Information Collection Tools

Information Collection Tools: When (and When Not) to Use Them

Information collection tools help your AI assistant update contact details or retrieve information during conversations. Knowing when—and when not—to use each tool makes your AI more reliable and keeps your data accurate.

For info on how to optimize your main prompt for your tools see “Important - Setting Up Tools Properly”

Update User Details

What It Does:
Lets your AI update most default CRM fields for a contact: name, email, phone, time zone, website, and more.
When to Use:
Whenever you need your assistant to capture or update contact info directly during a call, chat, or DM.

Search the Web

What It Does:
Allows the AI to perform live web searches to answer questions or fetch recent information.
When to Use:
- To get current, variable, or location-based data (e.g., weather, latest news, product inventory).
- For public facts that change often or aren't stored in your CRM.
When Not to Use:
- Don’t use for your own business info:
  The AI may find the wrong business or outdated info—never rely on “Search the Web” for your own services, address, or staff.
- Don’t use for consistent, stable context:
  Instead, hard-code this data into your AI’s prompt or use integrations (like Google Sheets) for structured, reliable business data.

⚠️ Caution: Avoid using web search for any information that needs to be 100% accurate about your business. Always use prompts or direct integrations for those details.

Alternative: Google Sheet/Direct Integrations

For info specific to your business (like client records, pricing, or scheduling details), use a direct integration or connect a Google Sheet for full control and accuracy.