Managing Assistants
Once you have created your assistants, you can view, edit, and manage them from the Assistants page. This guide explains how to work with your existing assistants.
📋 Viewing Your Assistants
The main Assistants page displays all your assistants in a table format with the following information:
- Assistant Name: The title you gave your assistant
- Phone Number: The number assigned to the assistant (if applicable)
- Type: Whether the assistant handles inbound or outbound calls
- Duration: Maximum call duration in seconds
⚙️ Editing Assistants
To edit an existing assistant:
- Click on any assistant row in the table to open the assistant details page
- Navigate to different tabs to modify:
- Configuration settings
- Call reasons and questions
- Extractors (automatically extract information from conversations)
- Knowledge base information
- Call forwarding rules
- Save your changes using the save button
For detailed configuration options, see Assistant Configuration.
Working with Questions and Extractors
Assistants can use two types of actions to gather information:
- Questions: Direct questions asked to callers during the conversation
- Extractors: Silently extract information from call transcripts without asking
Both can be configured in their respective tabs when editing an assistant. Learn more about the difference in the Actions guide.
📋 Cloning Assistants
You can create a duplicate of any existing assistant using the clone feature. This is useful when you want to:
- Create a similar assistant with minor modifications
- Test changes without affecting the original assistant
- Use an existing assistant as a template for a new one
How to Clone an Assistant
- Navigate to the assistant you want to clone by clicking on it in the assistants table
- Click the "Clone Assistant" button at the top of the assistant details page
- Wait for the cloning process to complete - this may take a few moments
- A notification will appear with a link to the newly cloned assistant
- Click the link to go directly to your cloned assistant
What Gets Cloned
When you clone an assistant, the following elements are copied:
- Basic Settings: Name (with "CLONE of" prefix), language, formality level
- Conversation Configuration: Greeting message, call reasons, questions
- Templates: All prompt templates and their parts
- Actions: Extractors, custom actions, and keyword searches
- Integrations:
- Knowledge base connections
- Live call transfers (including custom failed messages for call forwarding)
- External system integrations (such as scheduling integrations and workflow automations)
- Notifications: Email notification settings
- Assistant Type: Inbound or outbound configuration
What Doesn't Get Cloned
The following items are NOT copied to the cloned assistant:
- Phone Numbers: The cloned assistant will have no phone number assigned. You'll need to assign a new number manually if you want the assistant to handle calls
- Call History: Past calls remain with the original assistant
- Campaigns: Outbound campaigns stay linked to the original assistant
- Statistics: Performance metrics start fresh
After Cloning
Once cloned, the new assistant is completely independent:
- Modify freely without affecting the original
- The name includes "CLONE of" prefix to help you identify it
- No phone number is assigned - you must add one manually if needed for inbound calls
- Update the name to something more descriptive
- Test thoroughly before using in production
Tips for Effective Cloning
- Clone before major changes: Create a backup by cloning before making significant modifications to an assistant
- Test variations: Clone an assistant to test different greeting messages or conversation flows
- Rename immediately: Update the cloned assistant's name to avoid confusion
- Document differences: Keep notes on what makes each cloned version unique
🗑️ Deleting Assistants
⚠️ Important: Deleting an assistant is permanent and cannot be undone.
To delete an assistant:
- Locate the assistant you want to delete in the assistants table
- Click the red delete button (trash icon) in the Actions column
- Check for pairing and campaign dependencies: The system will check if the assistant has any restrictions preventing deletion
- Handle dependencies first:
- Paired assistants: If the assistant is paired with another assistant, you must first detach the pairing by editing the assistant configuration and removing the pair assistant selection
- Campaign dependencies: If the assistant has an active campaign, you must first either delete the campaign or reassign it to a different assistant
- The system will prevent deletion and show you which dependency needs attention with a link to resolve it
- Confirm the deletion when no dependencies exist
- The assistant will be permanently removed from your account
Deletion Dependencies
Paired Assistant Restrictions
- Paired assistants cannot be deleted until the pairing is removed
- Warning messages will clearly show which assistant is paired and provide a link to that assistant
- To resolve: Navigate to the assistant's configuration tab and clear the "Pair assistant" field, then save your changes
- After removing the pairing, you can delete the assistant
Campaign Dependencies
- Assistants linked to campaigns cannot be deleted until the campaign relationship is resolved
- Warning messages will clearly show which campaign is using the assistant
- Campaign links in warning messages take you directly to the campaign page for easy management
- You can either:
- Delete the campaign if no longer needed
- Edit the campaign to use a different assistant
- Reassign the campaign to another available assistant
Things to Remember:
- Pairing validation ensures you don't accidentally delete assistants that are part of an active pairing configuration
- Campaign validation ensures data consistency between assistants and campaigns
- Phone numbers assigned to the assistant will be released
- Call history will be preserved but the assistant won't be able to handle new calls
- Integrations connected to the assistant are automatically removed when the assistant is deleted
- Call forwarding configurations are automatically removed and properly detached from the system when the assistant is deleted
- Custom actions and keywords associated with the assistant will be automatically removed
📊 Assistant Limits
Your account has limits on the number of assistants you can create:
- Inbound assistants: Limited by your subscription plan
- Outbound assistants: Limited by your subscription plan
When you reach your limit, you'll need to either:
- Delete unused assistants to make room for new ones
- Upgrade your subscription plan
For more information about upgrading, visit the Subscriptions page.
🔧 Troubleshooting
Assistant Deletion Issues
If you encounter problems when deleting an assistant:
"Assistant deletion failed" message:
- Check your internet connection - ensure you have a stable connection
- Try again after a moment - temporary server issues may resolve quickly
- Contact support if the problem persists
Delete button shows warning:
- Paired assistants: If a warning about a paired assistant is shown, navigate to the assistant's configuration tab, clear the "Pair assistant" field, and save. Then try deleting again
- Campaign dependencies: If a warning about linked campaigns is shown, follow the link to the campaign and resolve the dependency first
- Check your permissions - you may need administrator access
General Assistant Management
Assistant not responding to changes:
- Save your changes using the save button after making modifications
- Wait for processing - changes may take a moment to take effect
- Refresh the page if changes don't appear immediately
Can't create new assistants:
- Check your subscription limits - you may have reached your maximum
- Delete unused assistants to free up space
- Consider upgrading your subscription plan
💡 Best Practices
For Managing Multiple Assistants:
- Use clear naming to distinguish between different assistants
- Regular cleanup - delete assistants you no longer need
- Monitor performance - check which assistants are most effective
- Update configurations based on feedback and call analytics
Before Deleting an Assistant:
- Export important data like call logs or analytics
- Check for assistant pairing and remove the pairing if configured
- Check for linked campaigns and either delete them or reassign to other assistants
- Update call forwarding rules if they reference the assistant
- Inform your team about the change
Remember: Assistant management is an ongoing process. Regular review and optimization will help you get the best results from your AI assistants!
If you need help with specific assistant management tasks, please contact your administrator or support team.