Reuse one knowledge base across several bots
One base, many bots. It is why your prices only have to be right in one place — and why the Used-by list matters.
A knowledge base is not owned by a bot. That one architectural decision is what makes the difference between maintaining your prices once and maintaining them five times — and five copies of your prices will diverge, quickly and silently.
Steps
Build company facts once
Prices, hours, policies, locations, what you do not do. None of these change depending on which bot is asked.
Attach the same base to every bot that needs it
Chat bots and call bots alike — a knowledge base is not owned by a bot, which is exactly why one can serve several.
This is what makes a price change one edit rather than five. Five copies of your prices will diverge, and you will only find out when a customer quotes one back at you.
Keep bot-specific material in a separate base
If only one bot needs it — an objection-handling script for the sales qualifier, say — a second base keeps the shared one clean and keeps retrieval sharp for everyone else.
Read the Used-by list before you edit
Each knowledge base shows the bots relying on it. Editing changes all of them at once, which is the feature — but it should never be a surprise.
Update in one place when reality changes
A price change becomes one edit rather than five, and no bot is left quoting last quarter.
Check it worked
Change one fact in a shared base, then ask two different bots about it. Both should give the new answer. That is the whole return on structuring it this way.
The parts people get wrong
- The Used-by list also protects you from deleting a base something still depends on.
- A bot with three knowledge bases attached is usually a bot doing three jobs. Consider splitting the bot instead.