Configure System Assistants with bespoke pages

System Assistants are Ajutant’s built-in AI assistants for platform-level tasks. They are different from the assistants and chatbots that admins create for end users.

Instead of opening each System Assistant in the full Assistant Editor, Ajutant provides a focused configuration page for each System Assistant. These pages show only the settings that apply to that assistant’s role, so admins do not need to work through unrelated sections such as endpoints, intake forms, compliance, REST API settings, or required documents when those settings do not apply.

Who this is for

This article is for admins and users who can access the System Assistants area in Ajutant.

If you can open /admin/system-assistants, you can open and edit the System Assistant bespoke pages. No separate permission is introduced for these pages.

What System Assistants are

System Assistants are singleton assistants owned by the platform. Each one has a fixed systemRole and a specific job.

System Assistant	Role	What it does	Page focus
Receptionist	receptionist	Routes an incoming message to the most relevant assistant	Routing
New Assistant AI, also called Assistant Builder	assistant_builder	Drafts a new assistant configuration from a plain-language brief	Persona
Document Author	document_author	Generates knowledge-base documents from a request	Persona
Document Analyst	document_analyst	Answers questions about an uploaded document	Persona and document handling

What is not managed here

The bespoke System Assistant pages do not manage every system function in Ajutant.

The following are out of scope for these pages:

• Chatbots, because they are created by admins and can exist many times per environment.
• System functions that are not backed by an assistant entity, such as:
  • title generation
  • keyword generation
  • document chat
  • content classification

Those system functions are configured through model and deployment bindings in the Models hub, under the System Functions tab.

Why the pages are different from the full Assistant Editor

Ordinary assistants and chatbots need a broad editor because they may use many different features.

System Assistants have fixed platform roles. For example, the Receptionist exists to route messages, while Document Author exists to draft knowledge-base documents. Showing the full editor for these assistants creates unnecessary noise and can lead admins to configure settings that are not relevant.

The bespoke pages are designed to:

• Show only the settings that matter for that System Assistant.
• Make the assistant’s main job clear.
• Keep advanced settings available where needed.
• Reduce confusion caused by unrelated editor sections.

How to open a System Assistant page

1. Go to /admin/system-assistants.
2. Select the System Assistant you want to configure.
3. Ajutant opens the bespoke page for that assistant.
4. Review or update the available settings.
5. Save your changes.

The exact fields shown depend on the assistant’s role.

Receptionist page

The Receptionist routes incoming messages to the most relevant assistant.

Its page is routing-focused. The main configuration areas are:

• Routing targets, the assistants or destinations the Receptionist can route to.
• Keywords, used to help decide which assistant is most relevant.
• Receptionist persona and system prompt, available as secondary settings.
• Model binding, available as a secondary or advanced setting.

The Receptionist’s own persona and model can still be edited, but they are not the primary focus of the page. Routing settings should normally be reviewed first.

Common Receptionist tasks

Use this page when you need to:

• Add or remove an assistant from routing.
• Review which assistants the Receptionist can send users to.
• Adjust keywords that help the Receptionist choose the right destination.
• Update the Receptionist’s tone or routing instructions.
• Change the model used by the Receptionist, if your setup allows this.

New Assistant AI page

New Assistant AI, also called Assistant Builder, drafts a new assistant configuration from a plain-language brief.

Its page is persona-focused. The main configuration areas are:

• The assistant’s persona.
• The system prompt or instructions that guide how it drafts assistants.
• The model binding used for this system function.

Common New Assistant AI tasks

Use this page when you need to:

• Adjust how new assistant drafts are written.
• Change the style, structure, or level of detail used in generated assistant configurations.
• Review or update the model used for assistant-building tasks.

Document Author page

Document Author generates knowledge-base documents from a plain-language request.

Its page is persona-focused. The main configuration areas are:

• The assistant’s persona.
• The system prompt or writing instructions.
• The model binding used for document generation.

Common Document Author tasks

Use this page when you need to:

• Adjust the writing style used for generated knowledge-base articles.
• Change the structure or tone of generated documents.
• Review or update the model used for document-writing tasks.

Document Analyst page

Document Analyst answers questions about an uploaded document.

Its page includes persona settings plus document-specific controls. The main configuration areas are:

• The assistant’s persona.
• The system prompt or analysis instructions.
• The model binding used for document analysis.
• Reference documents, such as rules, guidelines, or templates that the analyst can compare a user-uploaded document against.
• A compact document-handling group for document-understanding settings.
• Retrieval tuning, such as similarity threshold and top-K settings, where available.

Common Document Analyst tasks

Use this page when you need to:

• Update how the analyst explains or reasons about uploaded documents.
• Add or manage reference documents used for comparison.
• Adjust document-understanding capabilities, such as upload or vision support, where available.
• Tune retrieval settings for document analysis.

Keywords and assistant permissions

Some keyword editing may still depend on the permissions of the assistant being edited.

Access to the System Assistants area controls whether you can open these bespoke pages. However, per-assistant keyword editing inside an assistant’s own editor still follows that assistant’s existing canEdit permission.

Recommended workflow for admins

When configuring a System Assistant:

1. Start with the assistant’s job

   • Receptionist: check routing first.
   • New Assistant AI: check drafting instructions.
   • Document Author: check writing instructions.
   • Document Analyst: check analysis and document-handling settings.

2. Review the persona

   • Make sure the assistant’s tone and behaviour match its role.

3. Check the model binding

   • Confirm the assistant is using the intended model configuration.

4. Review role-specific settings

   • For Receptionist, review routing targets and keywords.
   • For Document Analyst, review reference documents and document-handling settings.

5. Test the behaviour

   • Run a realistic task for the assistant.
   • Check whether the output or routing result matches expectations.
   • Adjust instructions or settings if needed.

Troubleshooting

Issue	What to check
I cannot open the System Assistants area	Confirm that your account can access /admin/system-assistants.
I expected to see the full Assistant Editor	System Assistants use bespoke pages instead of the full 43-surface editor.
I cannot find chatbot settings	Chatbots are not managed as System Assistants. Use the chatbot management surface.
I cannot find title generation or keyword generation settings	These are system functions, but not System Assistants. Configure them in Models hub, under System Functions.
Receptionist routing is not working as expected	Review routing targets, keywords, and the Receptionist’s routing instructions.
Document Analyst is not comparing against the right materials	Review its reference documents and document-handling settings.

Summary

System Assistant bespoke pages give each platform assistant a focused configuration screen based on its actual role.

Use:

• Receptionist for routing configuration.
• New Assistant AI for assistant-drafting behaviour.
• Document Author for knowledge-base writing behaviour.
• Document Analyst for document analysis, reference documents, and document-handling settings.

For chatbots and non-assistant system functions, use their separate management areas rather than the System Assistants pages.