Bot settings

Each bot has its own settings. To open them, click the gear button (Settings) on the status control at the top of the bot page, or open the bot menu (…) and click Settings. Press Esc or click Close settings to close the window. The settings window has five sections:

• General: the avatar, the name, the instructions, the AI model, the time zone, the notifications and the plugins.
• Permissions: what the bot may do without asking. See Permissions and approvals.
• Connections: the accounts, apps and passwords that the bot can use, and its own email address. See Connections and saved logins.
• Knowledge: the files that only this bot reads, such as price lists and click paths.
• Memory: the notes that the bot keeps between tasks.

A change saves at once, and “Saved” shows next to the title of the section. The monthly spend limit is not in the settings window. It is on the Spend tab of the Details panel (see “Spend and limits” below).

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General

• Identity: the Look of the bot (click the picture for a new look) and its Name.
• Instructions: one text with the job of the bot, a checklist of the outcomes you expect, the rules that the bot cannot find out by itself, and the reply you want. Write shows the text and Preview shows it formatted. The buttons above the text make a heading, bold text, a bulleted list, a numbered list or code. Under the text, a count shows the characters and the tokens. The limit is 32,768 characters. An empty field has an Insert template button with the four parts. Put reference material, such as price lists or click paths, in a knowledge file, not in the instructions (see “Knowledge” below). Above 12,000 characters, a note under the text links to Knowledge.
• AI model: the AI model that the bot thinks with. Each model shows a cost from one $(the least) to three$ (the most) for each task. Automatic shows the name of the model that the bot then uses.
• Routines: the Time zone that the routines of the bot follow.
• Tell me about: what the bot tells you (see “Notifications and the daily summary” below).
• This device: Notifications on this device and, in a browser that can install it, Install the app.
• Plugins: one row that opens the plugins of the bot (see “Plugins” below).

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Notifications and the daily summary

Tell me about in General sets what the bot tells you:

• Everything
• Important things only (the default). Its hint reads “Failures, questions and approvals notify you. The rest waits in the chat.”
• Only questions and approvals
• Choose for each kind of update: set each event (a task is completed, a task fails, a question, an approval, a message from the bot) to Notify me, In the chat, Daily summary or Do not tell me.

Each choice shows a hint that names the events that notify you and the events that wait for the daily summary. Questions, approvals and messages from the bot come to its chat in every choice. Notify me also sends you an email with an Open the bot link. A routine sets its own report in the Routines tab. Notify me also sends a notification to each phone or computer where you turned on Notifications on this device. The switch is in This device in the General section of each bot, and in Settings, Notifications. It covers all of your bots on that device. A notification opens the bot, or the approval card or question that waits for you, so you can answer it from your phone. When you open such a link while you are signed out, you come back to it after you sign in. On iPhone and iPad, notifications work only in the app on the Home Screen (iOS 16.4 or later). Use Install the app, or in Safari tap Share, then Add to Home Screen. Open Bots from the Home Screen and turn the switch on there. On Android, use Install the app or the Install offer of the Bots page. When notifications to a device are not set up for RelayHub, the switch says so, and questions and approvals still show in Bots. When you sign out, the device stops getting your notifications. The daily summary is one email, “Daily summary of your bots”, with the updates you set to Daily summary. It comes once a day, at 8:00 AM in the time zone of your oldest bot, and only on days with something to report. The hint under Tell me about names the time and the zone, for example “at 8:00 AM, Central Time (Chicago)”.

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Spend and limits

The most the bot can spend on AI models each month is on the Spend tab of the Details panel, under the meter of this month.

• **Use the default ($50)** is on for a new bot: the limit is $50 a month.
• Turn it off to set your own Limit, up to $200 a month. At $0 the bot cannot start a task, and the meter shows “$0 of $0” as reached.
• This month shows what the bot spent, for example “$4.12 of $50”. The month starts on the 1st.

Other limits apply too: all bots of one person can spend up to $200 a month together, and all bots of the company up to $1,000 a month. An admin can change these limits in Admin, Bots (Admin), on the Limits tab. See Company bots and limits for admins. When a bot reaches a limit, its tasks wait, and the chat shows a spend card. For the limit of the bot, the card has a raise button, for example “Raise to $100", which sets twice the limit (up to the most you can set), and **Change the limit**, which opens the **Spend** tab. For a limit of all your bots or of the company, the card says that your company administrator sets it, and **Stop task** ends the task. After a raise, the card turns into the line "You raised the limit to $100.” and the tasks continue from where they stopped. When a raise or a stop fails, the card says why. The Spend tab also shows the spend by day, by task and by AI model. The token numbers count the cached input too, so they can be larger than the input that you see. The cost is the same.

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Knowledge

A knowledge file is reference material for one bot: a price list, a rate sheet, or the click path of a task. The bot looks in its knowledge files first and uses their values. It does not guess a value that a file gives. When the files do not hold the answer, the bot says so. Only this bot reads its knowledge files. Your other bots, your colleagues and the RelayHub chat cannot read them, and the files do not show on the Files page. A bot can have 50 knowledge files.

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Add a knowledge file

The drive must be connected in Connections first (see Connections and saved logins). RelayHub does not accept an archive, such as a zip file, or a type of file that it cannot read. The message tells you why.

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The list of knowledge files

Each file shows its name and one line with where it came from (“Uploaded”, “From Google Drive” or “From OneDrive or SharePoint”), the day you added it, and its state:

• Reading the file: RelayHub reads the file. The list shows “(name) can search a file when it is ready.”
• Ready: the bot can use the file.
• Could not be read: the reason shows under the line.

Click Download to save a copy of the file. Click Remove to stop the bot from using the file. RelayHub asks “Remove this file? (name) stops using it.” Click Remove file, or click Keep it. After you remove a file, the bot no longer has its values. When you duplicate a bot, the copy gets the same knowledge files. A company template also keeps the knowledge files of the bot it came from, and a bot made from the template gets them.

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Memory

The notes the bot keeps between tasks. It uses them when it works.

• Waiting for your OK: notes the bot wants to keep. Click OK or Remove on each note, or OK for all notes. While notes wait, the bot menu has a Memory item, for example “2 notes wait for your OK”. It opens Memory with the waiting notes first.
• Add a memory: write a Title and What to remember, then click Save memory.
• Click Edit or Remove on a saved note.

A note can hold an id that the bot keeps for its own use, for example the id of an email thread. The note shows “(reference)” in place of the id. Edit shows the full stored text.

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Plugins

Plugins add ready-made skills and rules to a bot. In General, click the Plugins row. The list shows Added to (name) and Available. Click a plugin to see what it does, then click Add or Remove. Click General to go back. The skills of a plugin stay off until you add the plugin to the bot. Admins can also click Create a plugin to make a company plugin from company skills, an outside service and starting rules. A plugin that is not approved yet shows in Waiting for approval, where an admin clicks Approve.