ChatBase is a simple and easy-to-use knowledge base platform. You can upload documents, web pages, Q&A, notes, and more to help AI better understand your brand and needs.
- Uploading is simple—AI can quickly learn from these materials and provide appropriate replies in conversations.
- Supports multiple data sources, making it easy to consolidate day-to-day information.
CAAC AI is already integrated with ChatBase, enabling AI to answer customer questions more precisely based on your knowledge base. If you want CAAC AI’s replies to reflect your company’s latest information, we recommend getting familiar with ChatBase and using it to manage knowledge content.
# Chatbase Initial Setup
Before enabling the CAAC AI Agent, you need to complete the basic Chatbase setup and provide the relevant details to Crescendo Lab so we can assist with the integration.
1) Chatbase Setup
Please log in to your Chatbase account and complete the initial setup as follows.
Step 1: Create a new AI Agent
Step 2: Create a knowledge base (you may use test data for now)
During the AI Agent creation process, the system will ask you to add a knowledge base. We recommend quickly adding a temporary entry in Text (e.g., “test”) to help you finish the setup. You can later supplement and refine the knowledge base as needed following the sections below.
Step 3: Name your AI Agent
Give your AI Agent a name so you can easily identify it in the Chatbase console.
⚠️ Note: This name is for identification in Chatbase only and will not appear as the name in CAAC Contacts.
Step 4: Configure the AI model and System Prompt
- Go to settings → AI
- Choose an AI model
We recommend GPT-4.1 Mini for solid performance at lower cost. You may choose other models, but please note the token (credit) cost may be higher.
- Paste the System Prompt
You can get the system prompt template on CAAC now. Please refer to: AI Agent Set Up - System prompt
- Set AI Temperature to 0
The higher the temperature, the more creative the replies. To ensure responses are based on the knowledge base as much as possible, set it to 0.
# Chatbase Knowledge Base Features
You can upload multiple data sources, all of which become key references for CAAC AI to answer customer questions. For more information, see the official Chatbase documentation.
After entering the AI Agent, click Sources to upload different types: Files, Text, Website, Q&A, and Notion.
⚠️ After uploading, remember to click “Train AI” so the AI learns your newly added content:
1) Data Type — Files
You can upload common file formats so AI can learn directly from them. Supported formats:
- PDF (.pdf)
- Plain Text (.txt)
-
Word (.doc / .docx)
Add data: Click “Upload Files” to upload one or more files.
Delete data: Click the “...” icon next to the item and select Delete.
⚠️ Files cannot be overwritten directly. To update an uploaded file, delete the old file, upload the new one, and then “Retrain agent.”
2) Data Type — Text
Best for smaller, structured content such as department descriptions, announcements, or terms of service.
- Custom titles for easier categorization and search
- Preview, edit, delete anytime, and view created/updated timestamps
Add Text: Enter the content and title directly.
⚠️ Note: Formatting tools (bold, italics, hyperlinks, etc.) in the toolbar mostly won’t appear in CAAC replies. If you need to include URLs in replies, create a “Q&A” and paste the full URL (do not use hyperlinks) to ensure links display correctly across channels.
Only WhatsApp’s native console will display these formats; other channels do not support them.
Edit Text: Click the text item you want to edit.
You can view details for each text item, including created time, last updated time, file size, and whether AI is synced to this data.
3) Data Type — Website
Automatically capture website content so AI can stay current.
Three ways to capture website content:
| Type | How to use | Best for | Description |
| Crawl Links | Enter the site’s homepage URL | You want AI to learn the entire site | Automatically crawls all public pages under the homepage to quickly build a comprehensive knowledge base |
| Sitemap | Enter the site’s sitemap.xml link | Large sites with a curated sitemap | Captures pages specified in the sitemap for precise coverage |
| Individual Links | Manually enter one or more specific URLs | You only want AI to learn a few pages | Only the URLs you provide are ingested—most precise |
⚠️ Website sources do not auto-update
- When you add a website as a data source, ChatBase captures it once at that moment.
- If the site changes later, you must manually re-crawl to sync the latest content.
- To update manually: go to Sources → Website, click the “...” icon and select “Re-crawl”.
4) Data Type — Custom Q&A
Create FAQs with definitive answers so AI can more easily address business-specific questions. When AI detects a similar question, it will respond verbatim with your provided answer (see below).
- Each Q&A can have a title and alternate phrasings to improve matching
- View usage frequency and last used time to guide ongoing optimization
Create Q&A: Enter common questions and a standard answer. You can add multiple phrasings; when AI finds a similar question, it will return your answer.
⚠️ Note: Formatting tools (bold, italics, hyperlinks, etc.) in the toolbar mostly won’t appear in CAAC replies. If you need to include URLs, create Q&A and paste the full URL (no hyperlinks) to ensure links display correctly across channels.
Only WhatsApp’s native console will display these formats; other channels do not.
Edit answers: Click the Q&A you want to modify to open its editor.
5) Data Type — Notion
Connect your Notion notes so AI can reference internal knowledge.
- Authorization to your Notion account is required
- After connecting, Notion pages can be synced
- Great for living docs, internal manuals, meeting notes, etc.
Connect Notion: Log in and verify your Notion account, then choose the Notion pages to connect to Chatbase.
⚠️ Notion sources do not auto-sync
- Whenever Notion content changes, return to ChatBase and click “Retrain agent”. Each training run re-fetches connected Notion pages.
# How to Test Chatbase AI
Testing is critical to ensure a complete knowledge base and high-quality AI answers. Through real conversations, you can:
- Confirm AI can correctly answer common customer questions
- Identify gaps or missing content in the knowledge base
- Quickly refine answers to improve user experience
We recommend testing with actual frequently asked customer questions to better simulate real scenarios.
Step 1: Click “playground”
Step 2: Chat with AI directly in ChatBase to simulate common customer questions
# How to Optimize My Knowledge Base
Optimization is important to help your AI respond more accurately and keep learning from your company’s latest information.
By regularly organizing and updating content, AI will learn your preferred tone and key points, producing answers closer to your needs.
In this section, we introduce two common optimization methods to help you train AI and keep the knowledge base fresh.
1) Update data sources
Use this when adding or changing a lot of information, e.g., new products, policies, promotional campaigns, or routine maintenance. See the previous section, “Chatbase Knowledge Base Features,” for how to edit/add/delete each source type.
2) Optimize answers while chatting with AI
Best for fine-tuning replies and improving real conversation quality. Use when you want to quickly fix answers to specific questions and continually nudge the AI’s style toward your brand. Follow the steps below.
Step 1: Click “playground”
Step 2: Chat with AI directly in ChatBase to simulate common customer questions
Step 3: If the AI’s answer isn’t ideal, you can refine it. Click “chat logs” on the sidebar to review all conversations with AI in Chatbase.
Step 4: Click “Revise answer” under the reply you want to improve
Step 5: Enter how you want the AI to answer this question in the future. The revised answer will be saved to Q&A and used as new training data.
Step 6: Go to “Sources” → “Q&A” to review the revised answers you previously saved
# FAQs
Q: Why can’t some web pages be imported successfully?
When using a website as a data source, some pages may fail to crawl. Common reasons:
- Unreadable content: pages composed mainly of images/videos, or text embedded in images, cannot be extracted.
- Access restrictions: pages requiring login, paywalls, or other limits can’t be fetched directly.
- JavaScript dynamic loading: if content renders after page load, ChatBase may not read it.
- Blocked by robots.txt: some sites disallow crawlers.
- Unsupported formats: ChatBase handles standard web pages (text-based) and can’t ingest PDFs/images via URL.
Q: If the same topic exists in Files, Website, Q&A, etc., which source does ChatBase prioritize?
ChatBase has no explicit source priority—Files, Websites, Text, Q&A, and Notion are all included in the AI’s knowledge base. However, for FAQs (Q&A), AI will usually use them first for identical/similar questions, with other sources as supplemental context.
Q: When file contents change, do I have to delete and re-upload?
Yes. Files can’t be overwritten. Delete the old file, upload the new one, then click “Retrain agent” to ensure AI reads the correct content.
Q: Will AI automatically sync the latest content from Notion or websites?
Not currently. When Notion or website content changes, go back to ChatBase and manually “Retrain agent” so AI responses reflect the latest information.
Q: If I use bold/italics/hyperlinks while editing answers in ChatBase, will those formats show in CAAC replies?
Most CAAC channels (e.g., LINE, Messenger) do not support bold, italics, or hyperlinks. If you need to include a URL, paste the full link (not a hyperlink) to ensure customers can see it properly.
Only WhatsApp’s native console displays these formats; other channels’ native consoles will not.
Q: How do I troubleshoot when my AI Agent stops sending messages?
First, check Token Usage status in the ChatBase console: If token usage has reached its limit, the AI Agent will no longer generate replies. You’ll need to purchase additional tokens or upgrade your plan to restore normal service.
How do I troubleshoot when my AI Agent stops sending messages?
A:
Please check Token Usage in the ChatBase console:
• If token usage has reached its limit, the AI Agent cannot continue replying
• You need to purchase additional tokens or upgrade your plan to resume normal service