Upload and manage content

Training gives you four ways to get your hotel’s information into the library — the buttons at the top of the screen: Upload files, From Notion, Write and From a website. Use whichever matches the shape of what you already have.

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What is on the screen

Under the four buttons is Receptionist’s Library — every material in your library, one row each, from the moment it is saved. Each row has its own buttons: Edit for a page or a Q&A, Upload new version for a file, View for a Notion page or a web page, See pages for a website, and Remove. Above the list:

• Search materials finds a material by name.
• The filter — All, Pages, Q&A, Files, Notion, Web pages — shows one kind at a time, each with its count. It offers only the kinds your library holds, and does not appear while it holds one kind.
• Download Library gives you everything your receptionist has learned as one text file (.md) that opens in any text editor.
• Tick materials and press Remove N selected to remove several at once.

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Ways to add content

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Upload files

Upload files you already have — a fact sheet, a policy document, a menu, a price list. In the Upload files window, choose your files or drag them in, give each a name, and press Upload. Accepted formats: PDF, Word (.docx), plain text, Markdown, CSV, JSON and HTML. Each file can be up to 15 MB and about 300 pages. Your hotel can keep up to 10 PDF files, 10 Word files and 10 text files (plain text, Markdown, CSV, JSON and HTML). The upload window says how many of each your hotel keeps before you pick a file. When a kind is full, remove a file you no longer need, then add the new one. Give each file a clear name. Spa treatments and hours tells you what it is a year from now; document3-final-v2 does not. The × beside a file takes it out of this upload, and Clear all empties the window. Neither touches anything already in the library.

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When a file is not learned

The upload window lists every file you picked, with what happened to it. A file that cannot be learned says why — and what to do:

• It is too large, too long or too complex to read. Split it into smaller files, or save it again as a simpler PDF.
• Its type cannot be learned, or your hotel already keeps as many of its kind as it can. It is marked as soon as you pick it, and it is not sent.
• Other files are being read right now. Wait a minute, then press Try again.

When some files went in and others did not, Try again sends only the ones that did not — a file already learned is never sent twice. If the connection dropped before an answer came back, the window says so: check the library before you add that file again, because it may already be there.

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Write a page or a Q&A

Write offers two things:

• Page — write content directly, for anything that only lives in someone’s head. This is the fastest way to capture the things your front desk answers every day but nobody ever wrote down. Give it a title, write, and press Save — or Save & New to start the next one straight away.
• Q&A — questions guests may ask, each with the answer your receptionist should use. Do you allow pets? with the real answer underneath. Add a question for each one.

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When a save does not go through

Treat a page, a Q&A or a new version of a file as saved when you see it confirmed. If it cannot be saved, the editor — or the Upload a new version window — stays open with everything you wrote or picked, and the message says why and what to do next. Nothing is lost: fix what the message says, or try again. If the connection drops before an answer comes back, the message says the save may or may not have gone through — refresh the page and check your library before you try again. If someone else saved a change to the same material while you were working on it, yours is not saved, and the message says so — your text stays in the editor. Reload the page to see their change, then make yours again.

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Leaving before you save

Cancel, or the arrow back to your library, closes the editor at once when nothing changed. When you have written something, it asks first — Keep writing or Leave without saving. Closing the browser tab with unsaved writing brings your browser’s own question.

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From a website

Add pages from your own website in the Add from a website window. There are two ways:

• One page — paste its address, for example your rooms page. Leave Name empty to use the page’s own title.
• Many pages at once — paste your website’s sitemap address (usually your address followed by /sitemap.xml). Choose the pages you want, or narrow them with Choose pages by address: Only pages containing the sections worth having (/rooms/, /services/) and Leave out pages containing what is not (/blog/, other language versions you do not want twice).

Your hotel can keep up to 50 web pages. The window counts them as you choose — 15 of 50 web pages after this (3 already in your library) — and the button says how many it adds. While pages are being added, the window lists each one; a page that could not be added says why beside it. If the connection drops before the import finishes, the screen says the pages may or may not have been added: check your library before you try again. A website is one row in the list. See pages lists its pages, each with its status.

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From Notion

If your hotel already keeps its information in Notion, connect it rather than copying it. See Notion.

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Keeping the library tidy

A material that reads Not learned has its fix beside it: Open and save again for a page or a Q&A, Upload again for a file, Update from Notion or Update from website for a page that came from there.

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What you do here

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What happens next

New material reaches your receptionist without you publishing anything or restarting her. Each material appears in the list as soon as it is saved, and its Status says whether she learned it.