Generate your knowledge base with AI

Most owners know exactly how their business works and never write it down. The quickest route is to write what you know, in any order and any style, and let Organise with AI do the structuring.

1. Write what you knowAny order, any style. At least a few lines.
2. Organise with AIUnder the Business knowledge box.
3. Check the previewSame facts, better structure.
4. Replace mineThen edit anything you like.

The quickest way: Organise with AI

1. Open Secretary, then the settings (the gear icon), and scroll to Business knowledge.
2. Write what customers should know: policies, payment, parking, what to bring, who does what, the questions you answer every day. Rough notes are fine ("pls cancel a day before", "parking at the back"). The button switches on once there are about 200 characters of your own.
3. Tap Organise with AI. Your Secretary rewrites it with short headings, one fact per line and common questions as Q and A, keeping your tone.
4. Check the preview, then tap Replace mine, or Keep mine to leave your text as it was. It saves on its own; edit anything afterwards.

Under the preview, your Secretary also lists questions customers of your kind of business often ask that your text does not answer yet. Add those answers in your own words and organise again.

Starting from a blank page

If you would rather be interviewed than write notes, use an AI assistant (ChatGPT, Claude, Gemini) with the prompt below, paste its answer into the box, then organise it as above.

Before you start

Have these to hand:

• Your service list from Store (names only; prices stay in Store).
• Any existing document: a price list, a welcome email you send, your Instagram highlights, your Google reviews (they show what customers ask about).
• Your website address, if you have one.

Step 1: let the assistant interview you

Paste this prompt into your AI assistant of choice:

You are helping me write the knowledge base for an AI receptionist that
answers my customers' questions. Interview me one question at a time.
Ask about: cancellation and lateness policies, deposits and refunds,
location and parking, how to prepare for a visit, what to bring,
who works here and what they specialise in, walk-ins, payment methods
accepted in person, accessibility, children and pets, gift vouchers,
and the three questions customers ask most.

Do not ask about prices, durations or opening hours; those are managed
elsewhere. When you have enough, write the knowledge base as plain text
with short uppercase headings and one fact per line, in a warm,
friendly tone, written as the business speaking to a customer.
Keep it under 7,000 characters. My business: [describe it in one line].

Answer its questions in your own words. Two-word answers are fine; the assistant does the writing.

Step 2: paste it into Ordina

1. Copy the finished text.
2. Open Secretary → Knowledge base → Business knowledge and paste it.
3. Delete anything you would not actually say. AI assistants sometimes add generic lines ("We are committed to excellence"); cut them.
4. Check the character count is under the limit. The box saves on its own.
5. Tap Organise with AI to tidy it into the structure your Secretary reads best.

Step 3: test it like a customer

Open your booking page in a private window and ask the ten questions you get most. Where the answer is wrong or missing, fix the text, save, and ask again. Ten minutes of this is worth more than any amount of polishing.

Step 4: keep it alive

• Once a week, skim Messages for questions the Secretary could not answer. Add the answer.
• Ask your own Secretary in Secretary → Chat: "What did customers ask this week that you couldn't answer?" It will tell you.
• For seasonal changes, say to the Secretary: "Add to the FAQ that we are closed 24 to 27 December" and it updates the text for you.

Use your website and documents instead

If the information already exists on your website or in a PDF, you do not need to rewrite it. Connect the website or upload the document and the Secretary reads from it directly. Use the knowledge box for what is not written down anywhere.