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Step-by-step Guide on how to Edit an AI Assistant

Last updated: Dec 17, 2024•6 min read

Allow users to easily edit assistant details and update the AI assistant in a smooth workflow.

Step-by-step Guide on how to Edit an AI Assistant

Step 1: Access the Edit Button from Dashboard

To edit an AI assistant, start by navigating to your Dashboard where all your assistants are displayed as cards.

Assistant Card Overview

Each assistant is displayed as a card in the Dashboard, showing the following information:

Card Header

  • Assistant Name: The title of your assistant (e.g., "Molyvos") displayed prominently at the top.
  • Icon: A visual icon representing the assistant type (hotel/building icon).
  • Action Buttons: Two buttons on the right side:
    • Edit Button (Pencil Icon): Click this light blue button to edit the assistant.
    • Delete Button (Trash Icon): Click this light red button to delete the assistant.
  • Tags: Status indicators displayed as pill-shaped tags:
    • Assistant ID or identifier tag (e.g., "Sid-AI-test")
    • Status tag (e.g., "Active" in green)

Assistant Details

  • Last Activity: Shows when the assistant was last active (e.g., "3h ago") with communication type (e.g., "TXT").
  • Phone Number: The phone number assigned to the assistant (e.g., "+1 (573) 799-3385").
  • Description: A brief description of the assistant or property it represents.
  • Attached Files: Documents or knowledge sources attached to the assistant (e.g., "otherFile.txt").
  • Creation Information:
    • Creation date (e.g., "Created Dec 29, 2025")
    • Creation time (e.g., "06:46 AM")

Metrics & Activity

  • Guests: The number of guests/users who have interacted with the assistant.
  • Total Messages: The total number of messages exchanged with the assistant.
  • Recent Activity: Message activity breakdown:
    • Last 1 Hour
    • Last 24 Hours
    • Last 7 Days

Additional Information

  • Creator: The name of the person who created the assistant (e.g., "Created by Siddharth Atkare").
  • View Message History Button: A purple button at the bottom of the card to view the complete message history for this assistant.

Opening the Edit Form

  • Locate the assistant card you want to edit in your Dashboard.
  • Click the Edit button (pencil icon) in the top right corner of the assistant card.
  • The system will display the assistant creation/editing form with all existing information pre-populated, allowing you to make changes.

Step 2: Edit Assistant Details

Once the edit form is open, you can modify any section of the assistant configuration. The form follows the same structure as the setup process, with all fields pre-populated with current values.

Step 2.1: Modify Step 1 - Concierge Assistant Details

You can edit any of the following fields in Step 1:

Basic Configuration

  • Assistant Name: Change the name of your assistant.
  • LLM Type: Update the language model type if needed.

Property Information

  • Location: Update the property location.
  • Property Type: Change the property type if needed.
  • Venue Info: Modify the venue description and details.

Venue Details

  • Location URL: Update the location URL.
  • Website URL: Change the website URL.
  • Organizer Contact: Update the organizer contact information.
  • Venue Image: Replace or update the venue image.

Contact Information

  • Important Contacts: Add, edit, or remove contact entries.
  • Update contact type, name, phone number, address, and email.

Property Info

  • Property Information: Update the detailed property information text area.

Meeting Request Configuration

  • Enable Meeting Requests: Toggle the meeting request feature on or off.

Step 2.2: Modify Step 2 - Knowledge Sources

Manage your assistant's knowledge sources:

Adding New Sources

  • Click the "+ Add New Source" button to add new knowledge sources.
  • Fill in the Source Name, Description, Source Type, and upload method.
  • Click "Save New Source" to add it.

Editing Existing Sources

  • Click the edit icon (lightbulb) next to an existing knowledge source in the table.
  • Modify the source details as needed.
  • Save your changes.

Removing Sources

  • Click the delete icon (trash can) next to a knowledge source to remove it.
  • Confirm the deletion when prompted.

Step 2.3: Modify Step 3 - Number Assignment & Configuration

Update communication and privacy settings:

Phone Number Selection

  • Change Phone Number: Select a different phone number from the dropdown if available.
  • Note: If no numbers are available, contact support to provision additional numbers.

Privacy & Security Settings

  • Privacy Function: Update message retention settings:
    • None (Default)
    • Immediately after the response
    • After X days

QR Code Configuration

  • QR Code Onboarding: Enable or disable the QR code onboarding feature.
  • Initiate User's First Message Required: Toggle this setting on or off.
  • QR Code Settings: Update welcome messages, success messages, introduction information, initial text messages, URLs, and logos.
  • Regenerate QR Code: After making changes, click "Generate QR Code" to create a new QR code.

Marketing 1-Pager (Optional)

  • Flyer Generator: Enable or disable, and update reference images, design feedback, and generation prompts.
  • Generate New Designs: Create new marketing materials if needed.

⚠️ Important: After making any changes, you must navigate through all steps and click the "Save" button on the final review screen (Step 4) to confirm and apply your changes. Failure to do so will result in the changes not being applied.

Step 3: Review Changes (Final Review)

After making your edits, navigate to Step 4: Final Review to see a comprehensive summary of all your assistant's information.

Review Sections

The final review screen displays all sections for verification:

Summary Sections

  • Use Case Details: Assistant type, name, and LLM model.
  • Concierge Details: Location, property type, venue info, URLs, and organizer contact.
  • Venue Details: Location URL, website URL, organizer contact, and venue image.
  • Important Contacts: All contact information entries.
  • Uploaded Documents: All knowledge source documents.
  • Phone Number Assignment: Assigned phone number confirmation.
  • Privacy Settings: Privacy function configuration.
  • AI Safety & Guardrails: Safety controls status.
  • Property Documents: Property-specific documents.
  • Notification Settings: Notification configuration.
  • Audience Enrollment QR Code: QR code messages and download option.

📋 Review Checklist: Before saving, verify that all information is correct, especially any changes you made. You can use the "Back" button to return to previous steps if you need to make additional changes.

Step 4: Save Changes

  • After reviewing all sections on the Final Review screen, click the "Save" button to confirm and apply your edits.
  • Upon saving:
    • The backend service is updated with the new information.
    • The assistant is refreshed with the latest details.
    • All changes take effect immediately, and the assistant will start using the updated information.
  • You can click "Back" to return to previous steps if you need to make additional changes before saving.
  • Click "Cancel" if you want to exit without saving (your changes will be lost).

✅ Success: Your AI assistant has been updated! The changes will take effect immediately and the assistant will start using the updated information to respond to users.

Need Help?

If you need assistance editing your AI assistant, contact our support team at hi@ai-ambassador.xyz or schedule a demo for personalized guidance.

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