How to Set Up the Knowledge Base for Your Kalimna AI Phone Agent

Welcome to this comprehensive guide on setting up a Knowledge Base for your Kalimna AI phone agents. The Knowledge Base is a central repository where you store documents, FAQs, menus, price lists, and website content that your AI agents can use to answer customer questions accurately.

Instead of hardcoding every piece of information into your agent's prompt, you can upload your business data once and let multiple AI agents access it. This is especially valuable for businesses in Qatar, UAE, Saudi Arabia, Kuwait, Bahrain, and Oman that need their Arabic and English AI phone agents to provide accurate, up-to-date information about services, pricing, hours, policies, and more.

Whether you run a clinic in Doha, a restaurant in Dubai, a real estate office in Riyadh, a hotel in Kuwait City, an e-commerce business in Manama, or a service company in Muscat, this guide will show you how to create, populate, and maintain a Knowledge Base that powers intelligent, helpful phone conversations.

Watch the Full Knowledge Base Setup Tutorial

Follow along with this step-by-step video walkthrough:

💡 Tip: Watch the video and follow the written steps below for the best learning experience.

What the Knowledge Base Does for Your AI Phone Agents

The Knowledge Base is a centralized content library where you store all the information your AI phone agents need to answer customer questions. Think of it as your agent's reference library—instead of memorizing everything in advance, the AI can search through your documents and retrieve accurate answers in real-time.

Key Benefits:

• One Knowledge Base, Multiple Agents: Create a single Knowledge Base and share it across all your AI phone agents. Update once, and all agents get the new information.
• Always Up-to-Date: When prices change, hours update, or new services are added, just update the documents in your Knowledge Base—no need to reprogram each agent.
• Multilingual Support: Upload documents in Arabic and English, and your agents will be able to answer questions in both languages naturally.
• Automatic Website Integration: Scrape your entire website automatically so your AI agents have instant access to all your online content.

Step 1 – Open the Knowledge Base Tab

To get started, log into your Kalimna dashboard and navigate to the Knowledge Base tab. You'll typically find it in the main navigation sidebar.

If you're a new user, this section will be empty—that's completely normal and expected. You're about to create your first Knowledge Base and populate it with your business information.

Step 2 – Create a New Knowledge Base

Click the "New Knowledge Base" button to begin creating your first Knowledge Base.

Naming Your Knowledge Base

Choose a clear, descriptive name that explains what content is stored inside. Good naming is crucial for staying organized, especially as you create more Knowledge Bases for different purposes or departments.

Good naming examples:

• "Main_Clinic_KB" – for a medical clinic's general information
• "Restaurant_Menu_and_FAQ" – for menu items and common questions
• "RealEstate_Properties_Q1_2024" – for current property listings
• "Hotel_Services_and_Policies" – for hotel information
• "Ecommerce_Product_Catalog" – for online store products

Adding a Description

In the description field, write a brief summary of:

• What content is included (e.g., "Service menu, pricing, FAQs, and policies")
• Which assistants will use it (e.g., "Main customer support agent and Arabic reception agent")
• Last update info if relevant (e.g., "Updated January 2024")

Once you've filled in the name and description, click Create. You'll see your new Knowledge Base appear in the list.

Step 3 – Understand the Knowledge Base Overview

After creating your Knowledge Base, you'll see it listed in the overview screen. This overview provides several important pieces of information at a glance:

Overview Fields:

• Assigned Assistants: Shows how many AI phone agents are currently using this Knowledge Base. A Knowledge Base with 0 assistants is created but not yet connected to any agents.
• Status: Indicates the current state:
  • Active – Knowledge Base is ready and working
  • Processing – Documents are being indexed (happens after adding/updating content)
  • Error – Something went wrong (check document formats or contact support)
• Last Updated: Timestamp showing when you last modified the Knowledge Base. Useful for tracking when information was refreshed.

This overview screen is your quick health check—you can instantly see which Knowledge Bases are active, which are being used by agents, and which might need attention.

Step 4 – Open the Knowledge Base and Inspect Its Details

Click on the Knowledge Base name to open the detailed view. This is where you'll manage all the documents and content inside.

The Search Bar: Your Knowledge Base Inspector

One of the most powerful features in the detailed view is the search bar. This lets you search for keywords across all documents in the Knowledge Base.

Use the search bar to:

• Check coverage: Search for "refund policy" to see if your refund information is documented. If nothing comes up, you know you need to add that content.
• Find outdated info: Search for old prices or discontinued services, then remove or update those documents.
• Verify accuracy: Before going live, search for key terms your customers ask about to ensure the AI will find the right answers.
• Quality control: Identify duplicate or conflicting information across multiple documents.

Step 5 – Add Documents to Your Knowledge Base

Now it's time to populate your Knowledge Base with actual content. Click "Add New Document" to begin.

Supported Document Types

Kalimna supports a wide range of document formats:

• PDFs – Service menus, price lists, brochures, policies
• Word Documents (.docx) – FAQs, procedures, internal guides
• Text files – Simple Q&A documents, scripts
• Entire Websites – Your company website (more on this in Step 6)

Document Fields

When adding a document, you'll need to fill in:

1. Document Name: Clear, descriptive title (e.g., "Clinic_Services_Menu_2024", "Restaurant_Lunch_Menu_Arabic")
2. Description: Brief explanation of what's inside and when it was last updated (e.g., "Complete list of medical services and consultation fees, updated January 2024")
3. File Upload or URL: Either upload a file from your computer or provide a URL for web content

Click Create to add the document. The system will process it and make the content searchable for your AI agents.

Step 6 – Scrape Your Website and Subpages

One of the most powerful features is the ability to add your entire website to the Knowledge Base automatically. This means your AI phone agents can answer questions about anything published on your site—services, pricing, locations, team bios, blog posts, and more.

How Website Scraping Works

When adding a document, select the Website option instead of uploading a file. Then:

1. Paste your main URL (e.g., https://yourcompany.com)
2. Enable "Scrape links automatically" – This checkbox tells Kalimna to not just grab the homepage, but also follow links and scrape all subpages (About, Services, Contact, etc.)
3. Wait for processing – Depending on how many pages your site has, this could take a few seconds to a few minutes. You'll see all the subpages being added automatically.

Processing and Status Changes

After clicking Create, watch the status:

• Processing: The system is crawling your website, extracting text, and indexing the content. This is normal and expected.
• Active: Processing complete! Your website content is now part of the Knowledge Base and ready for your AI agents to use.

Step 7 – Use Menus, Price Lists, and Other Business Documents

Beyond your website, you can (and should) upload specific business documents that contain critical information customers frequently ask about.

Common Documents to Add:

Real-World Use Cases:

Once these documents are in your Knowledge Base, your AI phone agents can answer specific questions like:

• "How much is the grilled salmon?" → Retrieves price from restaurant menu
• "Do you accept Blue Cross insurance?" → Checks insurance document
• "What's the square footage of the 2-bedroom apartment?" → Finds info in property listing
• "Can I return this item if it doesn't fit?" → References return policy
• "What time is check-in?" → Pulls from hotel policies document

Remember: Documents work in both Arabic and English. If you have bilingual documents or separate Arabic/English versions, upload both—your AI agent will use the appropriate one based on the customer's language.

Step 8 – Keeping Your Knowledge Base Clean and Up to Date

A Knowledge Base is not "set it and forget it"—it needs regular maintenance to remain useful and accurate. Outdated information can lead to customer frustration and lost trust.

Use the Search Function for Maintenance

The search bar isn't just for checking coverage—it's your cleanup tool:

1. Find outdated prices: Search for old pricing terms (e.g., "2023 prices" or specific old amounts) and replace those documents with current versions.
2. Remove discontinued services: Search for services you no longer offer and delete those documents or sections.
3. Update seasonal information: Replace summer menus with winter menus, update holiday hours, refresh promotional offers.
4. Check for duplicates: If you find the same information in multiple documents, consider consolidating to reduce confusion.

Best Practices:

• Schedule regular reviews: Set a reminder to review your Knowledge Base monthly or quarterly, depending on how often your business information changes.
• Version your documents: Use clear version numbers or dates in document names (e.g., "Menu_2024_Q1", "Price_List_Jan2024") so you can easily identify and replace old versions.
• Document update dates: Include "Last Updated" dates in your document descriptions to track freshness at a glance.
• Test after updates: After replacing a document, use the search function to verify the new information is indexed correctly.

Step 9 – Connecting the Knowledge Base to Your Assistants

Creating and populating a Knowledge Base is only half the story—the other half is connecting it to your AI phone agents so they can actually use the information during calls.

How Connection Works

In Kalimna, AI assistants can be assigned to one or more Knowledge Bases. Once connected:

• The assistant automatically searches the Knowledge Base when answering customer questions
• Multiple assistants can share the same Knowledge Base (e.g., main support agent, after-hours agent, Arabic-specific agent)
• Assistants can be assigned to multiple Knowledge Bases if needed (e.g., general info + location-specific info)

Note: The specific steps for connecting a Knowledge Base to an assistant are covered in detail in the "How to Create Your First AI Phone Agent" guide. You'll typically find this setting in the assistant configuration under a section like "Knowledge Base" or "Data Sources."

What's Next?

Congratulations! You've successfully created a Knowledge Base, added documents and website content, and learned how to search, maintain, and connect it to your AI phone agents. Your AI agents now have access to accurate, up-to-date business information that enables them to answer customer questions intelligently.

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