Build Role-Based AI Assistants for Your Team

Learn how to create, configure, and publish AI assistants trained on your company’s knowledge — and how team members interact with them.

AI Assistants are purpose-built AI personas trained on your organization’s knowledge. You configure an assistant with a role description, a system prompt that shapes its behavior, a knowledge base of company documents, and a preferred AI model. Team members can then chat with the assistant the same way they would chat with any AI — but get answers grounded in your actual policies, processes, and context, not generic training data.

Assistants are especially useful for recurring questions that currently require a human to answer: HR policy queries, sales objection handling, onboarding guidance, product FAQs, and more.

Creating an assistant

1. Navigate to Assistants

   Click Assistants in the left sidebar, then click New Assistant.

2. Set a name and role

   Give your assistant a clear, recognizable name — for example, “HR Policy Assistant” or “Sales Enablement Bot”. Add a short role description that tells users what this assistant helps with. This description appears on the assistant’s card in your workspace.

3. Select Tone & Persona

   This defines how the assistant behaves: its tone, scope, and any guardrails. Be specific about what the assistant should and should not do.

4. Upload your knowledge base

   Click Add Documents to upload the files the assistant should draw from. Supported formats include PDF, DOCX, TXT, and XLSX, and more. 

   Common knowledge base documents:

   • Employee handbook and HR policies
   • Product documentation and specs
   • Sales playbooks and battlecards
   • Onboarding guides and SOPs
   • FAQs and decision trees

   The assistant uses retrieval to ground its answers in these documents. It will not speculate beyond what is in the knowledge base when you configure it to stay within scope.

5. Define the escalation message

   Specify the message you want the assistant to return when a user asks a question outside of its knowledge base. 

6. Publish to your team

   When the assistant is ready, click Publish. Choose whether to publish with specific people or your entire organization. Published assistants appear in the Assistants directory for all selected users.

How team members use an assistant

Once published, an assistant appears in the Assistants section of the sidebar. Team members open it like any other chat — they type a question and receive a response grounded in the knowledge base.

Assistants do not share conversation history between users by default. Each team member’s session is private unless you configure the assistant to use a shared thread.

Updating an assistant’s knowledge base

As your organization’s policies and processes change, keep your assistant current by updating its knowledge base.

1. Open the assistant editor

   Go to Assistants, find the assistant you want to update, and click Edit.

2. Add or remove documents

   In the Knowledge Base section, click Add Documents to upload new files, or click the trash icon next to an existing document to remove it.

3. Save and re-publish

   Click Save and then Publish to push the updated knowledge base to all users. Changes take effect immediately after publishing.

Common use cases

HR FAQ bot

Answer common employee questions about benefits, leave policies, reimbursements, and onboarding — without HR having to respond to every inquiry manually.

Sales enablement assistant

Give sales reps instant access to battlecards, objection handling guides, pricing FAQs, and product specs during prospect conversations.

Onboarding guide

Walk new hires through their first days with a step-by-step assistant that answers questions about tools, processes, and team norms.

Legal and compliance Q&A

Let employees self-serve answers to common legal, compliance, and data privacy questions using approved policy documents as the source.

Who can create and edit assistants?

Anyone can create an assistant. Only the assistant’s owner can edit or delete an assistant. All members can use published assistants.

Can an assistant use the internet or external data sources?

By default, assistants draw only from their configured knowledge base. However, it does use the internet if the AI feels the need based on the question. 

How do I unpublish or delete an assistant?

An assistant owner can go to Assistant page and delete an assistant by simply clicking on Delete button. 

Can I clone an assistant to create a variation?

No. This functionality is currently not available.