How to Create Your First AI Agent in ChatSyncs

This page walks through the whole path from a blank bot to a working AI agent: turning the system on, creating a named agent with its own instructions and knowledge, and switching it on so it can actually reply to customers.

Turn on AI Agents#

1. 1

   Open Chatbot Manager

   Select Chatbot Manager.

2. 2

   Open the AI tab

   Select AI, then the AI Configuration sub-tab.

3. 3

   Turn it on

   Turn on the AI Agent toggle — "AI agents are active and ready to assist."

The AI Assistant Overview card on the right summarizes the setup at a glance: Active Agents, Agent Routing rule count, Response Mode, Contextual Memory, Restricted Topics count, and AI Reasoning Level.

Create your first AI agent#

1. 1

   Open the Agents tab

   In Chatbot Manager → AI, select the Agents sub-tab. Every agent you've built appears here with its knowledge source count and status.

2. 2

   Click Create Agent

   Opens the Create AI Agent form.

   

3. 3

   Name it

   Give it a clear Name, e.g. Sales Advisor Agent. The Slug auto-generates from the name if you leave it empty (e.g. sales-agent) — this is the internal identifier used when referencing the agent elsewhere (like transferring a conversation to it).

4. 4

   Describe what it does (optional)

   

   A short internal note, e.g. "Helps customers with product information and purchases." — this doesn't affect behavior, it's just for your own reference in the Agents list.

5. 5

   Write the System Prompt

   

   The System Prompt is the agent's core instructions — its role, tone, and boundaries. A vague prompt like "You are a sales agent, help customers buy things" produces a mediocre agent. A strong one is specific about the role, what information to collect, the conversation rules, and exactly which actions to run and when.

   Full example, for the Sales Advisor Agent created above:

   textCopy

   You are the Senior Sales Agent for [Your Business].
   
   ROLE
   Understand the customer's needs, recommend the right plan, and qualify them as a lead.
   Be professional, persuasive, and helpful.
   
   REQUIRED INFORMATION
   Before recommending a plan, naturally collect:
   1. Business type
   2. Primary communication channel
   3. Main requirement
   4. Expected monthly volume
   5. Approximate budget
   
   CONVERSATION RULES
   - Ask only one or two questions at a time.
   - Don't repeat questions already answered.
   - Never invent pricing or features not in your training data.
   
   SAVE INFORMATION
   When the customer mentions their budget, save it:
   ##save_custom_field##: Budget
   
   QUALIFICATION & ACTIONS
   Once you've collected the required info and the customer shows clear intent to buy:
   ##add_label##: Qualified Lead
   
   If they're interested but need more time:
   ##assign_sequence##: Sales Follow-Up
   
   HUMAN HANDOFF
   If they ask about enterprise or custom pricing, or explicitly ask for a human:
   ##add_label##: Sales Escalation
   ##assign_human_role##: 3

   The pattern to notice: plain instruction, then the ##action## it triggers, right below it. That's what turns a passive chatbot into a digital worker that actually completes tasks.

   Two more patterns, so you can see how the shape of a prompt changes with the job:

   A Support Agent — simpler, focused entirely on answer-or-escalate:

   textCopy

   You are the Customer Support Agent for [Your Business].
   
   ROLE & KNOWLEDGE USAGE
   Answer questions about features, policies, and troubleshooting from your connected
   Knowledge Source. Be patient, clear, and empathetic.
   
   HUMAN HANDOFF (ESCALATION)
   If the customer reports a billing issue, has an unresolved technical problem after
   troubleshooting, or explicitly asks for a human, escalate:
   ##add_label##: Escalated Support
   ##assign_human_role##: 5

   A Media Agent — no data collection at all, just conditional photo delivery:

   textCopy

   You are the Agent for Sending Product Photos for [Your Business].
   
   ROLE
   Provide accurate product images. Keep text brief — let the images do the talking.
   
   CONDITIONAL DELIVERY RULE (CRITICAL)
   Never send images automatically at the start of a conversation. Hold them in reserve and
   deliver them only when a customer explicitly asks to see a photo.
   
   KNOWLEDGE USAGE
   When a customer asks for a specific product ("show me the red kurti"), fetch the matching
   image and description from your connected Knowledge Source.

   Because the Support Agent collects context before escalating, the human teammate who picks up the conversation already has what they need — no re-asking the customer to explain the issue again.

   One agent per job is the pattern here — see How Do I Build a Multi-Agent AI Workforce? for how these three agents work together with Knowledge Sources, Agent Routing, and a testing checklist once you're ready to go beyond a single agent.

   While typing, you don't have to remember the exact ##action_name## syntax — type ## in the box to autocomplete an action, then pick a label/sequence/etc. from the list that appears:

   

   

   This is only a quick reference while you're typing — see AI Agent Actions for the full list with examples and how each one behaves.

6. 6

   Add Knowledge Sources

   Right now, your agent can only work from the System Prompt you just wrote — it has no real business knowledge yet. If a customer asks something specific, like "are you open on Sunday?" or "do you have this in red?", it has nothing to answer from. Knowledge Sources fix that: they're where you feed the agent your actual business information, so it answers from real facts instead of guessing.

   Scroll down on the same Create AI Agent form to the Knowledge Sources panel:

   

   First, give this knowledge a home: open Knowledge Set and either pick one you already made, or create a new one by typing a name for it — think of a Knowledge Set as a folder that can hold several pieces of training material at once. Everything you add below gets saved into whichever Knowledge Set is selected, and the agent reads all of it together when it answers.

   Once you have a Knowledge Set, there are six buttons for the six ways to fill it — use as many as you need:

   Content is the simplest one: a plain text box where you type or paste information directly, like your business hours or return policy.

   textCopy

   We're open Monday to Saturday, 10 AM to 8 PM. We're closed on Sundays and public holidays.
   Returns are accepted within 7 days of delivery, as long as the product is unused.

   

   URL lets you point at a page you've already written — an FAQ page, a pricing page — and ChatSyncs reads its content instead of you retyping it. Paste the link in Campaign URL:

   

   If the page has content you don't want included — a header, footer, or ad banner — two optional settings let you fine-tune what gets read. Fetch Content Configuration pulls in only one part of the page (pick ID or Class as the Selector Type, then enter that exact ID or class name from the page's code):

   

   Remove Content Configuration does the opposite — it excludes sections you list, and you can click + Add Remove Selector to exclude more than one:

   

   Once the page loads, choose Generate Raw Response to keep it as one detailed block, or Generate FAQ to automatically split it into short question-and-answer pairs instead.

   File works the same way, but from a document instead of a webpage — upload a PDF, Word (.doc/.docx), Excel (.xls/.xlsx), CSV, OpenDocument (.ods/.odt), or TXT file, like a product catalog or a training manual:

   

   Media is how the agent learns to send photos, not just text. Add an Image URL (or click Upload) and write a short Description — this description is what tells the agent when to send that exact photo, so be specific about what makes it recognizable:

   textCopy

   Red cotton kurti, size M, price 1200 BDT

   

   With that saved, a customer asking "do you have this in red?" gets sent that exact photo automatically. Click + Add more image to attach as many as you need:

   

   Google Sheet connects a spreadsheet you've already linked under How to Connect Google to ChatSyncs — pick it from the dropdown, which lists every sheet available to your connected Google account:

   

   

   API, the last option, isn't shown as a screenshot here since it's just a dropdown — pick one of your already-configured HTTP APIs, and the agent pulls fresh data straight from that endpoint's response each time, instead of storing anything static.

   See How to Train Your AI Chatbot for the full reference page on every source type, including its own FAQ and troubleshooting.

7. 7

   Save

   The agent now appears in the Agents list and in the Active Agents dropdown back on AI Configuration.

Turn your new agent on#

Creating an agent doesn't make it start replying — it still needs to be switched on for this bot, back on the AI Configuration sub-tab.

1. 1

   Go back to AI Configuration

   Select the AI Configuration sub-tab again.

2. 2

   Open Active Agents

   Click the Active Agents field — it's a multi-select, so you can turn on more than one agent for the same bot.

3. 3

   Pick your new agent

   Select the agent you just created. If it's not in the list, click Refresh.

Only agents added here can actually reply to customers — everything you did in the previous section just built the agent, this step is what switches it on for this bot.

If you activate more than one agent, Agent Routing is what decides which one answers a given customer message.

Frequently asked#

Related Documentation#

• AI Agents — the section overview, and what to build next.
• How to Train Your AI Chatbot — the full Knowledge Source reference.
• AI Agent Actions — the full ##action## syntax reference.