> ## Documentation Index
> Fetch the complete documentation index at: https://docs.recepai.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Notion Integration Guide
> Everything you need to know about connecting Notion to RecepAI — how it works, what to expect, and how to keep your content in sync.
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:
RecepAI asks Notion for permission to read pages in your workspace. You choose which pages to share during this step.
From the shared pages, you pick which ones your receptionist should learn. You can import as many as you need.
RecepAI reads each page's content — headings, paragraphs, lists, tables, and more — converts it into knowledge pieces, and teaches your receptionist.
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
1. Open the Notion Library side panel
2. Click **"Import from Notion"** again
3. Select additional pages — already imported pages are marked
4. Click **"Import Selected"**
You don't need to disconnect and reconnect to add more pages. Just click Import again.
## 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:
| Result | What It Means | What to Do |
| ---------------------------- | ---------------------------------------------- | -------------------------------------------------- |
| **All up to date** | No changes detected in any page | Nothing — your receptionist's knowledge is current |
| **X pages have new content** | Pages were edited in Notion since last sync | Click **"Train RECEPtionist"** to sync the changes |
| **X pages no longer exist** | Pages were deleted or moved to trash in Notion | Click **"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:
### Edit in Notion (recommended)
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 Type | How It's Imported |
| ------------------------- | --------------------------------------------- |
| Paragraphs | Full text preserved |
| Headings (H1, H2, H3) | Preserved with hierarchy |
| Bulleted & numbered lists | Preserved with formatting |
| To-do items | Preserved with check status |
| Quotes & callouts | Preserved with emphasis |
| Code blocks | Preserved with language info |
| Tables | Imported as structured data |
| Toggle blocks | Content inside toggles is included |
| Images | Noted as "\[Image]" with caption if available |
| Bookmarks & links | URLs are preserved |
| Dividers | Used 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
Have your primary administrator or a dedicated account connect Notion. This prevents access issues when team members change.
Create a dedicated section in Notion for hotel information that your receptionist should know. This makes it easy to select the right pages.
Make it a habit to check for updates after your team edits Notion content — perhaps as part of your weekly routine.
After syncing new content, open the chat widget and ask questions about what you just updated. This confirms your receptionist learned it correctly.