Generate your knowledge base with AI

Most owners know exactly how their business works and never write it down. This recipe uses an AI assistant (ChatGPT, Claude, Gemini, or the Secretary itself) to interview you and turn your answers into a knowledge base you can paste straight into Ordina.

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, then Save changes.

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.