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The Training Materials page is where you teach your receptionist everything about your hotel — room types, restaurant hours, policies, local tips, and anything else a guest might ask about.
This is the most impactful page in your entire setup. The quality of what you upload here directly determines how well your receptionist answers guest questions. A receptionist with great instructions but poor training materials will still give poor answers.
How it connects to your Dashboard: When your receptionist encounters a question it can’t answer, it flags the conversation as a training opportunity. Those flags point you right back here — telling you exactly what knowledge to add. This is how your receptionist gets smarter over time.

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Adding Content

You have four ways to teach your receptionist. Each method creates entries in your Receptionist’s Library below.

Add Docs

Upload files directly. Supports PDF, DOCX, TXT, CSV, XLSX, JSON, and Markdown. You can select multiple files at once and upload them in a single batch.

Notion Library

Sync pages directly from your Notion workspace. Perfect if your team already manages hotel information in Notion. Changes in Notion can be re-synced anytime.

Write Notes

Create content directly in RecepAI using the built-in editor. Choose New Page for rich-text content or Q&A for frequently asked questions. This is the fastest way to add knowledge.

Scan Web

Import content from your hotel’s website — either a single page or an entire sitemap. Your receptionist learns directly from your live web pages.

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Add Docs

Click “Add Docs” to upload files from your computer.
  1. Enter a Material Name (e.g., “Hotel Policy”, “Room Types”)
  2. Click or drag files into the upload area — multiple files supported
  3. Click Upload to start processing
Supported file types: PDF, DOCX, TXT, CSV, XLSX, JSON, Markdown
What are “pieces”? When you upload a document, your receptionist breaks it into smaller knowledge pieces (chunks). A 10-page PDF might become 15-20 pieces. This is normal — AI processes smaller chunks more accurately than one large block of text.

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Write Notes

Click “Write Notes” to create content directly in RecepAI. A dropdown lets you choose between two formats: New Page — Opens a full-page editor where you can write rich-text content with formatting. The editor supports bold, italic, headings, links, bullet and numbered lists, blockquotes, and dividers. Content is saved in Markdown format, which your receptionist reads with high accuracy.
  1. Give your page a title (e.g., “Room Types”, “Spa Menu”)
  2. Write or paste your content — use the toolbar to format
  3. Click Save — or click Save & New to save and immediately start another page
Q&A — Opens a full-page editor designed for question-and-answer pairs. Each pair is a card with a question field and an answer field.
  1. Give your Q&A set a title (e.g., “Check-in FAQ”, “Room Service Questions”)
  2. Fill in question-answer pairs — click “Add Question” for more
  3. Click Save — or click Save & New to save and start a new set
Q&A is the most effective format for training your receptionist. It maps directly to how guests ask questions — “What time is breakfast?” gets a precise answer instead of your receptionist searching through a long document. Start with Q&A for your most common guest questions, then use New Page for longer content like policies and descriptions.

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Notion Library

If your team uses Notion to manage hotel information, you can sync pages directly: Connecting for the first time:
  1. Click “Notion Library” — a side panel opens
  2. Click “Import from Notion”
  3. Authorize RecepAI to access your Notion workspace
  4. Select which pages to import — you can choose multiple
  5. Click “Import Selected” — your receptionist learns the content automatically
Updating existing Notion content:
  1. Open the side panel and click “Check for Updates”
  2. If pages were modified in Notion, you’ll see a list of changed documents
  3. Click “Train RECEPtionist” to sync the latest content
Deleted pages: If you delete a page in Notion, RecepAI detects this and warns you. You’ll see a “pages no longer exist in Notion” message with an option to “Remove All from Library” to clean up.
Editing a Notion document:
  • Click the view icon (eye) on any Notion document in your library
  • You’ll see the current content (read-only) and sync status
  • Click “Edit in Notion” to open the page in Notion
  • After editing, come back and click “Train RECEPtionist” to sync your changes
If the connection to Notion breaks (e.g., you revoked access), click “Reconnect to Notion” in the side panel to re-authorize.

Notion Integration Guide

Need more details? Our complete Notion guide covers how the sync mechanism works, what to do when pages show as deleted, who should connect Notion, troubleshooting tips, and best practices.

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Scan Web

Import content directly from your hotel’s website. Your receptionist learns from your live web pages. Single page import:
  1. Click “Scan Web” — a side panel opens
  2. Paste any page URL (e.g., https://yourhotel.com/rooms)
  3. Optionally enter a title (otherwise the page title is used)
  4. Click “Import Page”
Sitemap import (multiple pages):
  1. Paste your sitemap URL (e.g., https://yourhotel.com/sitemap.xml)
  2. RecepAI analyzes the sitemap and shows all available pages
  3. Use Select All or pick individual pages
  4. Click “Import Pages” — progress updates in real-time
50 page limit. Your receptionist can learn from up to 50 web pages total. The counter shows how many slots you’ve used. If you need to add more, delete some existing web pages first.
Advanced filters (sitemap mode): When importing from a sitemap, you can filter which pages to include:
FilterWhat It DoesExample
Include PagesOnly import pages matching these patterns/en/ — only English pages
Ignore PagesSkip pages matching these patterns/blog/, /fr/ — skip blog and French pages
Focus on pages that help guests — rooms, amenities, restaurants, location, contact info. Skip blog posts, career pages, and non-guest-facing content.
Keeping web content fresh:
  • Click the view icon on any web document to see its extracted content
  • Click “Re-fetch Page” to pull the latest version from your website
  • Click “Download” to save the extracted content as a Markdown file

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Receptionist’s Library

All your training materials appear in a searchable table:
ColumnWhat It Shows
Material NameDocument title (with type icon)
TypeSource type — File, Notion, Page, Q&A, or Web
PiecesHow many knowledge pieces the document was split into
Status”Learned” when your receptionist has absorbed the content
ActionsView, edit, replace, or delete (varies by type)

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Filtering and Searching

  • Use the search bar to find specific documents by name
  • Click filter pills (All, Files, Notion, Page, Q&A, Web) to filter by type
  • Each filter shows a count of documents in that category

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Actions by Document Type

TypeAvailable Actions
FileReplace file (upload new version), Delete
PageEdit in full-page editor, Delete
Q&AEdit question-answer pairs, Delete
NotionView content (read-only), Delete
WebView content, Re-fetch page, Download as MD, Delete
Bulk delete: Select multiple documents using checkboxes, then click “Delete Selected” to remove them all at once. Replace file: For file-type documents, you can upload a new version without deleting and re-creating. Click the replace icon, upload the new file, and your receptionist re-learns the updated content.

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After Uploading

Always test after uploading new content. Open the chat widget and ask questions about the content you just uploaded. If the answers aren’t accurate, review the Document Preparation Guide for tips on formatting your content for better results.
For detailed guidance on structuring your documents, see the Knowledge Base Overview.