Help Desk Guide: Understanding Each Field in the Assistant Setup Process for Events/Conferences
This guide explains each field in the assistant setup, ensuring a smooth setup process and accurate information capture.
Step 1
Assistant Details
Assistant Name
Purpose: Give your assistant a unique identifier.
Why it's needed: Helps you recognize and manage your assistant in the dashboard, especially when you have multiple events.
LLM Type
Purpose: Choose the AI model that powers your assistant.
Why it's needed: Determines the assistant's language and reasoning capabilities.
Start Date & End Date
Purpose: Set the event duration.
Why it's needed: Ensures the assistant provides date-specific answers (e.g., "Today's session starts at…").
Time Zone
Purpose: Select the timezone for your event.
Why it's needed: Keeps all time-sensitive replies accurate across regions.
Location
Purpose: Specify the physical location of the event.
Why it's needed: Enables the assistant to provide directions or context to attendees.
Venue Info
Purpose: Add extra details about the venue.
Why it's needed: Helps users locate registration desks, breakout rooms, or parking.
Location URL / Website URL
Purpose: Provide reference links.
Why it's needed: Assists users with navigation or access to your event website.
Organizer Contact
Purpose: Set a fallback contact number.
Why it's needed: Enables escalation if the assistant can't resolve an issue.
Upload Venue Image
Purpose: Add visual context.
Why it's needed: Makes the assistant experience more immersive and informative.
Add Sponsor
Purpose: Add sponsor details and contact info.
Why it's needed: Recognizes event sponsors and supports branding in assistant replies.
Custom Instructions
Purpose: Input special rules or tone for the assistant.
Why it's needed: Ensures the assistant adheres to brand guidelines and event- specific behavior.
Session Configuration
Session Name
Purpose: Label each session.
Why it's needed: Helps the assistant guide users to specific talks or panels.
Session Time
Purpose: Set when the session starts and ends.
Why it's needed: Allows the assistant to answer time-based queries accurately.
Speaker Name / Designation / Company
Purpose: Identify session speakers.
Why it's needed: Enables attendees to ask questions like "Who's speaking at 11 AM?" or "Tell me about John Doe."
Purpose: Provide the speaker's public profile.
Why it's needed: Builds trust and adds credibility for attendees.
Email / Phone
Purpose: Store speaker contact info.
Why it's needed: For internal coordination or escalation only.
VIP Checkbox
Purpose: Mark special guests.
Why it's needed: Can be used to highlight speakers in replies or on the interface.
Upload Speaker Image
Purpose: Add a photo of the speaker.
Why it's needed: Personalizes replies and UI.
Agenda
Purpose: Provide an overview of the session.
Why it's needed: Gives users a quick summary of what to expect.
Session Info
Purpose: Add detailed session notes.
Why it's needed: Helps the assistant answer in-depth questions.
Step 2
Knowledge Base
Add New Source
Purpose: Upload agendas, speaker bios, maps, etc.
Why it's needed: Gives your assistant a foundation to answer real-world questions.
Name & Description
Purpose: Define and explain each content upload.
Why it's needed: So the assistant knows what type of content it's reading.
Category (Agenda, Speakers, Map/Location, Other)
Purpose: Tag the source.
Why it's needed: Helps the assistant organize information and prioritize answers.
Upload Type
Purpose: Choose the file format or source method.
Why it's needed: Ensures compatibility and content retrieval.
Notification Settings
Email / Phone for Notification
Purpose: Add support contact details.
Why it's needed: Sends real-time alerts to your team.
Service Type
Purpose: Define how notifications are sent.
Why it's needed: Ensures messages go through the correct channel.
Negative Sentiment Notification
Purpose: Detect user frustration.
Why it's needed: Let your team intervene if an attendee is unhappy.
No Answer Found Notification
Purpose: Alert when the assistant can't help.
Why it's needed: Helps your team stay on top of unresolved questions.
Reply Messages
Purpose: Set default fallback responses.
Why it's needed: Ensures users still receive a helpful message even when support is unavailable.
Step 3
Number Assignment & QR Code Setup
Phone Number
Purpose: Assign a contact channel.
Why it's needed: Enables the assistant to function over WhatsApp or SMS.
Privacy Function
Purpose: Choose how long messages are retained.
Why it's needed: Supports compliance with data retention policies.
Welcome Header
Purpose: Title shown on the QR landing page.
Why it's needed: Gives users a branded, friendly first impression.
Additional Introduction
Purpose: Short description of what the assistant can do.
Why it's needed: Sets expectations before interaction begins.
Success Message
Purpose: Confirmation after sign-up.
Why it's needed: Reassures users they're connected.
Initial Text Message
Purpose: The First reply users receive.
Why it's needed: Kicks off the conversation.
URLs for Terms and Privacy
Purpose: Legal links for compliance.
Why it's needed: Builds trust and protects your brand.
Upload Logo / Sponsor Logo
Purpose: Customize the QR experience.
Why it's needed: Reinforces branding and sponsor visibility.
Step 4
Final Review
Overview Section
Purpose: Summarize all assistant data.
Why it's needed: Allows you to verify and catch errors before publishing.
Save Button
Purpose: Finalize the setup.
Why it's needed: Publish your assistant and make it accessible in your dashboard.
Final Note
Every field in this setup flow plays a role in making your assistant smarter, more helpful, and fully aligned with your event goals. Taking the time to configure it properly ensures attendees walk away with a seamless and memorable experience.
Let us know if you need help filling in any of these fields—we're here to support you every step of the way.