Step 1 - Upload Your Data

Guide for adding templates, FAQs, files, website content, and raw text to train InboxPilot’s AI.

Upload Your Data

Location: Knowledge Center in the left sidebar.

Description: Upload templates, FAQs, files, website content, and raw text so InboxPilot can learn your style and respond with accurate, on-brand answers.

When you open Knowledge Center, you will see five tabs at the top: Email Templates, FAQ, Files, Website, and Raw Text. Each tab lets you add a different type of knowledge the AI will use when responding to messages.

Knowledge Center with Upload Your Data highlighted

Email Templates

Use the Email Templates tab to provide sample emails written in your own tone and style.

How Template Matching Works

InboxPilot learns from your writing samples.
When a new message resembles one of your templates, the AI reuses that structure with minimal changes—filling in placeholders such as:

  • [Customer_Name]
  • [Issue]
  • [Order_ID]

Markdown formatting is supported inside templates.

How to add a template

  1. Go to the Email Templates tab.
  2. Click Add Custom Template.
  3. Enter the Template Description (what this template is used for).
  4. Enter the Email Content (your full sample email).
  5. Click Preview to review the result.
  6. Click Save to store the template.
  7. Use Delete Template if you need to remove an existing template.

FAQ

Use the FAQ tab to define question–answer pairs.

How FAQ Works

InboxPilot uses your FAQ entries to give consistent, accurate responses when customers ask similar questions.
Markdown formatting is supported.

How to add an FAQ pair

  1. Go to the FAQ tab.
  2. Enter the Question.
  3. Enter the Answer.
  4. Click Save.

You can add as many FAQ entries as you need.

Files

Use the Files tab to upload documents the AI should reference.

Supported formats

  • PDF
  • DOC / DOCX
  • Images
  • Spreadsheets
  • Notion exports
  • Manuals, internal documentation, policies, etc.

How to upload a file

  1. Go to the Files tab.
  2. Click Upload File.
  3. Choose your document.
  4. Wait for processing to complete.
  5. The AI will automatically use the extracted content in its responses.

Website

Use the Website tab to let InboxPilot crawl your site and import content.

Start Crawl

  1. Go to the Website tab.
  2. Enter your website URL.
  3. Click Start Crawl.
  4. InboxPilot reads internal pages and imports the content as reference data.

Exclude Paths (Optional)

Skip specific areas by entering comma-separated paths, such as:

  • blog
  • admin
  • login

Raw Text

Use the Raw Text tab to paste reference material that does not fit into templates, FAQs, or files.

Important: This section is for raw information only.
Do not include instructions, prompts, or explanations. The content should be directly usable by the AI.

Good examples

  • Product specifications
  • Pricing information
  • Policy text
  • Feature descriptions
  • Company facts

How to add raw text

  1. Go to the Raw Text tab.
  2. Click inside the Text box.
  3. Paste your reference content.
  4. Click Save.

Once everything is added, InboxPilot uses your templates, FAQs, documents, website data, and raw text to generate emails that match your knowledge, tone, and brand.