Skip to main content
Notion is one of the most powerful ways to keep your receptionist’s knowledge up to date. If your team already manages hotel information in Notion — room descriptions, restaurant hours, local tips, policies — you can sync that content directly into RecepAI instead of uploading files manually. This guide explains how the integration works, what to expect, and how to handle common situations.

​
How It Works

When you connect Notion to RecepAI, here’s what happens behind the scenes:
1

You authorize access

RecepAI asks Notion for permission to read pages in your workspace. You choose which pages to share during this step.
2

You select pages to import

From the shared pages, you pick which ones your receptionist should learn. You can import as many as you need.
3

Content is extracted and learned

RecepAI reads each page’s content — headings, paragraphs, lists, tables, and more — converts it into knowledge pieces, and teaches your receptionist.
4

You check for updates anytime

When you edit pages in Notion, come back to RecepAI and click “Check for Updates” to see what changed. Then click “Train RECEPtionist” to sync the latest content.
Your receptionist doesn’t automatically sync with Notion. You control when updates happen. This is by design — it lets you review what changed before your receptionist learns it.

​
Setting Up the Connection

  1. Go to Training → Training Materials
  2. Click “Notion Library” — a side panel opens on the right
  3. Click “Import from Notion”
  4. A Notion authorization window opens — sign in and select the pages you want to share with RecepAI
  5. Back in RecepAI, you’ll see a list of available pages
  6. Select the pages to import and click “Import Selected”
  7. Your receptionist learns the content automatically

​
Checking for Updates

After you edit pages in Notion, RecepAI doesn’t detect changes automatically — you need to tell it to check.
  1. Open the Notion Library side panel
  2. Click “Check for Updates”
  3. RecepAI compares each imported page against the current version in Notion
You’ll see one of these results:
ResultWhat It MeansWhat to Do
All up to dateNo changes detected in any pageNothing — your receptionist’s knowledge is current
X pages have new contentPages were edited in Notion since last syncClick “Train RECEPtionist” to sync the changes
X pages no longer existPages were deleted or moved to trash in NotionClick “Remove from Library” to clean up
After editing in Notion, wait about 1 minute before checking for updates. Notion needs a moment to register the change internally. If you check immediately after editing, the change might not be detected yet.

​
Understanding Status Messages

​
”Pages have new content to learn”

This means one or more pages were modified in Notion since the last time you synced. Click “Train RECEPtionist” to update your receptionist with the latest content.

​
”Pages no longer exist in Notion”

This appears when:
  • You deleted a page in Notion
  • You moved a page to trash in Notion
  • The page was removed from a shared workspace that RecepAI had access to
In all cases, the content is still in your receptionist’s knowledge — it doesn’t disappear automatically. You can:
  • Remove it by clicking the remove button (if the content is no longer relevant)
  • Keep it if the information is still accurate (even though the Notion source is gone)

​
“Connection broken — Reconnect to Notion”

This means RecepAI can no longer access your Notion workspace. Common causes:
  • The person who connected Notion revoked access from Notion’s settings
  • The authorization expired (rare, but possible)
  • Workspace permissions changed (the connecting user lost access to certain pages)
To fix: Click “Reconnect to Notion” and authorize again.

​
Who Connects Matters

This is the most important thing to understand about the Notion integration.
When someone connects Notion to RecepAI, the connection is tied to that specific person’s access. RecepAI can only see pages that this person has access to in Notion. Example scenario:
  • Manager A connects Notion and imports 10 pages
  • Manager A has access to the “Hotel Operations” teamspace where these pages live
  • Later, Manager A leaves the team or loses access to that teamspace
  • RecepAI can no longer read those 10 pages → they show as “deleted” or the connection breaks
Best practice: Have a dedicated team account or the primary hotel administrator connect Notion — someone whose access won’t change unexpectedly.
If you see pages suddenly showing as “deleted” even though they still exist in Notion, it usually means the person who connected has lost access to those pages. Reconnecting with a user who has access will fix this.

​
Editing Content

You have two options for editing Notion-imported content:
  1. Click the view icon (eye) on a Notion document in your library
  2. Click “Edit in Notion” — the page opens in Notion
  3. Make your changes in Notion
  4. Come back to RecepAI and click “Check for Updates”
  5. Click “Train RECEPtionist” to sync

​
Edit in RecepAI

  1. Click the view icon on a Notion document
  2. Click the edit icon to open the built-in editor
  3. Make your changes and save
If you edit content in RecepAI directly, those changes are only in RecepAI — they won’t appear in Notion. If you later sync from Notion, the Notion version will overwrite your local edits. For this reason, we recommend editing in Notion when possible.

​
What Content Gets Imported

RecepAI extracts and learns from these Notion block types:
Content TypeHow It’s Imported
ParagraphsFull text preserved
Headings (H1, H2, H3)Preserved with hierarchy
Bulleted & numbered listsPreserved with formatting
To-do itemsPreserved with check status
Quotes & calloutsPreserved with emphasis
Code blocksPreserved with language info
TablesImported as structured data
Toggle blocksContent inside toggles is included
ImagesNoted as “[Image]” with caption if available
Bookmarks & linksURLs are preserved
DividersUsed as section breaks
Sub-pages (pages nested inside other pages) are listed but their content is not automatically imported. You need to import sub-pages separately if you want your receptionist to learn from them.

​
Troubleshooting

  • Wait 1 minute after editing in Notion, then check again. Notion needs a moment to register changes.
  • Refresh the page in your browser (Ctrl+R or Cmd+R), then try again.
  • If it still doesn’t detect, try clicking on the specific document to open the view modal, then check from there.
This usually means access has changed. The person who connected Notion no longer has access to those pages. This happens when:
  • They were removed from a teamspace
  • Page sharing permissions changed
  • They left the organization
Fix: Click “Reconnect to Notion” and authorize with a user who has access to the pages.
If you need to reconnect frequently:
  • Make sure the connecting user has stable, long-term access to the workspace
  • Check that the Notion integration hasn’t been removed from your workspace settings (Notion → Settings → Connections)
  • Use an admin account rather than a temporary team member’s account
Notion only shows pages that have been explicitly shared with the RecepAI integration. During authorization, make sure to:
  • Select the specific pages or databases you want to share
  • Or select entire sections/teamspaces
You can update which pages are shared in Notion → Settings → Connections → RecepAI.
RecepAI converts Notion content into a text format optimized for AI understanding. Some visual elements (colors, background highlights, column layouts) won’t appear in the imported content, but all the actual text information is preserved.

​
Best Practices

One person connects

Have your primary administrator or a dedicated account connect Notion. This prevents access issues when team members change.

Organize before importing

Create a dedicated section in Notion for hotel information that your receptionist should know. This makes it easy to select the right pages.

Check updates regularly

Make it a habit to check for updates after your team edits Notion content — perhaps as part of your weekly routine.

Test after syncing

After syncing new content, open the chat widget and ask questions about what you just updated. This confirms your receptionist learned it correctly.