Set up your "Knowledge Bases"

Hello everyone!I’m Rodolphe, co-founder of VitaminAI. Today, I want to walk you through one of the most important steps in using our tool: 


Setting up your knowledge bases. 


Don’t worry—it’s simpler than it sounds, and trust me, it’s the key to unlocking the full potential of VitaminAI.

Let’s dive in!

VitaminAI is your smart assistant—it can answer questions, generate custom content, and provide precise information for your team or clients. But here’s the catch: it needs the right data to work its magic.


That’s where the knowledge base comes in. It centralizes all the essential data VitaminAI needs to operate efficiently.


When your knowledge base is well-organized:


- You and your team save valuable time,

- Mistakes are minimized,

- And the user experience becomes seamless.


Sounds good? Let’s get started with the steps to create your knowledge bases.

Start by Identifying What You Need

To begin, think about the kind of information your team, clients, or prospects will need to access regularly.


For example: product descriptions, FAQ responses, or strategic documents. Make a list of everything essential. This will be the foundation of your knowledge base.

Next, Organize Your Data

Create separate knowledge bases for each need to make them accessible to specific users later. You can combine multiple knowledge bases for responses or content creation, so it’s best to keep them as distinct as possible. Create logical categories and give them clear, recognizable names.

Now Import Your Data into VitaminAI

The tool supports various formats and resources: websites (using the option to scrape entire target sites with automatic updates), Word documents, Excel sheets, PDFs, PowerPoint files… You can even connect external tools like Airtable or Monday.com.


Gather everything in one place so the AI has a complete view of your company’s data.


Remember, everything is secure here. Only your organization can view the encoded data.

Finally don't forget to Regularly Update Your Data

Your business will evolve over time, and so should your knowledge base. 


Add new information and remove anything irrelevant. I recommend scheduling quarterly updates. It’s a simple way to keep your data fresh and ensure VitaminAI continues to deliver accurate, valuable insights.

Let’s Set Up Your First Knowledge Base

To start, you’ll first need to create your organization—this is where all your knowledge bases will live.


- If you’re an agency, I recommend creating one organization per client.


Once that’s done, go ahead and add your first knowledge base. Let’s call it ‘Public Info.’


Here’s what you’ll want to include:


- Your website link, using the ‘Scrape Website’ option set to 2 levels.

- Descriptive texts: company values, goals, positioning, and FAQs.

- Presentation documents: PowerPoint slides, PDFs, or brochures you share with clients.


In just five minutes, VitaminAI will be up to speed on all the public-facing information about your company.


Now, let’s go a step further and set up an internal knowledge base, which we’ll call ‘HR Info.’


This is perfect for helping your team access key details without relying on the HR department.


For example, you can manually add:


- Your company’s public holidays

- Building opening hours


And upload documents like your CSR strategy or a welcome brochure.


With this setup, you can even create internal chatbots for your team—accessible directly through platforms like WhatsApp. But that’s a topic for another video.


And there you have it! You now have everything you need to set up your first knowledge bases with VitaminAI.


Take the time to structure your data properly, and you’ll be amazed at how efficiently the tool works for you.


Remember, these knowledge bases can now be used across all the tools in VitaminAI.


Tomorrow, I’ll show you how to create meeting reports in seconds.


Until then, have fun exploring VitaminAI! See you tomorrow.