This article explains every source RIKO can learn from, how to add and remove each one, how to refresh your website content, and what the bot cannot know. RIKO only answers from the sources you give it.
How the knowledge base works
RIKO answers visitor questions using only the content in your knowledge base. It has four kinds of source: pages crawled from your website, documents you upload, YouTube video transcripts, and Notion pages. Every time you add or remove a source the bot's index is rebuilt automatically, so changes take effect for the next question asked. If the bot cannot find an answer in your sources it says so and gives your contact email instead of guessing.
Website crawl
Your website is crawled automatically when you sign up, using the Website URL you entered on the signup form. The crawler follows links within your site and reads up to 200 pages. Nothing else needs to be done for the first crawl.
To refresh the website content later, use the Recrawl tab (Booking and Pro plans) described below. A fresh crawl replaces the previous crawl of your website; it does not touch uploaded documents, YouTube videos or Notion pages.
Refresh your website content (Recrawl tab)
The Recrawl tab is available on the Booking and Pro plans. It lets you manually refresh the bot's knowledge from your website.
- In the RIKO dashboard, open the Recrawl tab.
- Check Website URL to crawl. This is the root address of your site. Change it if needed and click Save URL.
- Click Request Refresh. A progress bar shows the crawl running and how many pages have been read.
You can request up to 2 refreshes per week. The tab shows how many you have used and, once the limit is reached, when the next one becomes available. Only one crawl can run at a time.
The same Website URL can also be saved from the Website URL box on the Home tab.
Index from a sitemap
Most websites publish a list of all their pages at yoursite.com/sitemap.xml. Indexing from the sitemap is more reliable than the automatic crawler because it reads every page listed rather than following links.
- In the RIKO dashboard, open the Recrawl tab and scroll to Index from sitemap.
- Enter your sitemap address (for example
https://yoursite.com/sitemap.xml) and click Preview. RIKO tells you how many pages it found. - Click Index all pages to start.
When you save a Website URL on the Home tab, RIKO also checks for a sitemap at that address and, if it finds one, starts indexing it straight away. Sitemap indexing is available on the Booking and Pro plans.
Upload documents
Use the Knowledge tab to teach RIKO from files such as price lists, FAQs, policies or intake information.
- In the RIKO dashboard, open the Knowledge tab.
- Drag a file onto the Drop a file here area, or click Choose file.
- Wait for the upload to finish. The file appears under Uploaded files.
Accepted formats are PDF, DOCX, TXT and MD (Markdown). The maximum file size is 20 MB. The file must contain real text: a scanned PDF that is only an image is rejected with "No text could be extracted from this file".
Each uploaded file is listed with its name (click it to download a copy) and a Remove button. Removing a file deletes it from the knowledge base immediately.
Add a YouTube video
RIKO can learn from the captions of a YouTube video, for example a clinic introduction or a treatment explainer.
- In the RIKO dashboard, open the Knowledge tab and scroll to YouTube videos.
- Paste the video's address (a normal watch link, a youtu.be link, an embed link or a Shorts link all work) and click Add video.
- The video title appears in the list once its transcript has been added.
The video must have captions available (automatic captions are fine). If it has none, RIKO shows "Could not fetch transcript. Make sure the video has captions enabled." Click Remove next to a video to take it out of the knowledge base.
Connect Notion
If your clinic keeps internal notes or FAQs in Notion, you can sync those pages into RIKO.
- Go to notion.so/my-integrations and create an internal integration.
- Copy its Internal Integration Token (it starts with
secret_). - In Notion, open each page you want synced, click the ... menu, choose Connections and add your integration. Only pages you connect this way are visible to RIKO.
- In the RIKO dashboard, open the Knowledge tab, scroll to Notion, paste the token and click Connect & Sync.
Once connected, the tab shows a Connected pill and the list of synced pages. Click Re-sync after you edit pages in Notion; RIKO does not sync Notion on a schedule. Click Disconnect to remove the token and delete every synced page from the knowledge base.
Choosing what to include
Add the content visitors actually ask about: services, fees, opening hours, location and parking, what to bring, cancellation policy, funding and rebates, and how to book. Keep documents current: if a price list changes, upload the new one and remove the old one, otherwise the bot may answer from either.
What the bot cannot know
RIKO only knows what is in the sources above. In particular:
- It has no live calendar. It cannot see appointment availability or confirm a time, even when a booking integration is connected. It collects the enquiry and your clinic confirms the time.
- It cannot read patient records, appointment history or clinical notes from Cliniko or Zanda. The integrations only send new records out; they never read anything back.
- It does not know anything that is not written in your website, documents, videos or Notion pages. If a fee or policy is not published anywhere, the bot cannot quote it.
- It does not browse the wider internet.
When a question falls outside its sources, RIKO replies that it does not have enough information and gives the Contact Email from your Settings.
Check the result
After changing the knowledge base, ask the bot a few questions to confirm it answers the way you want. On the Booking and Pro plans use the Test Bot tab; on other plans open the Standalone chat link from the Embed tab.