Tenant Onboarding Checklist for AI Assistants

Consistent onboarding keeps AI assistants reliable across dozens of clients. Use this checklist to ensure nothing slips.

1. Discovery

• Collect domain allowlists, sitemap locations, language requirements, and expected traffic.
• Confirm plan tier, retention settings, and billing contacts.
• Gather branding assets (logos, colors, fonts) and preferred tone.

2. Domain verification

• Validate DNS or HTML token to prove ownership.
• Configure CSP exceptions if tenants use additional hosts.
• Document allowed IP ranges if the tenant restricts outbound access.

3. Crawl kickoff

• Run initial crawl capped by plan quota.
• Review run summary: pages processed, errors, duplicates.
• Schedule follow-up crawl or IndexNow integration if the site changes frequently.

4. Prompt and policy setup

• Select persona templates (concise, conversational, enterprise).
• Configure relevance thresholds per tenant; enable adaptive mode.
• Set fallback messaging and compliance disclaimers.

5. Branding and placement

• Apply theme tokens (launcher color, bubble style, font).
• Decide on default placement (bottom right, inline).
• Preview embed on staging and share with the client for approval.

6. Access and SSO

• Invite tenant admins via email or SSO.
• Map IdP groups to Admin, Editor, Viewer roles.
• Set default retention and audit logging preferences.

7. Analytics and alerts

• Confirm per-embed metrics show up in the dashboard.
• Subscribe tenant owners to weekly summaries.
• Configure Google Chat alerts for demo events, feedback, stale crawls, and billing.

8. Handoff

• Provide embed snippet or CMS integration instructions.
• Share runbook for feedback and re-index requests.
• Log completion with prompt_version, crawl_run_id, and embed_id references.

CrawlBot automates much of this flow, but even DIY stacks benefit from a documented onboarding checklist.***