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🔔 Notifications ​

Welcome to the Notifications system! This feature helps you stay informed about important updates and events in your system, especially when new knowledge base gaps are identified.

✨ What are Notifications? ​

Notifications alert you when important events happen in your system, such as:

  • New Knowledge Base Gaps: When your AI assistant encounters questions it cannot answer well, a gap in your knowledge base is identified and you'll be notified.

These notifications help you stay on top of areas where your assistant needs more information to serve your customers better.

🔔 Notification Bell ​

Location ​

You'll find the notification bell in the top-right area of your screen, next to your account menu.

What You'll See ​

  • Notification Icon: A bell icon that's always visible
  • Red Badge: When you have unread notifications, a red badge appears showing the number of new notifications
  • No Badge: When all notifications have been read, no badge is shown

How to Use ​

  1. Click the bell icon to open your notifications
  2. Check the red badge to see how many unread notifications you have
  3. Hover over the icon for a smooth visual effect

📋 Notification Panel ​

When you click the notification bell, a panel opens showing:

Panel Header ​

  • "Notifications" title on the left
  • "Mark all as read" button on the right (only appears when you have unread notifications)

Notification List ​

Each notification shows:

  • Red dot: Indicates unread notifications
  • Gray dot: Indicates notifications you've already read
  • Title: Brief description of what happened
  • Time: When the notification was created (e.g., "2 hours ago", "just now")

Empty State ​

When you have no notifications, you'll see:

  • Empty icon with a friendly message
  • "No new notifications" text

🖱️ Managing Notifications ​

Mark Single Notification as Read ​

  • Click on any notification to mark it as read and go to the relevant page
  • The red dot changes to gray to show it's been read

Mark All as Read ​

  • Click "Mark all as read" in the panel header to mark all notifications as read at once
  • You'll see a success message confirming the action

Visual Indicators ​

Beyond the notification panel, you'll also see visual hints throughout the interface:

  • Knowledge Base menu item: Shows a red dot when there are unread knowledge base gap notifications
  • Knowledge Base Gaps tab: Shows a red dot when there are new gap notifications
  • Gap table entries: Individual gaps may show a red dot if they're associated with new notifications

📚 Knowledge Base Gap Notifications ​

When You Get Notified ​

You'll receive a notification when:

  • Your AI assistant encounters a question it cannot answer well
  • A new "knowledge base gap" is identified
  • This helps you know where to add more information to improve your assistant

What's Included in Gap Notifications ​

When you receive a knowledge base gap notification, it may include:

  • Knowledge Base Sources: Links to existing documents or files that are related to the gap
  • Call Details: Information about the specific call that identified the gap
  • Contact Information: Details about the person who made the call (if available)
  • Campaign Context: Information about the campaign associated with the call (if applicable)
  • Call Status: Current status of the call (completed, ongoing, etc.)
  • Transcript: What was discussed during the call that led to identifying the gap
  • Suggested Actions: Recommended next steps to address the gap

Enhanced Call Information ​

Recent improvements to our notification system now provide more comprehensive details about each call:

  • Campaign Association: See which marketing campaign led to the call
  • Contact Details: View existing contact information from your database
  • Call Status Tracking: Monitor the current state of the call for better follow-up

Knowledge Base Sources ​

If your system finds relevant existing sources during the call, they will be listed in the notification email under "📚 Knowledge Base Sources." These sources help you:

  • Understand what information is already available
  • See which documents may need updating or expansion
  • Identify related content that could help fill the gap

What Happens Next ​

  1. You get a notification about the new knowledge base gap
  2. Review any included sources to understand what information is already available
  3. Click the notification to go directly to the Knowledge Base Gaps page
  4. Review the gap to understand what information is missing
  5. Add relevant content to your knowledge base to fill the gap
  6. Mark the gap as covered once you've addressed it

📝 Tips ​

  • Check notifications regularly to stay on top of important updates
  • Use the "Mark all as read" feature to quickly clear multiple notifications
  • Click notifications to go directly to the relevant information
  • Look for red dots throughout the interface as hints about new notifications

📧 Call Notification Emails ​

What are Call Notification Emails? ​

When your AI assistant completes a call, you can receive detailed email notifications with all the important information about that call. These emails help you stay informed and take action quickly.

Email Notification Content ​

Call notification emails include comprehensive information:

Enhanced Features ​

Recent improvements make call notifications even more helpful:

  • Smart Caller Identification: The system automatically identifies who called by checking multiple sources. First, it looks at data from the call itself, then checks your contact database, ensuring you always see a name when one is available.

  • Easy-to-Read Dates: Call timestamps are now shown in a clear, readable format (dd.MM.yyyy HH:mm, like "16.01.2026 14:30") instead of technical date formats, making it easy to see when calls happened.

  • Campaign Call Tracking: For calls made as part of your campaigns, you'll see which attempt number it was. This helps you track how many tries it took to reach someone (for example, "Call Attempt #3" means this was the third attempt to reach this contact).

Call Details ​

Each notification email shows:

  • Timestamp: When the call started (displayed in easy-to-read format: dd.MM.yyyy HH:mm, for example "16.01.2026 14:30")
  • Assistant Name: Which AI assistant handled the call
  • Caller Name: Who made the call (automatically identified from your contacts or call data)
  • Company Name: The caller's company (if provided)
  • Phone Number: Contact phone number
  • Urgency Level: How urgent the matter is
  • Duration: How long the call lasted
  • Call Attempt Number: For campaign calls, shows which attempt this was (e.g., "Call Attempt #3")

Conversation Information ​

  • Questions & Answers: Specific questions asked during the call and the responses given
  • Summary: A brief overview of what was discussed
  • Sub Calling Reason: More specific details about why the person called
  • Transcript: Full conversation text
  • Knowledge Base Sources: Related documents or information used during the call
  • Template Overwrites: For campaign calls with customized variables, the notification shows which template values were personalized for this specific contact (e.g., custom goals, company names, or product information)

Take Action ​

  • View Call Details: Click the button in the email to see the full call in your dashboard
  • FAQ Suggestions: Provide feedback on suggested FAQ items if applicable

Setting Up Email Notifications ​

Email notifications are configured by your administrator when setting up each AI assistant. They can specify which email addresses should receive notifications for calls.

Minimum Call Duration for Email Notifications ​

To reduce notification noise from very short or failed calls, you can set a minimum call duration threshold. Only calls that last longer than this threshold will trigger email notifications.

How it works:

  • Threshold Range: Set anywhere from 0 to 600 seconds (0 to 10 minutes)
  • Default: When set to 0 seconds, you receive email notifications for all calls
  • Example: If you set the threshold to 60 seconds, only calls lasting 1 minute or longer will send email notifications

Why use this feature?

  • Reduce inbox clutter from brief or failed calls
  • Focus on meaningful conversations that require your attention
  • Customize based on your workflow needs

Setting the threshold: Your administrator can configure this in the assistant's Configuration tab using the "Minimum call duration for email notifications" slider.

Filtering Notifications by Call Duration ​

You can now control which calls trigger email notifications based on their duration. This helps reduce notification noise from short or failed calls while still receiving important notifications for meaningful conversations.

How Call Duration Filtering Works ​

When configuring your assistant's notification settings, you can set a minimum call duration threshold. Only calls that meet or exceed this duration will trigger an email notification:

  • Default: 0 seconds (all calls trigger notifications)
  • Range: 0 to 600 seconds (up to 10 minutes)
  • Setting: Configured in the assistant's Configuration tab under notifications

Example Use Case ​

If you set the minimum email duration to 60 seconds:

  • Calls shorter than 60 seconds will not send email notifications
  • Calls that are 60 seconds or longer will send email notifications
  • This helps filter out quick hang-ups or very brief calls
  • All call data is still recorded and available in your dashboard for analytics

Benefits ​

  • Reduce email volume: Focus on meaningful conversations
  • Filter noise: Skip notifications for very short or failed calls
  • Stay informed: Still receive notifications for important calls
  • Complete records: All calls are still tracked regardless of notification settings

🌐 Webhook Notifications ​

What are Webhook Notifications? ​

Webhook notifications are automatic messages sent to external systems when important events happen in your AI assistant platform. Unlike the notifications you see in the user interface, webhook notifications allow your own systems to receive real-time updates about calls and other activities.

When Webhook Notifications are Sent ​

Webhook notifications are automatically sent when:

  • New calls are completed - Your system receives detailed information about each call
  • Call status changes - Updates about how calls ended and their outcomes

Webhook Notification Content ​

When a call is completed, your webhook endpoint receives detailed information including:

Call Information ​

  • Call ID: Unique identifier for the call
  • Timestamp: When the call started (in ISO 8601 format with timezone)
  • Duration: Length of the call in seconds
  • Assistant Details: Which AI assistant handled the call
  • Campaign Information: If the call was part of a campaign
  • Call Status: How the call ended (using detailed end call reasons)
  • Transcript: Full conversation transcript
  • Summary: AI-generated summary of the call

Contact Information ​

For each call, the webhook includes structured contact details:

  • Contact ID: Unique identifier in your system
  • Name: Contact's full name
  • Email: Contact's email address
  • Phone: Contact's phone number
  • Created Date: When the contact was first added
  • Metadata: Any custom information associated with the contact
  • Tags: Categories or labels assigned to the contact

Additional Data ​

  • Urgency Level: How urgent the call was rated
  • Questions & Answers: Specific questions asked and responses given
  • FAQ Suggestions: Any suggested FAQ items and feedback links
  • Knowledge Base Sources: Related documents or information used

Setting Up Webhook Notifications ​

Webhook notifications can be configured by your administrator for each AI assistant. They can be sent to:

  • Email addresses - For human review and action
  • URL endpoints - For automatic processing by your systems

Minimum Call Duration for Webhook Notifications ​

Similar to email notifications, you can also set a minimum call duration threshold for webhook notifications. This allows you to control which calls trigger webhooks to your external systems.

How it works:

  • Threshold Range: Set anywhere from 0 to 600 seconds (0 to 10 minutes)
  • Default: When set to 0 seconds, webhooks are sent for all calls
  • Example: If you set the threshold to 30 seconds, only calls lasting 30 seconds or longer will trigger webhook notifications

Independent Control: The email and webhook thresholds work independently, giving you flexibility:

  • Set different thresholds for email vs webhook notifications
  • Example: You might want webhooks for all calls (0 seconds) to collect statistics, but only receive emails for longer calls (60 seconds) that need human attention

Setting the threshold: Your administrator can configure this in the assistant's Configuration tab using the "Minimum call duration for webhook notifications" slider.

Filtering Webhook Notifications by Call Duration ​

Similar to email notifications, you can control which calls trigger webhook notifications based on their duration. This feature works independently from email duration filtering, giving you complete flexibility.

Independent Control ​

Email and webhook notifications have separate duration thresholds:

  • Email threshold: Controls which calls send email notifications
  • Webhook threshold: Controls which calls send webhook notifications
  • Independent settings: You can set different values for each

Example Use Cases ​

Collect all data, notify selectively:

  • Set webhook threshold to 0 seconds (send all calls to your analytics system)
  • Set email threshold to 60 seconds (only notify your team about longer calls)
  • Result: Complete data collection with reduced email noise

Filter both types:

  • Set webhook threshold to 30 seconds
  • Set email threshold to 60 seconds
  • Result: Focus processing power on meaningful conversations

Configuration ​

These duration thresholds are configured in the assistant's Configuration tab:

  1. Navigate to your assistant's settings
  2. Find the notification configuration section
  3. Use the sliders to set minimum durations for email and webhook notifications
  4. Values are displayed in an easy-to-read format (e.g., "1m 30s" for 90 seconds)
  5. Setting to 0 seconds means "all calls" will trigger that notification type

Recent Improvements ​

We've recently enhanced webhook notifications to provide:

  • Call timestamps - Every notification now includes when the call started, helping you track timing and correlate events
  • Better contact data structure - More organized and complete contact information
  • Improved call status tracking - More accurate reasons for how calls ended
  • Cleaner data format - Easier for your systems to process and use

Note: Notifications help you continuously improve your AI assistant by identifying areas where more knowledge is needed. This ensures your assistant can better serve your customers over time.

If you have any questions about notifications, please contact your administrator or support team!