Using the AI Agent with Knowledge Base

The Performance Hub AI Agent has instant access to all your organisation's Knowledge Base articles and can help you find answers, understand procedures, and navigate your organisation's documentation without needing to search manually.

AI Agent Panel

Figure: AI Agent providing Knowledge Base information with references to source articles

What Makes the AI Agent Special

Complete Knowledge Base Access: Every Knowledge Base article created by your organisation is vectorized and available to the AI Agent. When you ask a question, the AI searches through all your organisation's articles instantly and provides answers based on your organisation's documentation.

Contextual Understanding: The AI doesn't just match keywords - it understands the intent of your question and can combine information from multiple articles to give you comprehensive answers.

Source References: The AI Agent always cites which Knowledge Base articles it used to answer your question, so you can verify information and read more details if needed.

Interactive Guidance: Unlike reading static articles, you can ask follow-up questions, request clarification, and have a conversation to fully understand your organisation's processes and procedures.

When to Use the AI Agent

Perfect for AI Agent

Quick questions - "How do I complete the onboarding process?"

Procedure explanations - "What's the process for handling member complaints?"

Troubleshooting guidance - "What should I do when equipment isn't working?"

Step-by-step help - "Walk me through the opening checklist"

Finding specific information - "What are the safety protocols for emergencies?"

Policy questions - "What's our policy on refunds?"

Better to Browse Manually

Exploring capabilities - Browse topic categories to discover features you didn't know existed

Reading comprehensive guides - Some complex topics benefit from reading the full article with all screenshots

Checking visual examples - Articles often have detailed screenshots that show exactly what to expect

Learning systematically - Following a complete article from start to finish for deep learning

Finding related topics - Browsing helps you discover connected features and workflows

How to Access the AI Agent

Keyboard Shortcut: Press ⌘+I (Mac) or Ctrl+I (Windows/Linux)

Button: Click the AI Agent button in the bottom right corner of your screen

Always Available: The AI Agent is accessible from any page in Performance Hub

Asking Effective Questions

Be Specific

Good Examples:

"What's the process for opening the facility in the morning?"
"How do I handle a member cancellation request?"
"What are the steps for cleaning the equipment?"

Less Effective:

"procedures" (too vague)
"help" (needs context)
"member" (which aspect?)

Provide Context

Include relevant details:

Your role: "As a front desk staff member, how do I..."
Your goal: "I need to process a membership freeze for..."
Current situation: "A member is asking about... and I've checked..."

Example: "I'm trying to process a refund but the member's account shows a hold. What should I do next?"

Ask Follow-Up Questions

The AI Agent remembers your conversation, so you can:

Ask for clarification: "Can you explain step 3 in more detail?"
Request alternatives: "Is there another way to do this?"
Drill deeper: "What happens if I skip that step?"
Get examples: "Can you show me an example?"

Understanding AI Agent Responses

Information Structure

AI Agent responses typically include:

Direct Answer - The core answer to your question

Step-by-Step Instructions - Numbered or bulleted procedures when applicable

Additional Context - Background information that helps you understand why

Important Warnings - Critical notes about what to avoid or check carefully

Source References - Links to the Knowledge Base articles used

Knowledge Base References

Look for: "Source: Knowledge Base — [Article Title]" links in responses

Why this matters:

Verify information in the original article
See screenshots and visual examples
Read additional context not included in the AI response
Bookmark the article for future reference
Share the specific article with team members

Always check sources when:

Following critical setup procedures
Making important configuration changes
Training new team members
Documenting your own processes

Best Practices

Start with Natural Questions

Ask questions the same way you'd ask a colleague:

✅ "How do I add a new user to the system?"
✅ "What permissions do facility managers need?"
✅ "Can you explain how the booking lead system works?"

Don't try to format questions like search queries:

❌ "add user steps"
❌ "permissions facility manager"
❌ "booking lead documentation"

Use the AI for Guidance, Not Just Answers

Ask for explanations:

"Why would I use this feature?"
"What's the difference between these two options?"
"When should I choose this setting vs that setting?"

Request recommendations:

"What's the best way to organize my topics?"
"Should I set up this integration first or that one?"
"What are the common mistakes to avoid?"

Verify Critical Information

Always verify through original articles when:

Following security-related procedures
Configuring payment systems
Setting up integrations with external services
Making changes that affect all users
Implementing compliance requirements

The AI Agent is highly accurate because it sources information directly from Knowledge Base articles, but reviewing original documentation for critical tasks is always a best practice.

Combine AI and Manual Search

Use both approaches:

Ask the AI Agent for quick guidance
Click through to the referenced Knowledge Base article
Read the full article with all details and screenshots
Bookmark the article for future reference

This gives you both immediate help and comprehensive documentation.

Common Scenarios

Starting a New Task

Your question: "I'm new to the front desk. What do I need to know for check-ins?"

What the AI provides:

Overview of check-in procedures
Key steps to follow
Links to detailed process articles
Common scenarios you might encounter

Next steps: Read the complete check-in guide in Knowledge Base

Handling a Situation

Your question: "A member is requesting a refund. What's our process?"

What the AI provides:

Your organisation's refund policy
Step-by-step process to follow
Required documentation or approvals
Who to contact for exceptions

Next steps: Follow the process steps, then review the policy article

Understanding Procedures

Your question: "Can you explain our emergency evacuation procedures?"

What the AI provides:

Procedure explanation in clear steps
Staff roles and responsibilities
Emergency contact information
Related safety protocols

Next steps: Review the full emergency procedures documentation

Comparing Approaches

Your question: "When should I escalate a complaint vs. handle it myself?"

What the AI provides:

Explanation of both approaches
Guidelines for when to escalate
Your authority to resolve issues
How to document the situation

Next steps: Read complaint handling articles for details

What the AI Agent Knows

Available Information

The AI Agent has complete access to:

All Knowledge Base articles created by your organisation
Procedures and workflows documented by your team
Policies and guidelines specific to your organisation
Training materials and how-to guides
Troubleshooting procedures
Best practices and recommendations

This means: Any information your organisation has published in the Knowledge Base is available through the AI Agent.

What It Cannot Access

The AI Agent does not have access to:

Your specific facility's live data or settings
Your personal account details
Real-time system status
Member information or personal data
Draft articles not yet published
Information outside the Knowledge Base

For specific situations: The AI provides guidance based on your organisation's documentation; you may need to contact your administrator or supervisor for issues specific to your situation.

Tips for Success

Ask Multiple Ways

If the first response doesn't fully answer your question:

Rephrase your question
Add more specific details
Ask a follow-up question
Request examples or clarification

The AI Agent can provide information in different ways based on how you ask.

Use Conversation History

The AI Agent remembers your conversation:

Build on previous answers with follow-ups
Reference earlier parts of the discussion
Ask for deeper explanations of topics already covered
Connect related questions together

Request Specific Formats

You can ask for information in specific ways:

"Can you give me a checklist for..."
"List the steps to..."
"What are the prerequisites for..."
"Summarize the key points about..."

Save Useful Conversations

When the AI Agent provides helpful information:

Click through to the referenced articles
Bookmark those articles
Copy important instructions to your notes
Share article links with your team

Limitations and Alternatives

When AI Agent Might Not Be Enough

Complex multi-feature workflows: Reading a comprehensive article may be clearer than a conversation

Visual-heavy procedures: Articles with many screenshots show exactly what to expect

Exploring broadly: Browsing topic categories helps you discover features you wouldn't know to ask about

Learning systematically: Following a complete tutorial article from start to finish

Training others: Sharing a complete article is better than sharing a conversation

When to Contact Your Administrator

The AI Agent helps with Knowledge Base information, but contact your organisational administrator for:

Issues not covered in the Knowledge Base
Requests for new or updated documentation
Questions about specific situations
Feedback on existing articles
Urgent problems requiring immediate attention

Detailed AI Agent Documentation

This page covers using the AI Agent specifically with Knowledge Base content. For comprehensive information about the AI Agent, including:

Full capabilities and features
Advanced usage techniques
Integration with other modules
Privacy and security details
Performance optimization tips

See the complete AI Agent Documentation for detailed information.

The AI Agent makes Knowledge Base information instantly accessible through natural conversation. Ask questions, get immediate answers with source references, and explore documentation interactively.