Auto Refresh of Knowledge Base Trained Links

Keep your Enrollio AI bot accurate without the busywork. Auto Refresh of Knowledge Base Trained Links lets Enrollio automatically re-crawl and retrain your web URL sources on a daily, weekly, or monthly schedule—so parent answers stay current while your team focuses on enrollments.

Configure it once, then monitor statuses and logs from a single table view.

What is Auto Refresh of Knowledge Base Trained Links?

Auto Refresh is a feature in Enrollio that schedules automatic re-training of the web URLs you've added to your Knowledge Base. Instead of manually clicking Refresh for each URL, Enrollio periodically re-crawls the pages, updates the table data, and re-indexes the fresh content your bot relies on.

This ensures your bot can reference up-to-date tuition pages, enrollment policies, and program descriptions without manual maintenance. By continuously syncing your Knowledge Base URLs on a schedule, the feature helps your bot deliver consistent, reliable responses drawn from the most recent source material.

[SCREENSHOT: Knowledge Base table view showing the Auto Refresh icon (circular arrows) next to each URL entry]

Key Benefits of Auto Refresh

Understanding the benefits helps you decide the right schedule and scope for your childcare center:

  • Always-current answers: Ensures the bot uses the latest content when parents ask about tuition, programs, or enrollment steps.
  • Time savings at scale: Reduces manual refresh work, especially when managing many URLs across multiple locations.
  • Fewer outdated responses: Prevents stale tuition rates, policies, or program details from reaching prospective families.
  • Lower risk of human error: Automates repetitive refresh tasks so one missed click doesn't leave sources stale.
  • Predictable scheduling: Choose Daily, Weekly, or Monthly schedules to match your content update rhythm.
  • Load management: Stagger refreshes to avoid peak-time crawling and manage performance on large sites.

Setting the Refresh Frequency

Scheduling controls how often Enrollio automatically re-crawls your URLs. Choose a frequency that aligns with how often your source content updates and the size of your URL library.

Click the Auto Refresh icon (circular arrows) and select your preferred schedule:

  • Daily: Refreshes approximately every 24 hours—ideal for frequently updated enrollment pages.
  • Weekly: Refreshes on the same weekday you select—good for program pages that change periodically.
  • Monthly: Refreshes on the same calendar day each month—best for stable policy or tuition pages.
[SCREENSHOT: Auto Refresh frequency selector modal showing Daily, Weekly, and Monthly options with Save button]

Monitoring Refresh Status & Logs

Visibility into each crawl cycle helps you validate that refreshes are working and quickly resolve errors that would otherwise leave stale content in place.

The Status column reflects the current state of each URL:

  • Getting Data: Enrollio is actively re-crawling the page.
  • Trained: The latest data was saved; check Last data refreshed at for the timestamp.
  • Failed: The crawl encountered an error; retry the refresh or review page accessibility.
[SCREENSHOT: Knowledge Base table showing Status column with examples of Getting Data, Trained, and Failed statuses, plus Last data refreshed at timestamps]

How To Setup Auto Refresh of Knowledge Base Trained Links

A reliable setup ensures refreshes run on time and your bot benefits from the latest content. Complete these steps in order to avoid missed schedules.

  1. From your Client Account, go to AI Agents → Knowledge Base.
  2. Select the knowledge base you want to configure and click Web Crawler.
  3. Click the Auto Refresh icon (circular arrows) and choose a refresh frequency—Daily, Weekly, or Monthly.
  4. Click Save.
[SCREENSHOT: Step-by-step navigation showing AI Agents menu, Knowledge Base selection, Web Crawler tab, and Auto Refresh configuration]

Best Practices for a Healthy Knowledge Base

Following these best practices improves crawl reliability, reduces failures, and helps your bot serve more accurate answers to parents at scale.

  • Use stable URLs: Avoid addresses that frequently redirect or require login to view content.
  • Keep pages lightweight: Extremely long or script-heavy pages may crawl slowly and can hit timeouts.
  • Audit failures weekly: Investigate rows stuck in Failed status; fix broken links and retry.
  • Stagger heavy sites: For large libraries, prefer Weekly or Monthly to spread load over time.
  • Prioritize critical pages: Set Daily for enrollment pages that change often and directly affect prospective families.
Pro Tip: If you update your tuition page or enrollment policies frequently, set those URLs to Daily refresh. Less critical pages like staff bios can refresh Monthly.

Frequently Asked Questions

Does Auto Refresh cost extra credits?

No. URL re-crawls are included in your existing Enrollio AI usage.

What happens if a refresh fails?

The Status changes to Failed and the previously trained content remains active. Fix the URL or retry manually.

Will Auto Refresh update custom FAQ pairs?

No. Custom Q&A entries are static; update them manually as needed.

Does Auto Refresh work with domain crawls as well as single URLs?

Yes. Auto Refresh can be applied wherever those URLs appear in the Web URLs table. Schedule and performance depend on page depth and size.

Can I pause Auto Refresh temporarily?

Yes. Click on Manage Automation and Disable Auto Refresh. Re-enable later without losing data.

Are Google Docs or PDFs supported?

Auto Refresh currently focuses on publicly accessible web pages. For documents, convert or publish to a web-accessible page.

Related Articles

  • Training Your Enrollio AI Bot
  • Web URLs and Links
  • Knowledge Base Integration for Voice AI Agents
  • Managing Permissions For AI Agents