How to Create and Configure an AI Assistant in Member365

The AI Assistant feature allows you to provide members with an automated support assistant inside the Member Portal. You can also embed an AI Assistant on your public website using a code snippet provided by Member365.

Each AI Assistant can be customized with its own name, instructions, colors, and knowledge files. Member365 also includes a standard Member Portal knowledge base to help answer frequently asked questions your members may ask while using the portal.

What is the AI Assistant?

The AI Assistant is a configurable support assistant that can answer member questions using the information available to it.

You can use it to help members with common questions about:

• Navigating the Member Portal
• Membership access
• Events
• Forms
• Renewals
• General organization information
• Custom policies or procedures you upload

Administrators can add files to the AI Assistant’s vector store to expand its knowledge base. This allows the assistant to provide answers based on your organization’s own documentation.

Where to Access AI Assistants

From the Member365 Administrator Dashboard, navigate to:

Modules > Member Portal Setup > AI Assistants

From this area, you can create, edit, and manage your AI Assistants.

Naming Your AI Assistant

The first section allows you to name your AI Assistant.

Enter a clear name that helps administrators identify what the assistant is used for.

Examples:

• Member Portal Assistant
• Website Support Assistant
• Membership Help Assistant
• Event Support Assistant
• Internal Knowledge Assistant

This name is used for administrative reference and may also help distinguish between multiple assistants. The name will also show to end users, so choose a name that you want your members to see.

Adding Instructions

The Additional Instructions section controls how the AI Assistant should respond.

Use this area to define the assistant’s tone, language, behaviour, and response rules. All AI assistants come with preloaded instructions

For example, you may instruct the assistant to:

• Respond in the same language as the user
• Prioritize uploaded knowledge files
• Keep answers concise and helpful
• Ask clarifying questions when needed
• Provide step-by-step instructions
• Avoid citing internal sources to members
• Escalate issues when the answer is unclear

Example instructions:

You are a helpful Member365 support assistant. Respond in the same language as the user when possible. Prioritize the uploaded knowledge files and Member365 support information. Keep answers clear, concise, and action-oriented. If the answer is uncertain, recommend contacting the organization administrator or support team.

Website Integration

The Website Integration section allows you to embed an AI Assistant on your public website.

To add the assistant to your website:

1. Click Click to View Code Snippet.
2. Copy the code snippet provided.
3. Paste the code into the appropriate area of your website.
4. Save and publish the website changes.

Once added, the AI Assistant will appear on your website and allow visitors to ask questions directly from that page.

This is useful if you want to provide support outside the Member Portal, such as on your public membership, event, or contact pages.

Choosing the Chat Interface Background Color

You can customize the background color of the chat interface by entering a color hex code.

For example:

• FFFFFF for white
• 2BA9E4 for blue
• 000000 for black

This allows you to match the assistant’s appearance to your organization’s branding.

Adding Files to the AI Assistant

The Add files to your AI Assistant section allows you to upload custom knowledge files.

These files are added to the assistant’s vector store and help the assistant answer questions using your organization’s own information.

You can add files such as:

• Membership policies
• Event instructions
• Renewal instructions
• Portal guides
• FAQs
• Bylaws or governance documents
• Program information
• Internal support documentation
• Public website content
• Onboarding instructions

To add a file:

1. Click Add Data to Vector Store.
2. Select the file you want to upload.
3. Complete the upload process.
4. Confirm that the file appears in the file list.

Once uploaded, the assistant can reference the file when answering member questions.

Pre-Loaded Member365 Knowledge Base

AI Assistants come pre-loaded with standard Member365 Member Portal knowledge base information.

This helps the assistant answer frequently asked questions that members may ask while using the portal.

Examples may include common questions about:

• Logging in
• Accessing the Member Portal
• Updating profile information
• Registering for events
• Completing forms
• Viewing invoices
• Managing memberships

You can expand this standard knowledge base by uploading your own files.

Using the Assistant as the Portal Assistant

The Use as Portal Assistant setting controls whether this AI Assistant is available inside the Member Portal.

To make the assistant available in the Member Portal:

1. Find the Use as Portal Assistant section.
2. Toggle the setting to Yes.
3. Choose the chat icon color.
4. Click Save and Return.

Important: only one AI Assistant can be used as the Portal Assistant at a time.

If another assistant is already enabled as the Portal Assistant, enabling a new one may replace the existing portal assistant.

Choosing the Chat Icon Color

You can choose the color of the chat icon that appears in the Member Portal.

Enter the desired hex color code in the color field.

For example:

• 2BA9E4 for Member365 blue
• FFFFFF for white
• FF9900 for orange

Choose a color that is visible and consistent with your organization’s branding.

Saving Your Changes

After configuring the assistant, click Save and Return.

This saves the assistant’s name, instructions, website settings, uploaded files, portal availability, and color choices.

Recommended Best Practices

Use one AI Assistant for the Member Portal and a separate AI Assistant for your public website if the audiences need different answers.

For the best results:

• Keep uploaded files clear and up to date.
• Remove outdated files when policies or procedures change.
• Use simple file names so administrators can easily identify content.
• Add specific instructions for tone, language, and escalation.
• Test the assistant with common member questions before making it widely available.
• Review answers periodically to identify missing knowledge base content.

Common Use Cases

Organizations commonly use AI Assistants to help members:

• Find renewal instructions
• Understand how to update their profile
• Locate event registration information
• Access forms or resources
• Understand membership benefits
• Get answers to common support questions
• Navigate the Member Portal without contacting staff

Member feedback

Each AI assistant is tied to your inquiry system so members can submit an inquiry if they are not getting the information they need from the AI assistant. The inquiry will include that chat history so you can reference the conversation details and assist the member with a response. 

Summary

The AI Assistant feature helps organizations provide automated support to members in the Member Portal and on public websites. Administrators can customize the assistant’s instructions, branding, knowledge files, and availability.

By uploading relevant files to the vector store, your organization can expand the assistant’s knowledge base and provide more accurate, helpful answers to members.