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3 Major Steps to Create Production Grade Assistant

Learn the fundamental three-step process to successfully create a production-ready AI assistant for your business operations.

Video Walkthrough​

Watch a step-by-step video guide for the 3 major steps to create a production-grade assistant:

Understanding the 3 Requirements​

Before you start building, you need to understand what makes a complete AI assistant. Every production-ready assistant needs these three essential components working together:

Three Requirements for Production Assistant

The 3 Essential Components:​

  1. 🤖 Assistant - Your AI's personality and identity
  2. 👤 Assistant Role - What your AI knows and how it behaves
  3. 📞 Communication Channel - How customers will reach your assistant

Important: You need ALL THREE components. Missing any one means your assistant won't work for customers.

Prerequisites​

Before you begin, ensure you have:

  • ✅ Active Wiil account
  • ✅ Access to the dashboard
  • ✅ Clear understanding of your business requirements
  • ✅ Knowledge of what tasks your assistant should handle

Step-by-Step Process​

Step 1: Create Your Assistant 🤖​

This is where you design your AI's personality and core identity.

What you'll configure:

  • Assistant Name - The name your assistant will identify as. e.g., "Alex", "John", "Roy", "Jane",
  • Personality Traits - How friendly, professional, or casual it should be
  • Core Identity - Your assistant's role in your business
  • Basic Settings - Language, response style, and behavior

How to start:

  1. Navigate to your dashboard
  2. Go to My Assistants section
  3. Click "Create New Assistant"
  4. Fill out the form

Key considerations:

  • Choose a real, conversational name for your assistant (e.g., "Jane", "Alex", "Roy", "Judith")
  • Select the assistant type that matches your use case (e.g., Unified for voice and text-based suport)
  • Pick a provider and model that fit your business needs
  • Ensure the assistant’s personality and tone are consistent with your brand

Step 2: Create Assistant Role 👤​

This step defines what your assistant knows and how it behaves in conversations.

What Assistant Roles control:

  • Knowledge Sources - What information your assistant can access
  • Behavior Guidelines - How it responds to different situations
  • Task Capabilities - What specific actions it can perform
  • Response Style - Tone, length, and format of responses
  • Permissions - What it can and cannot do

Role creation process:

  1. Go to Assistant Roles section
  2. Click "Create New Role"
  3. Choose from templates or create custom
  4. Connect knowledge sources
  5. Set behavior parameters

Important role types:

  • Customer Support - Handle common questions and issues
  • Sales Assistant - Guide customers through purchases
  • Information Provider - Share product or service details
  • Appointment Scheduler - Manage bookings and calendars

Step 3: Choose Communication Channels 📞​

Select how customers will interact with your assistant.

Available communication channels:

Voice Channels:

  • Phone Numbers - Direct calling to your assistant
  • Voice Chat - Website voice interactions

Text Channels:

  • Website Chat - Live chat on your website
  • SMS Messaging - Text message conversations
  • Email Integration - Automated email responses

Channel setup process:

  1. Navigate to Communication Channels
  2. Select your preferred channel type
  3. Configure connection settings
  4. Assign your assistant and role
  5. Test the integration

Interactive Demo​

Putting It All Together​

The Complete Workflow:​

  1. Create Assistant → Design personality and identity
  2. Create Role → Define knowledge and behavior
  3. Setup Channel → Connect assistant + role to communication method
  4. Test Everything → Verify it works end-to-end
  5. Go Live → Make it available to customers

Example Setup:​

Assistant: "John" or "Jane"

  • Friendly, helpful personality
  • Professional but approachable tone

Role: "Support Specialist"

  • Access to FAQ knowledge base
  • Can handle billing questions
  • Escalates complex issues

Channel: "Website Chat"

  • Embedded on support page
  • Available 24/7
  • Connects to human agents when needed

Best Practices for Production Quality​

Assistant Design:​

  • Clear Purpose - Define exactly what your assistant should do
  • Consistent Personality - Maintain the same tone throughout
  • Brand Alignment - Match your company's voice and values
  • User-Friendly Names - Choose names customers will remember

Role Configuration:​

  • Start Simple - Begin with basic functionality and expand
  • Quality Knowledge - Use accurate, up-to-date information
  • Clear Boundaries - Define what the assistant can't do
  • Regular Updates - Keep knowledge sources current

Channel Setup:​

  • Test Thoroughly - Verify all communication paths work
  • Monitor Performance - Track response times and accuracy
  • Plan for Scale - Ensure channels can handle your traffic
  • Backup Plans - Have escalation paths for complex issues

Testing Your Complete Setup​

Before going live, test the entire workflow:

End-to-End Testing:​

  1. Customer Journey - Test from customer's perspective
  2. All Channels - Verify each communication method works
  3. Edge Cases - Test unusual or difficult questions
  4. Escalation - Ensure handoffs to humans work properly

Quality Checks:​

  • ✅ Assistant responds appropriately to common questions
  • ✅ Role provides accurate information
  • ✅ Channel connections are stable and fast
  • ✅ Escalation procedures work when needed

Next Steps After Setup​

Once all three components are working:

  1. Deploy to Production - Make your assistant live
  2. Iterate and Improve - Refine based on real usage

Troubleshooting Common Issues​

Assistant Not Responding:​

  • ✅ Check if assistant is properly created
  • ✅ Verify role is assigned to assistant
  • ✅ Ensure channel is connected to both assistant and role

Poor Response Quality:​

  • ✅ Review role configuration and knowledge sources
  • ✅ Check if role has access to relevant information
  • ✅ Verify role behavior guidelines are clear

Channel Connection Problems:​

  • ✅ Test channel settings and configuration
  • ✅ Verify assistant and role are properly assigned
  • ✅ Check for any integration or permission issues

Missing Knowledge:​

  • ✅ Ensure knowledge sources are uploaded and processed
  • ✅ Verify role has access to the right knowledge
  • ✅ Check if information is current and accurate

Getting Help​

Need assistance?

  • 📧 Email Support: support@wiil.io
  • 📚 Documentation: Complete guides for each component
  • 🎯 Professional Setup: Enterprise setup assistance available

Remember: A production-ready assistant requires all three components working together. Take time to configure each one properly for the best customer experience.