Upload event information and documents

You can upload the documents you already have, like a weekend schedule, a hotel block PDF, or a welcome letter, and Willa reads them and answers from them. Go to Knowledge > Teach Willa and select Upload files.

Upload a file

1. In Knowledge > Teach Willa, select Upload files.
2. Drop your files in, or click to choose them. You can add several at once.
3. Check the file names. You can rename a file before uploading, which helps you find it later.
4. Under Visible to, choose who Willa can share the file with. Leave Visible to everyone on for most files.
5. Select Upload.

Willa reads each file and organizes what it learns into topics. This usually takes 10 to 30 seconds per file, and longer for large documents. You can keep working while it reads.

Supported files

You can upload PDF, DOCX, TXT, MD, HTML, PNG, JPG, WebP, and GIF files, up to 25 MB each.

Images work, so a photo of a printed schedule or a screenshot of your hotel block details is fine. Willa reads the text in them. For best results, make sure the text is sharp and easy to read.

What makes a good document

• Text you'd share with guests. Schedules, travel and hotel info, FAQs, welcome letters, and maps with written directions work well.
• Current information. If a document is out of date, remove it or upload the new version, so Willa doesn't find two different answers.
• Clear labels. "Shuttle leaves the Hilton at 3:15pm" is easier for Willa to use than a time in an unlabeled table cell.

Vendor contracts, budgets, and private planning notes aren't useful to guests. Leave them out, or keep them admins only.

Who can see a file

Each file has its own visibility:

• Everyone: Willa can use it to answer any guest.
• Specific groups: Willa only uses it for guests in those groups. Guest groups are available on Signature. See Create and use guest groups.
• Admins only: if a file isn't visible to everyone or any group, only you and your event admins can get answers from it.

To change a file's visibility later, open the Sources tab and select the edit button next to the file.

Check on your files

The Sources tab lists every file and website you've added, with its status: Waiting in line, Reading, Learning it, Organizing topics, then Ready.

If a file shows Failed, try reprocessing it, or upload it again. If it still doesn't work, the file may be password-protected or unreadable. Try saving it as a PDF, or type the important details in with Add detail instead.

To remove a file, select the delete button next to it on the Sources tab. Willa stops using it right away.

Prefer to type it in?

Short, specific details often work best typed directly. Select Add detail in Teach Willa and write it the way you'd text a friend. See Add your event information.