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:

Basic Configuration

• Assistant Name* (Required): Enter a unique and recognizable name for your assistant (e.g., "TechConf 2024 Assistant").
• AI Model* (Required): Select the AI model from the dropdown menu. Currently set to "OpenAI Assistant" by default.

Event Schedule

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

Location & Venue

• Event Location* (Required): Enter the physical location of your event (e.g., "Boracay Island is located 0.8 kilometers (0.50 mi) off the northwest corner of the mainland Pana").
• 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. You may see AI assistance icons (lightbulb and 'G' icons) in the text area for enhanced functionality.
• 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 upload area or dragging and dropping an image file into the designated area. You can delete uploaded images using the trash icon.

Event Agenda

Configure the event schedule and sessions:

• Select the day from the dropdown menu (e.g., "Day 1 Session", "Day 2 Session"). Each day section can be expanded or collapsed.
• Outcome: Enter the expected outcome or goal for the event (e.g., "Attendees leave with actionable templates for multilateral collaboration"). You may see AI assistance icons in this field.
• Upload Agenda Files: Use the drag-and-drop area to upload agenda files. Supported format: PDF only, maximum file size 10MB. You can click to upload or drag and drop files into the designated area.
• Add New Session: Click the "Add New Session" button to create additional session blocks. You can delete sessions using the trash icon.
• For each session, configure the following:
  • Session Name: Enter a descriptive name for the session (e.g., "Get to know", "Building Ethical & Scalable AI Systems").
  • Session Time: Set the start time and end time for the session using the time pickers with AM/PM dropdowns (e.g., "08:00 AM to 03:00 PM").
  • Speaker Information:
    • Speaker Name: Enter the speaker's full name (e.g., "Luis Anderson", "Dr. Maya Rodriguez").
    • Designation: Enter the speaker's job title or role (e.g., "CEO", "Chief AI Scientist").
    • Company Information: Enter the speaker's company name (e.g., "ConferenceTech", "NovaTech Labs").
    • LinkedIn: Provide the speaker's LinkedIn profile URL.
    • Upload Speakers Image: Upload a photo of the speaker. Recommended dimensions are displayed (e.g., 1536x1024px). You can delete uploaded images using the trash icon.
    • Email Address: Enter the speaker's email address.
    • Phone Number: Enter the speaker's phone number (optional).
    • VIP Checkbox: Check this box to mark the speaker as a VIP if applicable.
  • Click "Add More Speakers" to assign multiple speakers to one session. You can delete individual speakers using the trash icon next to each speaker entry.
  • Session Info: A summary view displays session information including session names, times, speakers, and descriptions for easy reference.

Event Sponsors

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

• Click the "+ Add Sponsor" button to begin adding sponsor information.
• For each sponsor, fill out the following fields:
  • Sponsor Name: Enter the sponsor's name.
  • Featured Sponsor: Check this box to mark the sponsor as a featured sponsor.
  • Sponsor Image URL (Media URL): Provide the URL link to the sponsor's logo image (e.g., "https://example.com/sponsor-logo.png").
  • Description: Enter a detailed description of the sponsor in the text area.
  • Phone Number: Enter the sponsor's phone number using the country code dropdown (e.g., +1 for United States) and the phone number field.
  • Email: Enter the sponsor's email address.
  • Address: Enter the sponsor's physical address.
  • Website URL: Provide the sponsor's website URL (e.g., "https://example.com").
  • Contact Person:
    • First Name: Enter the contact person's first name.
    • Last Name: Enter the contact person's last name.
    • Phone Number: Enter the contact person's phone number with country code.
    • Email: Enter the contact person's email address.
  • Helpdesk Email: Enter the helpdesk email address for sponsor-related inquiries.
  • Helpdesk Number: Enter the helpdesk phone number with country code.
  • Upload Contact Logo: Upload the sponsor's logo using the drag-and-drop area or click to browse. Recommended dimensions: 300×300px. Supported formats: PNG or JPG, maximum file size 5MB.

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: Knowledge Sources

Purpose:

Empower your assistant with knowledge from multiple sources: websites, PDFs, manual text, or existing databases. The more knowledge you provide, the smarter your assistant becomes.

Details of the Step:

This step allows you to upload or connect knowledge sources that the assistant can reference when responding to attendees. All knowledge sources are displayed in a table with their status and management options.

Add Knowledge Sources

Click the "+ Add New Source" button to launch the modal for adding a new knowledge source. Then follow these steps:

• Source Name* (Required): Enter a descriptive name for this knowledge source. The name should be unique, easy to recognize, and at least 5 characters long. This will help you identify the source in your knowledge base list.
• Description: Provide a clear and straightforward description, ensuring the assistant fully understands the kind of data included in this source. This helps the AI better utilize the information.
• Source Type* (Required): Choose the category that best describes your knowledge source by selecting one of the following options:
  • Agenda: For schedules, session plans, and event timelines
  • Speakers: For speaker bios, titles, companies, and speaker-related information
  • Map/Location: For venue layouts, addresses, and location-related information
  • Other: For general documents not falling into the above categories
• Upload Method* (Required): Choose your preferred method for providing the information:
  • Upload Files: Upload document files (e.g., PDFs) from your device
  • Type/Paste Text: Manually type or paste text content directly into the text area
  • Website URL: Provide a URL link to a website that contains the information
• Depending on your selected upload method, you'll be prompted to either upload a file, enter/paste text content, or provide a website URL.

Click "Save New Source" to finalize and add the knowledge source to your Knowledge Base list. The source will appear in the table with details including Name, Description, Document Type, Source Type, Last Updated date, Status, and Action buttons for editing or deleting.

Knowledge Sources Table

All your knowledge sources are displayed in a table with the following columns:

• Name: The descriptive name you assigned to the source
• Description: The description you provided for the source
• Document Type: The source type category (Agenda, Speakers, Map/Location, Other)
• Source Type: The upload method used (e.g., RawText, PDF, Website URL) displayed as a badge
• Last Updated: The date when the source was last modified
• Status: The processing status (e.g., "Completed" with a green indicator, or processing status)
• Action: Icons to view/edit (lightbulb icon) or delete (trash icon) the knowledge source

Notification Configuration

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

• Email for Notification: Enter the email address where notifications should be sent (e.g., support email address).
• Phone Number for SMS Notification: Enter the phone number for SMS notifications. Use the country code dropdown to select the appropriate country code (e.g., +1 for United States), then enter the phone number.
• Service Type for Notification: Select the service type from the dropdown menu (e.g., "Text" for SMS notifications).
• Add New Email/Phone Number: Click the "+ Add New Email/Phone Number" button to add additional notification contacts. This allows you to set up multiple notification channels for your team.
• Notify on Negative Sentiments:
  • Check this box to enable notifications when negative sentiments are detected in user interactions.
  • When enabled, you can provide a Reply Message on Negative Sentiments in the text area below. This message will be sent automatically when negative sentiment is detected.
  • This feature helps identify frustrated users and respond appropriately.
• Notification on No Answer Found:
  • Check this box to enable notifications when the assistant cannot find an answer to a user's query.
  • When enabled, you can provide a Reply Message on No Answer Found in the text area below. This message will be sent to users when the assistant cannot respond to their query.
  • This feature helps ensure users always receive a response, even when the assistant doesn't have the information.

Advanced Custom Instructions

Provide custom instructions to control how your AI assistant behaves:

• Instruction Handling Mode* (Required): Choose how your custom instructions should be applied using the radio buttons:
  • Ignore: Use only the default system 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 (typically 10-10,000 characters, depending on system limits). This field allows you to provide specific guidelines, tone, behavior, or special rules for how the assistant should interact with attendees.

AI Safety & Guardrails

Protect your assistant with content moderation, hallucination detection, and jailbreak prevention powered by OpenAI safety features.

• Overall Toggle: Use the main toggle switch to enable or disable all AI Safety & Guardrails features at once. When enabled, the status will show "Enabled" and you can configure individual safety features below.
• Content Safety:
  • Toggle this feature on/off using the individual toggle switch.
  • When enabled, this feature automatically filters harmful content using the OpenAI Moderation API.
  • Helps prevent inappropriate, offensive, or harmful content from being processed or responded to by the assistant.
• Hallucination Detection:
  • Toggle this feature on/off using the individual toggle switch.
  • When enabled, this feature verifies AI responses against your knowledge base to detect unsupported claims or hallucinations.
  • Requires a connected Vector Store. The system will display the Vector Store connection status (e.g., "Vector Store Connected" with a green checkmark and Vector Store ID) and readiness status (e.g., "Ready" badge).
  • This helps ensure the assistant only provides information supported by your knowledge base.
• Jailbreak Prevention:
  • Toggle this feature on/off using the individual toggle switch.
  • When enabled, this feature detects and blocks prompt injection attempts designed to bypass safety guidelines.
  • Helps protect against attempts to manipulate the assistant into ignoring its instructions or safety protocols.

Once your knowledge sources, notifications, custom instructions, and AI safety settings are configured, click "Next" to proceed to Number Assignment.

Step 3: Number Assignment & Configuration

Purpose:

Configure your assistant's phone number and privacy settings to complete the setup. This step also includes QR code configuration and optional marketing flyer generation.

Details of the Step:

This step consists of multiple configuration sections: phone number selection, privacy settings, QR code configuration, and optional marketing materials.

Phone Number Selection

Choose a phone number for your assistant to communicate through.

• Available Phone Numbers* (Required): Select a phone number from the dropdown menu. The dropdown displays "Select a phone number" as a placeholder when no number is selected.
• Click the "Select The Number" button to confirm your selection and link the phone number with your assistant.

Privacy & Security Settings

Configure privacy controls and data handling preferences.

• Privacy Function: Choose how long your messages are retained in the system. Select your preferred setting for automatic message deletion from the "Select Type" dropdown.
  • None (Default): No automatic message deletion. Messages will be retained indefinitely.
  • Other time-bound deletion settings are available depending on your compliance needs (e.g., delete after 30 days, 90 days, etc.).
• Important: Once messages are deleted, they cannot be recovered. Choose your retention policy carefully based on your organization's data retention requirements and compliance needs.

QR Code Configuration

Generate and customize QR codes for easy assistant access.

• QR Code Onboarding:
  • Toggle this feature on/off using the toggle switch. The organization default setting is displayed (e.g., "Organization default: Disabled").
  • When enabled, users can access your assistant by scanning a QR code.
  • When disabled, a message will inform you: "QR Code Onboarding is currently disabled for this assistant. Enable the toggle above to activate QR onboarding features."
  • Click the "How to use?" link for additional guidance on QR code onboarding.
• Initiate User's First Message Required:
  • Toggle this feature on/off using the toggle switch. The organization default setting is displayed (e.g., "Organization default: Enabled").
  • When enabled, users must send the first message manually after registering.
  • This setting controls whether the assistant initiates the conversation or waits for the user to start.
• Setup QR Code: Configure the content that appears on your QR code landing page and in user communications:
  • Welcome header on QR generated page: Enter a welcoming message, such as "<Event name> AI Assistant." This appears at the top of the QR code landing page. You may see AI assistance icons (sparkle icons) for enhanced functionality.
  • Additional Introduction Information: Describe in short what the AI assistant offers. This provides context to users before they register.
  • Success message upon user Registration: Enter the message shown after users successfully register via the QR code (e.g., "You have successfully signed up for <Event name> AI Assistant. You will soon receive a Text message and can start interacting with this service.").
  • Initial text message received by the user: Write the initial SMS text sent to users once they sign up. This is the first message users receive after registering.
  • Enter URL For Terms of Service: Provide a URL link to your Terms of Service (optional but recommended for trust and compliance).
  • Enter URL For Privacy Policy: Provide a URL link to your Privacy Policy (optional but recommended for trust and compliance).
• Branding:
  • Upload your Event Logo and Sponsor Logo (PNG/JPG, max 5MB, recommended 300×300px).
  • Use the drag-and-drop upload areas or click to browse and select logo files.
• Once all QR code fields are configured, click "Generate QR Code" to produce a scannable QR code for easy user access.

Marketing 1-Pager (Optional)

Generate a professional marketing flyer for your assistant.

• Enabled Toggle: Use the toggle switch to enable or disable the Flyer Generator feature. When enabled, you can generate marketing designs for your assistant.
• Warning: If the feature is enabled but no design is selected, you'll see a message: "Please generate and select a design to continue. Click 'Generate Marketing Designs' below."
• Reference Images (Optional):
  • Click "Add Images" to upload images that will inspire the design style, colors, or content.
  • These reference images help the AI understand your design preferences and branding.
• Design Feedback & Notes (Optional):
  • Add any specific feedback or notes for the AI to consider when generating designs in the text area.
  • Examples: "Make the colors more vibrant", "Include more white space", "Focus on the event date".
  • These notes will be sent to the AI to refine your flyer designs.
• Generation Prompt:
  • The system provides a default prompt that includes your assistant name, event name, and date.
  • You can customize the prompt to generate different marketing designs. Click "Reset to Default" to restore the original prompt.
  • The prompt will be sent to the AI along with your assistant data to generate designs.
• Click the "+ Generate Marketing Designs" button to create marketing flyer designs based on your configuration. The AI will generate multiple design options for you to choose from.

Once you've completed the phone number assignment, privacy settings, QR code configuration, and optionally generated marketing materials, click "Next" to proceed to the final review in Step 4: Check.

Step 4: Final Review

Purpose:

Please review the following summary of the information you've entered. Ensure all details are correct before submitting the form. 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 for your review:

Use Case Details

• Assistant Type: Displays the assistant category (e.g., "Meeting/Event Assistant")
• Assistant Name: Shows the name you assigned to your assistant
• LLM Model: Displays the AI model selected (e.g., "OpenAI Assistant")

Event Details

Event schedule, venue information, and session details.

• Date of the Event: Shows the event start and end dates (e.g., "12/31/2025 - 12/31/2025")
• Event Type: Displays the selected event type (e.g., "Conference")
• Location: Shows the event location address or description
• Venue Info: Displays the detailed venue information you provided
• Venue Image: Shows a thumbnail preview of the uploaded venue image
• Location URL: Displays the location URL if provided (shows "NA" if not provided)
• Website URL: Displays the website URL if provided (shows "NA" if not provided)
• Organizer Contact: Shows the organizer contact information if provided (shows "NA" if not provided)
• Agenda: Displays agenda information and session details, organized by day (e.g., "Day 1 Sessions" button/link)

Uploaded Documents

• Shows the count of uploaded knowledge source documents (e.g., "1 document(s) uploaded")
• Lists each uploaded document with its name and document type (e.g., "otherFile.txt" with type "Other")
• If no documents were uploaded, it will display "0 Document to show" or similar

Phone Number Assignment

• Displays the assigned phone number with a green checkmark indicator, showing "Phone Number Assigned" followed by the phone number (e.g., "+15737993385")
• Confirms that a phone number has been successfully linked to your assistant

Privacy Settings

• Displays your privacy configuration in a table format with columns:
  • Type: The privacy function type selected
  • User Type: The applicable user type (if configured)
  • Days: The number of days for message retention (if applicable)
  • Phone Numbers: Applicable phone numbers (if configured)
• If privacy settings are set to "None (Default)", these fields may show "NA" (Not Applicable)

AI Safety & Guardrails

• Shows the overall status of AI Safety & Guardrails: "Enabled" or "Disabled"
• Displays the description: "Content moderation and safety controls"
• If disabled, it will show "AI Safety & Guardrails: Disabled" with appropriate status indicators

Notification Settings

• Negative Sentiments Notification: Shows whether this feature is "Enabled" or "Disabled"
• Negative Sentiments Reply: Displays the reply message if configured, or "N/A" if not set
• No Answer Found Notification: Shows whether this feature is "Enabled" or "Disabled"
• No Answer Found Reply: Displays the reply message if configured, or "N/A" if not set
• Contact Details:
  • Phone: Shows the notification phone number or "N/A" if not configured
  • Service Type: Displays the service type (e.g., "Text (SMS)")

QR Code Configuration

• Welcome Message: Displays the welcome message that appears on the QR code landing page
• Additional Introduction Information: Shows the description of what the AI assistant offers
• Success Message: Displays the message shown after users successfully register via the QR code
• Initial Text Message: Shows the first SMS message users receive after signing up
• QR Code: A downloadable QR code is displayed that users can scan to access your assistant
• Click the "Download QR Code" button to download the QR code image for distribution (e.g., printing, sharing digitally)

Marketing Flyer (If Enabled)

• Status: Shows "Enabled" if the Marketing Flyer feature is active
• Selected Design: Displays the name of the selected design (e.g., "Modern Blue")
• Flyer Preview: Shows a preview image of the generated marketing flyer with your event details, branding, and information
• If the Marketing Flyer feature was not enabled or no design was selected, this section may not appear

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

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