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
Basic Configuration
Assistant Name
Purpose: Give your assistant a unique identifier (e.g., "TechConf 2024 Assistant").
Why it's needed: Helps you recognize and manage your assistant in the dashboard, especially when you have multiple events. Required field (minimum length may be specified).
AI Model
Purpose: Choose the AI model that powers your assistant (dropdown selection).
Why it's needed: Determines the assistant's language and reasoning capabilities. Currently defaults to "OpenAI Assistant". Required field.
Event Schedule
Start Date & End Date
Purpose: Set the event duration using date pickers.
Why it's needed: Ensures the assistant provides date-specific answers (e.g., "Today's session starts at…"). Both fields are required.
Time Zone
Purpose: Select the timezone for your event from a dropdown menu.
Why it's needed: Keeps all time-sensitive replies accurate across regions. Required field.
Location & Venue
Event Location
Purpose: Specify the physical location of the event (text input field).
Why it's needed: Enables the assistant to provide directions or context to attendees. Required field.
Event Type
Purpose: Select the type of event from a dropdown menu (e.g., "Conference", "Workshop", "Seminar").
Why it's needed: Helps categorize and configure the assistant appropriately for different event types. Required field.
Venue Info
Purpose: Add extra details about the venue in a text area (may include AI assistance icons).
Why it's needed: Helps users locate registration desks, breakout rooms, or parking. Provides comprehensive venue information.
Location URL
Purpose: Provide a URL link to the venue location (e.g., Google Maps link). Optional field.
Why it's needed: Assists users with navigation to the venue.
Website URL
Purpose: Enter the official website URL for your event. Optional field.
Why it's needed: Provides users with access to your event website for additional information.
Organizer Contact
Purpose: Add a contact number for the event organizer using a country code dropdown and phone number field. Optional field.
Why it's needed: Enables escalation if the assistant can't resolve an issue. Provides a direct contact option.
Upload Venue Image
Purpose: Upload an image of the venue by clicking or dragging and dropping. Images can be deleted using the trash icon.
Why it's needed: Makes the assistant experience more immersive and informative. Provides visual context for attendees.
Event Agenda
Outcome
Purpose: Enter the expected outcome or goal for the event (may include AI assistance icons).
Why it's needed: Helps define the event's purpose and expected results for attendees.
Upload Agenda Files
Purpose: Upload agenda files (PDF only, max 10MB) via drag-and-drop or click to upload.
Why it's needed: Allows bulk import of agenda information from existing documents.
Day Selection
Purpose: Select the day from dropdown menu (e.g., "Day 1 Session", "Day 2 Session").
Why it's needed: Organizes sessions by day, making it easier to manage multi-day events.
Session Name
Purpose: Label each session with a descriptive name.
Why it's needed: Helps the assistant guide users to specific talks or panels.
Session Time
Purpose: Set start and end times using time pickers with AM/PM dropdowns.
Why it's needed: Allows the assistant to answer time-based queries accurately.
Speaker Name
Purpose: Enter the speaker's full name.
Why it's needed: Identifies session speakers for attendees.
Designation
Purpose: Enter the speaker's job title or role.
Why it's needed: Provides context about the speaker's expertise and position.
Company Information
Purpose: Enter the speaker's company name.
Why it's needed: Associates speakers with their organizations for credibility and context.
Purpose: Provide the speaker's LinkedIn profile URL.
Why it's needed: Builds trust and adds credibility for attendees. Allows networking connections.
Upload Speakers Image
Purpose: Upload a photo of the speaker (recommended dimensions displayed, can be deleted with trash icon).
Why it's needed: Personalizes replies and UI. Makes speakers more recognizable.
Email Address
Purpose: Enter the speaker's email address.
Why it's needed: For internal coordination or escalation only. Not shared with attendees.
Phone Number
Purpose: Enter the speaker's phone number (optional).
Why it's needed: For internal coordination or emergency contact only.
VIP Checkbox
Purpose: Mark special guests or VIP speakers.
Why it's needed: Can be used to highlight speakers in replies or on the interface. Helps prioritize important speakers.
Add More Speakers
Purpose: Button to add multiple speakers to a single session. Individual speakers can be deleted with trash icon.
Why it's needed: Allows panels or sessions with multiple speakers to be properly configured.
Session Info
Purpose: Summary view displaying session information including names, times, speakers, and descriptions.
Why it's needed: Provides a consolidated view of all session details for easy reference.
Event Sponsors
Sponsor Name
Purpose: Enter the sponsor's name.
Why it's needed: Identifies and recognizes event sponsors.
Featured Sponsor
Purpose: Checkbox to mark sponsors as featured.
Why it's needed: Highlights important sponsors in the assistant's responses and interface.
Sponsor Image URL (Media URL)
Purpose: Provide a URL link to the sponsor's logo image.
Why it's needed: Displays sponsor branding and logos in the assistant interface.
Description
Purpose: Enter a detailed description of the sponsor in a text area.
Why it's needed: Provides context about the sponsor and their relationship to the event.
Phone Number
Purpose: Enter the sponsor's phone number with country code dropdown.
Why it's needed: Provides contact information for sponsor-related inquiries.
Purpose: Enter the sponsor's email address.
Why it's needed: Provides email contact for sponsor-related communications.
Address
Purpose: Enter the sponsor's physical address.
Why it's needed: Provides location information for the sponsor.
Website URL
Purpose: Provide the sponsor's website URL.
Why it's needed: Allows attendees to visit the sponsor's website for more information.
Contact Person
Purpose: Enter contact person details: First Name, Last Name, Phone Number (with country code), and Email.
Why it's needed: Provides a specific point of contact for sponsor-related matters.
Helpdesk Email
Purpose: Enter the helpdesk email address for sponsor-related inquiries.
Why it's needed: Provides a dedicated support channel for sponsor questions.
Helpdesk Number
Purpose: Enter the helpdesk phone number with country code.
Why it's needed: Provides a dedicated phone support channel for sponsors.
Upload Contact Logo
Purpose: Upload the sponsor's logo (recommended 300×300px, PNG or JPG, max 5MB).
Why it's needed: Displays sponsor branding in the QR code and assistant interface.
Add Sponsor Button
Purpose: Click "+ Add Sponsor" to add additional sponsors.
Why it's needed: Allows multiple sponsors to be added to the event configuration.
Meeting Request Configuration
Enable Meeting Requests
Purpose: Toggle switch to enable or disable the meeting request feature.
Why it's needed: When enabled, allows attendees to request 1-on-1 meetings via WhatsApp. A "Request Meeting" button appears in the WhatsApp welcome card.
Available Tables/Locations
Purpose: Define tables or locations where meetings can be held (required if enabled).
Why it's needed: Allows attendees to select specific meeting locations. Use "+ Add Table" to add multiple locations.
Meeting Duration
Purpose: Select the standard duration for all meeting requests from a dropdown (required if enabled).
Why it's needed: Sets the standard meeting length that applies to all meeting requests.
Available Time Slots
Purpose: Configure when meetings can be scheduled by defining time slots with Day, Start Time, and End Time (required if enabled).
Why it's needed: Defines the available windows for meeting scheduling. Use "+ Add Time Slot" to add multiple slots.
Instructions
Purpose: Provide additional instructions or guidelines for meeting requests in a text area (optional).
Why it's needed: Shares important meeting guidelines with attendees (e.g., "Please arrive 5 minutes before your scheduled time...").
Step 2
Knowledge Sources
Add New Source
Purpose: Click "+ Add New Source" button to launch a modal for adding knowledge sources.
Why it's needed: Gives your assistant a foundation to answer real-world questions from multiple sources.
Source Name
Purpose: Enter a descriptive name for the knowledge source (required, minimum 5 characters, must be unique and recognizable).
Why it's needed: Helps you identify and manage knowledge sources in your list.
Description
Purpose: Provide a clear and straightforward description of the knowledge source.
Why it's needed: Ensures the assistant fully understands the kind of data included in this source.
Source Type
Purpose: Choose the category that best describes your knowledge source: Agenda, Speakers, Map/Location, or Other (button/tab selection).
Why it's needed: Helps the assistant organize information and prioritize answers based on content type.
Upload Method
Purpose: Choose your preferred method from dropdown: "Upload Files", "Type/Paste Text", or "Website URL".
Why it's needed: Determines how you provide the information to the assistant. Ensures compatibility and proper content retrieval.
Knowledge Sources Table
Purpose: View all knowledge sources in a table with columns: Name, Description, Document Type, Source Type, Last Updated, Status, and Action buttons.
Why it's needed: Provides an organized view of all your knowledge sources with status indicators and management options (edit/delete icons).
Notification Configuration
Email for Notification
Purpose: Enter the email address where notifications should be sent.
Why it's needed: Sends real-time alerts to your team via email.
Phone Number for SMS Notification
Purpose: Enter phone number with country code dropdown for SMS notifications.
Why it's needed: Sends real-time alerts to your team via SMS.
Service Type
Purpose: Select service type from dropdown (e.g., "Text" for SMS).
Why it's needed: Ensures messages go through the correct channel.
Add New Email/Phone Number
Purpose: Button to add additional notification contacts.
Why it's needed: Allows multiple notification channels for your team.
Notify on Negative Sentiments
Purpose: Checkbox to enable notifications when negative sentiments are detected, with a reply message textarea.
Why it's needed: Let your team intervene if an attendee is unhappy. The reply message is sent automatically when negative sentiment is detected.
Notification on No Answer Found
Purpose: Checkbox to enable notifications when the assistant can't find an answer, with a reply message textarea.
Why it's needed: Helps your team stay on top of unresolved questions. The reply message ensures users receive a helpful response even when the assistant can't help.
Advanced Custom Instructions
Instruction Handling Mode
Purpose: Choose how custom instructions are applied: Ignore (use only defaults), Merge (combine with defaults), or Replace (use only custom instructions) via radio buttons.
Why it's needed: Controls how your custom instructions interact with system defaults. Note: This section is marked as "Administrator Only".
Custom Instructions for AI Assistant
Purpose: Enter custom instructions in a text area (typically 10-10,000 characters) for specific guidelines, tone, behavior, or special rules.
Why it's needed: Ensures the assistant adheres to brand guidelines and event-specific behavior. Instructions are processed according to the selected handling mode.
AI Safety & Guardrails
Overall Toggle
Purpose: Main toggle switch to enable or disable all AI Safety & Guardrails features at once.
Why it's needed: Provides quick control over all safety features. When enabled, individual features can be configured.
Content Safety
Purpose: Toggle to automatically filter harmful content using OpenAI Moderation API.
Why it's needed: Prevents inappropriate, offensive, or harmful content from being processed or responded to by the assistant.
Hallucination Detection
Purpose: Toggle to verify AI responses against your knowledge base to detect unsupported claims. Requires Vector Store connection.
Why it's needed: Ensures the assistant only provides information supported by your knowledge base. Status shows Vector Store connection (ID and "Ready" badge).
Jailbreak Prevention
Purpose: Toggle to detect and block prompt injection attempts designed to bypass safety guidelines.
Why it's needed: Protects against attempts to manipulate the assistant into ignoring its instructions or safety protocols.
Step 3
Number Assignment & Configuration
Phone Number Selection
Available Phone Numbers
Purpose: Select a phone number from the dropdown menu. Required field.
Why it's needed: Enables the assistant to function over WhatsApp or SMS. Click "Select The Number" button to confirm selection.
Privacy & Security Settings
Privacy Function
Purpose: Choose how long messages are retained from the "Select Type" dropdown. Options include "None (Default)" for no auto-deletion or time-bound deletion settings.
Why it's needed: Supports compliance with data retention policies. Once messages are deleted, they cannot be recovered.
QR Code Configuration
QR Code Onboarding
Purpose: Toggle switch to enable/disable QR code onboarding. Organization default setting is displayed. Includes "How to use?" link.
Why it's needed: Controls whether users can access the assistant via QR code. When disabled, QR onboarding features are inactive.
Initiate User's First Message Required
Purpose: Toggle switch to enable/disable this feature. Organization default setting is displayed.
Why it's needed: When enabled, users must send the first message manually after registering. Controls conversation initiation behavior.
Welcome header on QR generated page
Purpose: Enter a welcoming message that appears at the top of the QR code landing page (may include AI assistance icons).
Why it's needed: Gives users a branded, friendly first impression.
Additional Introduction Information
Purpose: Describe in short what the AI assistant offers (may include AI assistance icons).
Why it's needed: Sets expectations before interaction begins. Provides context about the assistant's capabilities.
Success message upon user Registration
Purpose: Message shown after users successfully register via the QR code (may include AI assistance icons).
Why it's needed: Reassures users they're connected and provides next steps.
Initial text message received by the user
Purpose: Write the initial SMS text sent to users once they sign up (may include AI assistance icons).
Why it's needed: Kicks off the conversation and guides users on how to interact with the assistant.
Enter URL For Terms of Service
Purpose: Provide a URL link to your Terms of Service (optional).
Why it's needed: Legal links for compliance. Builds trust and protects your brand.
Enter URL For Privacy Policy
Purpose: Provide a URL link to your Privacy Policy (optional).
Why it's needed: Legal links for compliance. Builds trust and ensures transparency about data handling.
Upload Logo / Sponsor Logo
Purpose: Upload Event Logo and Sponsor Logo (PNG/JPG, max 5MB, recommended 300×300px) via drag-and-drop or click to upload.
Why it's needed: Reinforces branding and sponsor visibility on the QR code landing page.
Generate QR Code
Purpose: Button to generate a scannable QR code once all fields are configured.
Why it's needed: Produces the QR code that users can scan to access your assistant easily.
Marketing 1-Pager (Optional)
Enabled Toggle
Purpose: Toggle switch to enable/disable the Flyer Generator feature.
Why it's needed: Controls whether marketing flyer generation is available. If enabled but no design selected, a warning message appears.
Reference Images (Optional)
Purpose: Upload images using "Add Images" button to inspire the design style, colors, or content.
Why it's needed: Helps the AI understand your design preferences and branding for generating flyer designs.
Design Feedback & Notes (Optional)
Purpose: Add specific feedback or notes in a text area for the AI to consider when generating designs.
Why it's needed: Refines flyer designs based on your specific requirements (e.g., "Make the colors more vibrant", "Include more white space").
Generation Prompt
Purpose: Default prompt includes assistant name, event name, and date. Can be customized. "Reset to Default" link available.
Why it's needed: The prompt is sent to the AI along with your assistant data to generate marketing designs. Customization allows different design variations.
Generate Marketing Designs
Purpose: Click "+ Generate Marketing Designs" button to create marketing flyer designs.
Why it's needed: Generates multiple design options based on your configuration for you to choose from.
Step 4
Final Review
Use Case Details
Purpose: Displays Assistant Type, Assistant Name, and LLM Model.
Why it's needed: Confirms the basic configuration and assistant category before finalizing.
Event Details
Purpose: Shows event schedule, venue information, and session details including date, type, location, venue info, venue image, URLs, organizer contact, and agenda.
Why it's needed: Allows you to verify all event information is accurate before publishing.
Uploaded Documents
Purpose: Lists all uploaded knowledge source documents with count, names, and document types.
Why it's needed: Confirms which knowledge sources have been added to your assistant.
Phone Number Assignment
Purpose: Displays the assigned phone number with status indicator (green checkmark and "Phone Number Assigned" message).
Why it's needed: Confirms the phone number has been successfully linked to your assistant.
Privacy Settings
Purpose: Shows privacy configuration in table format with Type, User Type, Days, and Phone Numbers columns.
Why it's needed: Allows verification of message retention settings and privacy compliance configuration.
AI Safety & Guardrails
Purpose: Displays the overall status (Enabled/Disabled) with description "Content moderation and safety controls".
Why it's needed: Confirms whether AI safety features are active before deployment.
Notification Settings
Purpose: Shows Negative Sentiments Notification status and reply message, No Answer Found Notification status and reply message, and Contact Details (Phone and Service Type).
Why it's needed: Verifies notification configuration and contact details for team alerts.
QR Code Configuration
Purpose: Displays Welcome Message, Additional Introduction Information, Success Message, Initial Text Message, and a downloadable QR code with "Download QR Code" button.
Why it's needed: Allows review of all QR code messaging and provides access to download the QR code for distribution.
Marketing Flyer (If Enabled)
Purpose: Shows Status (Enabled), Selected Design name, and Flyer Preview image.
Why it's needed: Allows review of the generated marketing flyer before finalizing the assistant setup.
Save Button
Purpose: Finalize the setup and create the Event Assistant.
Why it's needed: Publishes your assistant and makes it accessible in your dashboard. After clicking Save, the assistant is created and ready to use.
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.