How To Add A Knowledge Base To Your Vapi Agent (5 Tips For A Smarter AI)

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A knowledge base can significantly enhance the performance and accuracy of your AI assistant, making it more effective in responding to inquiries and handling complex tasks. This guide will walk you through what a knowledge base is, how to add one in Vapi, and tips to optimise it for maximum efficiency.

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What Is a Knowledge Base?

A knowledge base is a collection of documents that your AI can reference to provide better answers and perform tasks more effectively. Think of it as the AI's "brain" or a library it can consult.

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Key Benefits of a Knowledge Base:

1. 🎯 Improved Accuracy: Access to detailed information allows the AI to deliver precise answers to user queries.
2. ⚡️ Enhanced Capabilities: The AI can tackle more complex tasks by drawing from relevant background information.

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How to Add a Knowledge Base in Vapi

Step 1: Upload Documents

1. Navigate to the Files section in your Vapi dashboard under the Platform menu.
2. Click Choose File, select the document (PDF, text file, or Word document), and upload it.
3. You can upload documents that contain frequently asked questions, troubleshooting guides, or any other relevant content.

Step 2: Assign the Knowledge Base to Your Assistant

1. Go to your Assistant in Vapi and select the one you want to enhance.
2. Under the model configuration, choose the files you just uploaded.
3. The assistant will now have access to these documents to improve its responses.

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What to Include in Your Knowledge Base

💡 Focus on adding content that your customers or users frequently ask about. This will allow your AI to provide the most valuable and specific answers.

‍Examples:

• Customer Support AI: FAQs, troubleshooting guides, refund and return policies.
• Sales AI: Pricing details, discount information, sales scripts, case studies, and testimonials.

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5 Tips for an Effective Knowledge Base

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1. Structure Your Knowledge Base for Performance

A KB can include multiple documents, but it’s better to focus on quality and relevance rather than uploading everything you have.

• Use multiple documents for different topics (e.g., company information, pricing, FAQs).
• Keep the content concise and relevant to avoid overloading the AI.
• Splitting content ensures the AI can quickly access and extract the most appropriate information.

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2. Simplify the Information

• Use headers, bullet points, and lists for clarity.
• This formatting helps the AI identify patterns and extract relevant data efficiently.
• Avoid overly detailed or dense information, as it may slow down response times.

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3. Optimise Prompts for Knowledge Base Usage

Provide clear instructions on how the AI should use the knowledge base:

• What to include in the prompt:
  • Define the role of the KD and list the available documents (e.g., "Company Overview," "Pricing Details").
  • Instruct the AI to use the appropriate document to answer queries concisely.
  • Define a fallback scenario: If the knowledge base lacks an answer, the AI should politely inform the user and avoid guessing.

⚡️ Example:

#Knowledge base

You have access to the following documents in the knowledge base:

1. Company overview
2. product details and prices
3. faqs
4. delivery and returns

Use the appropriate document to answer customer questions accurately and effectively. Provide responses in a clear and concise format, breaking down steps when necessary.

If the Knowledge base does not contain an answer, politely inform the user that you dont have access to that information at the moment. Always prioritise the most relevant KB entries and avoid guessing.

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4. Regularly Update Your Knowledge Base

Its important to remember that the documents you are uploading are static and will need to be updated regularly.

💡 Tip: Set a calendar reminder to review and update your KB every month, so it stays fresh and relevant.

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5. Use Call Logs to Identify Gaps

💡 Tip: Review call logs and transcripts in Vapi to identify questions asked by your customers, that the assistant couldn't answer.

Those insights offer great places to expand your KB content. Update the knowledge base to address these gaps, improving the AI's effectiveness over time.

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Why Regular Updates Matter

AI assistants rely on accurate, current information to provide reliable answers. Regular updates to your knowledge base ensure your AI always has the latest and most relevant data to support users effectively.

By following these steps and tips, you can create a powerful, optimised knowledge base for your AI assistant in Vapi, enhancing its ability to serve your customers and streamline your operations.

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