify:
    • Day: Select the day of the week from the dropdown menu (e.g., "Monday", "Tuesday").
    • Start Time: Enter the start time for the time slot (e.g., "09:00").
    • End Time: Enter the end time for the time slot (e.g., "17:00").
  • Click the "+ Add Time Slot" button to add additional time slots for different days or time ranges.
• Instructions (Optional):
  • Provide additional instructions or guidelines for meeting requests in the text area.
  • Example: "Please arrive 5 minutes before your scheduled time..."
  • These instructions will be shared with attendees when they request a meeting.

Custom Instructions

Provide custom instructions to control how your AI assistant behaves:

• Custom Instruction Handling: Choose how your custom instructions should be applied:
  • Ignore: Use only the default instructions. Your custom instructions will be stored but not applied to the AI assistant.
  • Merge: Combine your custom instructions with the default instructions. The AI will use both sets of instructions together.
  • Replace: Use only your custom instructions. The default instructions will be completely replaced with your custom ones.
• Custom Instructions for AI Assistant: Enter your custom instructions in the text area (10-10,000 characters). This field allows you to provide specific guidelines, tone, behavior, or special rules for how the assistant should interact with attendees.

Quick Setup with JSON Import

For advanced users, you can import pre-configured settings to populate all form fields instantly using a JSON file. This feature allows you to quickly set up assistants with predefined configurations.

Upload Your Configuration

• Use the drag-and-drop upload area to import your JSON configuration file.
• You can either click to browse and select a file, or drag and drop the JSON file directly into the upload area.
• Maximum file size: 10MB
• Once uploaded, all form fields will be automatically populated with the values from your JSON file.

Need a Template?

If you're starting from scratch, you can download a pre-configured template to use as a starting point:

• Meeting/Event Assistant Template: A complete template for conference and event assistants with detailed agenda, sponsors, and session management.
• Click the "Download" button to download the template file.
• Template includes:
  • Assistant name and LLM configuration
  • Event dates with timezone support
  • Venue information and location details
  • Multi-day agenda with sessions and speakers
  • Sponsor information with contact details
  • Privacy settings and data retention
  • Notification configurations
  • Custom instructions for assistant behavior

Click "Next" once you've completed all required fields (marked with *) to proceed to the next step.

Step 2: Set Up the Knowledge Base

Purpose:

To enrich your assistant with relevant content and documents so it can provide accurate, context-aware answers during the event.

Details of the Step:

This step allows you to upload or connect knowledge sources that the assistant can reference when responding to attendees.

Add Knowledge Sources

Click "Add New Source" to launch the input modal. Then follow these steps:

• Name: Provide a unique, recognizable title (minimum 5 characters).
• Description: Add a clear explanation to help the assistant understand the type of content.
• Category Tags: Select from predefined labels like:
  • Agenda – schedules, session plans
  • Speakers – bios, titles, companies
  • Map/Location – venue layouts, addresses
  • Other – general documents not falling into the above categories
• Upload Type: Choose the format of your source (PDF, website link, plain text, etc.)

Click "Save New Source" to finalize the upload and populate the Knowledge Base list.

Configure Notifications

Set up how your team should be alerted during the event:

• Email / SMS Notifications: Add email and phone numbers for support teams.
• Service Type: Choose how notifications are delivered.
• Optional Alerts:
  • Notify on Negative Sentiments: Detects frustration and sends a defined response.
  • Notification on No Answer Found: Triggers alerts if the assistant can't respond to a query, with a fallback message field.

Once your knowledge sources and notifications are configured, click "Next" to proceed to Number Assignment.

Step 3: Assign a Number and Configure QR Code

Purpose:

To connect your assistant to a communication channel and generate a QR code users can scan to access the assistant easily.

Details of the Step:

This step consists of two main actions—assigning a number and generating a QR code landing page.

Number Assignment

• Phone Numbers: Select an available number to link with your assistant.
• Privacy Function: Configure how long messages are retained. Options include:
  • None (Default): No auto-deletion.
  • Other time-bound deletion settings depending on compliance needs.

QR Code Generation

Build a branded onboarding experience for users via QR code.

• Welcome Header: Displayed at the top of the QR landing page.
• Additional Introduction Information: A short description of what the assistant offers.
• Success Message: Shown after users scan and register via the QR code.
• Initial Text Message: SMS users receive immediately after sign-up.
• URLs:
  • Terms of Service and Privacy Policy (optional but recommended for trust and compliance).
• Branding:
  • Upload your Event Logo and Sponsor Logo (PNG/JPG, max 5MB, recommended 300×300px).
• Once all fields are completed, click "Generate QR Code" to produce a scannable link for easy user access.

Click "Next" to proceed to the final review in Step 4: Check.

Step 4: Review & Final Submission

Purpose:

To validate and confirm all event assistant settings before deployment. This is your last chance to review the complete configuration and ensure accuracy.

Details of the Step:

This step gives a comprehensive summary of all the details entered in the previous steps, organized into clearly labeled sections:

Once all sections are verified and accurate, click "Save" to finalize the assistant setup.

What Happens After Clicking "Save"?

Once you click "Save" at the end of Step 4, your Event Assistant will be successfully created and added to your dashboard.

From the dashboard, you can:

• View and manage all your created assistants
• Edit any details or sessions if needed
• Track engagement metrics and user interactions
• Access the QR code again for distribution