Your Knowledge section is the foundation of your AI agent’s contextual knowledge. In short, it’s what enables your agents(s) to make informed decisions.
It provides a central place to upload assets, schedule staff interviews, share emails, and store key information about your institution. This training data helps your agent generate accurate answers, reflect your brand voice, and engage constituents in a way that aligns with your team’s expertise.
Training assets can include:
Websites
Files
Staff interviews
Previously sent email communications
Asset Essentials
Once added, your assets will have a status of “Uploaded." Once processed, your assets will be flagged as “Ready."
Only “Ready” assets can be tested.
Only when you view and publish your changes will that asset be committed to production. This extra step allows you to test Knowledge assets in a risk-free way!
Website Assets
Websites allow your agent to learn directly from public-facing content such as admissions or student affairs pages, academic program descriptions, tuition information, and policies.
Why you will upload unique URLs
Why you will upload unique URLs
Each website will be added with its own unique URL. For example, one for application requirements, one for campus visits, one for academic programs, and so forth. This is to ensure your agent is trained on the most up-to-date information available, and not mis-trained on orphan pages or legacy content that might surface if the agent crawled the entire website. Adding these unique URLs puts you in control of the right types of data you’d like the agent to ingest.
How the agent reads website content
How the agent reads website content
The agent reads from the HTML source, not the visible page layout. This means the agent will read:
All text present in the page’s raw HTML at the time of scraping
Content hidden by CSS, such as collapsed accordion sections, if the text is already in the HTML
The agent may not read:
Content loaded only after a user interacts with the page
Text inserted dynamically via JavaScript that is not part of the initial HTML
If the information you need isn’t in the HTML, consider adding it as a document or including it in an interview.
How to add a website
How to add a website
Log in to your CollegeVine account.
Navigate to Knowledge.
Select +New at the top right of your screen, then choose Website.
Enter one or more URLs (separated by a return or comma).
Click Save.
Your uploaded webpage will show a status of “Ready” when it has been ingested and is ready for testing.
When adding URLs, always include the full address starting with https://.
File Assets
Files allow you to upload static documents and structured data that the agent can learn from. These are helpful for policy documents, program sheets, course catalogs, fee charts, and any written guidance your institution relies on.
Why you can upload internal documents
Why you can upload internal documents
Because your AI agent is just learning from the content of the files, you can upload both formal/marketing-approved assets or internal documents (i.e.- internal process guide, internal training guide for new employees) that aren’t intended to be outward-facing.
Accepted file types
Accepted file types
.pdf
.csv
.txt
.md
.html
How to add files
How to add files
Log in to your CollegeVine account.
Navigate to Knowledge.
Select +New at the top right of your screen, then choose Files.
Upload your files and click Save.
Your uploaded fille will show a status of “Ready” when it has been ingested and is ready for testing.
Interview Assets
Interviews create high-quality training material by capturing authentic knowledge from your staff that might not be captured elsewhere. Think of it as onboarding a new colleague: your agent learns directly from subject-matter experts through a conversation.
Why you can confidently interview
Why you can confidently interview
After each interview, the platform generates a summary you can edit before saving. This editing allows you to conduct an interview without getting every detail right live. You will always have a chance to edit and save information. Once saved, the content becomes part of your knowledge base.
How to set up a staff interview
How to set up a staff interview
Log in to your CollegeVine account.
Navigate to Knowledge.
Select +New at the top right of your screen, then choose Interview.
Describe the focus of the interview and enter the interviewee’s phone number.
Conduct the conversation.
Note: The agent that you speak with for an interview may not match what you’ve configured for your phone agent’s voice and/or persona. This is expected! The Interview AI is a standard-issue, internal-only tool that is designed to collect feedback and notes from your calls.
Review and edit the generated summary, then save it. Only saved interviews become part of the Knowledge base.
Email Assets
Email training allows your agent to learn from the messages you send to students today. By analyzing your existing campaigns, your agent can learn from the email content your constituents are receiving.
When to use email assets
When to use email assets
For agents that communicate with prospective or current students, we recommend listing your AI agent’s email address as an inquiry or contact within your existing marketing flows. This step helps centralize training data and simplifies setup.
How to add emails to your knowledge base
How to add emails to your knowledge base
Log in to your CollegeVine account.
Navigate to Knowledge.
Click the three dots at the top right of your screen and select Email Trainer.
Add your approved senders.
Click Save
Begin sending emails to your Knowledge Base’s email address.
For security, the system only processes emails from approved senders you specify. We recommend adding your general contact address - like [email protected] or [email protected] - in addition to the email address of any individuals who might be forwarding messages for training.
Next steps
Continue building your Knowledge Base by adding new assets over time to keep your agent aligned with evolving programs, policies, and messaging. If you need help deciding what to upload or want additional guidance on best practices, contact your onboarding specialist or the CollegeVine Success Team at [email protected].