Conversation AI: Add Contact Info

Conversation AI: Add Contact Info

Accurate and up-to-date contact information is critical for improving customer interactions and streamlining communication. The Add Contact Info feature allows you to seamlessly update or add key contact details—like name, phone number, email, business name, and date of birth—directly through an AI bot. This article explores the benefits of this feature and provides a step-by-step guide to setting it up for optimized contact management.

Key Features and Benefits

• Efficient Updates: Simplify the process of updating contact details directly through the bot, saving time and improving accuracy.
• Customizable Fields: Add or update specific fields, such as name, email, or phone number, to meet your business needs.
• Improved Customer Interaction: Collect accurate data with structured prompts, ensuring a smoother experience for both customers and businesses.

How to Use the Add Contact Info Feature

Accessing the Feature

1. Navigate to the Bot Goals tab.

2. Click on the Add Contact Info button to access contact details.

3. If creating a new bot, edit or assign a name to the bot before accessing this feature.

Setting Up the Fields

1. Action Name: Assign a name to the update action for easy identification (e.g., “Contact’s Date of Birth”).
2. Select Field: Choose the specific field to update (e.g., name, phone, email, business name).
3. What to Update: Add a brief description of the update. For example:
   • If updating Date of Birth: “This is the birth date of the contact.”
   • If updating Business Name: “This is the business name of the contact.”
4. Output Example (Optional): Provide an example to clarify the update (e.g., “5th Jan 1990”).
5. Click Save to finalize your settings.

Adding Prompts for the Bot

• Include clear instructions in the bot’s prompt to collect customer information.
• Example: “Ask the customer for their date of birth.”

Best Practices for Bot Prompts

• Always include mandatory instructions in the bot’s script to ensure the required data is collected.
• For appointment bookings, ensure the bot asks for:
  • Customer name
  • Email
  • Phone number
  • Date of birth
  • Business name

Important Notes

• The bot updates only empty fields in contact records.
• Email and phone number fields are updated automatically without requiring manual input through this feature.
• Integration with MCP Server: The Add Contact Info also integrates with the MCP server, enabling AI to interact with the system. This allows users to manage contacts, update information, and even send welcome messages directly through the AI bot, enhancing the overall automation experience. Additionally, the MCP server allows real-time data access, making it easier to  manage contacts seamlessly.

Pro Tips

• Use detailed prompts to guide the bot in collecting specific data efficiently.
• Regularly review and update bot prompts to align with evolving business needs.

FAQ’s

Question: What happens if the bot’s prompt doesn’t include instructions for collecting contact details? Answer: If the prompt lacks explicit instructions, the bot won’t collect the required information, and the field will remain un-updated.

Question: Can the bot overwrite existing contact details? Answer: No, the bot only updates empty fields to prevent overwriting existing data.

Question: Are email and phone number updates manual? Answer: No, email and phone numbers are updated automatically without requiring manual intervention.

Question: Can I add custom fields for contact updates? Answer: Currently, the feature supports standard fields like name, phone, email, business name, and date of birth.

Question: What if I’m creating a new bot? Answer: You’ll need to assign or edit the bot’s name before accessing the Add Contact Info feature.

Question: Can I use the Add Contact Info with the MCP server? Answer: Yes, it integrates with the MCP server, allowing you to manage contact information and even trigger actions like sending a welcome message directly from the AI.

Question: How can I ensure the bot collects the most accurate data? Answer: Use clear, specific prompts and provide examples or context when needed (e.g., “Please enter your date of birth in the format DD/MM/YYYY”). Regularly reviewing and refining your prompts will improve data quality over time.

Question: Can this feature be used for appointment bookings? Answer: Yes, by including mandatory fields like name, email, phone number, date of birth, and business name in your bot’s prompts, you can efficiently collect contact info for appointments.

Question: What is the purpose of the “Output Example” field during setup?

Answer: The Output Example is an optional field used to provide clarity on the update being made. For instance, if you are updating a date of birth, you might enter “5th Jan 1990” to serve as a reference for the format.

Question: Do I need to describe the update to the AI?

Answer: Yes. In the “What to Update” section, you should provide a brief description of the field, such as “This is the business name of the contact,” to help the AI understand the context.

Question: Does the bot require manual instructions for every piece of information I want to collect?

Answer: Yes. To ensure the required data is gathered, you must include explicit instructions in the bot’s prompt. For example, you should add a line like “Ask the customer for their business name” to trigger the collection process.