Train and manage Knowbot
Here's how you add the information that you wish your Knowbot must be trained in. There are two ways you can to it - either by adding files manually, or create a sync with specific folders in your SharePoint.
Watch this video to see how it works🎬
Uploading files
Head to Manage
Find Knowbot
Click upload to add a new file (e.g. Word, PDF, links or videos)
If needed, you can limit access to a specific Circle
Once your file is added, it trains automatically.
Quick tip💡 You can filter the Resources based on tags, circles and status.
Create sync with SharePoint
Here's how you create a sync with your SharePoint site:
Open Knowbot in Manage
Click create sync
Select SharePoint as your content source
Paste the link to your SharePoint document, folder, or site
Choose which content to include or exclude
Set permissions for specific groups or teams if needed
Click Train to activate the content
Knowbot on the user dashboard
Once materiel is trained, users can start asking Knowbot questions. If Knowbot is trained in what the question is about, then will recieve an answer to their question instantly. Once the answer has been given, they are the option to listen to it out load by clicking the speaker🔈 and they can also rate it 👍/👎 based on how well their question was answered. They can continue asking questions as much as they would like.
Good to know💭 If users does not rate the answer, Knowbot will determine if the answer was satisfactory or not.
Users will see Knowbot on their home page on the user dashboard on a ✨ icon at the bottom of the screen if using mobile, and in the top banner of the same page if on computer.
Example
Let's say that a new employee just started, and they need some extra guidance for opening the store. Then they can simply take out Knowbot and ask “What do I need to do for an opening shift?” Instantly, they receive clear and actionable guidance.
As the day continues, employees can keep asking follow-up questions, for example: “What else should I know for my daily tasks?”.
This ensures they always have the information they need for a smooth and successful shift — right at their fingertips.
Knowbot Insights
Knowbot Insights helps you understand how user use Knowbot in practice. It gives you a view of usage, engagement, response quality, and the topics your users ask
about most often.
This makes it easier to see the value of Knowbot, spot patterns in user questions, and identify where your content or setup may need attention. Summed up:
Understand how much Knowbot is being used
See what users are asking about
Follow satisfaction trends and repeated problem areas
Identify where content, access, or responses may need improvement to ensure users are getting their questions answered
How to access your data
You find your Knowbot insights by following these steps:
Head to Manage
Find Knowbot
Click Insights
Once found, you can filter by data range if you need to see a specific period. The data you can find includes:
Active users
Questions asked
Power users
Adoption rate
Number of questions/user
30 day retention
Answer satisfaction
Topics with most asked questions
Most asked questions by topic
Satisfaction by Topic
Questions needing attention by topic
Quick tip💡 Topics are based in the tags you set on your material.
If you need to know information of the different metrics, make sure to click the '?' in the top right corner of each metric to see a describtion.
Good to know
After uploading your materials, it’s crucial to review and configure your permissions. Only users with the appropriate permissions can access Knowbot.
Keep in mind that all users with admin access to Knowbot will be able to see the files in the Training arena regardless if they are in a Circle or not.
When to use restrictions
Below, you will find some case examples of when to use restrict access with Circles.
Case 1: Let's say that you wish to train Knowbot in material from your leadership PDF, and do not want others to see. Then creating a Circle for leaders is a perfect fit!
Case 2: If you have multiple stores where the operational tasks differ from store to store, you can still upload the tasks for different Circles and avoid users confusing their tasks.
Case 3: In case your organization operates in more than one country, it could be beneficial to divide some answers so users will not see answers that is not relevant for them. In addition to this Knowbot can help your users in the language they use, regardless of the language of your materials.