To update a chatbot when your website changes, re-sync it so it reads your latest pages. A chatbot only knows your site as of its last crawl. Refresh it by hand after small edits, on a schedule for regular changes, or automatically when you publish, then test a few questions to check the new answer appears.
At a glance
- A chatbot trained on your website works from a snapshot, so it only learns about changes after its next sync or crawl.
- There are three common ways to refresh a chatbot: manually, on a schedule or automatically when content is published in your CMS.
- A sitemap lets a chatbot find new pages in bulk, rather than adding pages one URL at a time.
- Typical sync problems include a changed page still showing old answers, new pages missing and deleted pages still being used.
- Chati has been developing apps since 2009 and trains each chatbot on the customer’s own data.
Why does a chatbot give old answers after my website changes?
Because a chatbot trained on your website holds a copy taken at the last crawl, it cannot see edits until it syncs again. Your website and your chatbot are two separate things, and they only match when you bring them back in line.
The snapshot idea in plain English
Think of the chatbot as someone who read your website on a particular day and made notes. If you change your Saturday opening hours the next morning, those notes still say the old hours. The person is not being careless. They simply have not read the page again.
The same happens with a new price. You edit the page, your website shows the right figure, and the chatbot goes on quoting the old one until it takes a fresh look at that page.
Why it matters
Wrong answers about prices, availability or policies cost you trust and enquiries. A visitor told that a treatment costs less than it now does will be annoyed when they find out. A visitor told you are closed on a day you are open may simply go elsewhere. Keeping the chatbot current is a small job. It protects your reputation.
How do I update a chatbot when my website changes?
Choose a refresh method that matches how often your site changes: manual re-sync, scheduled recrawl or automatic update on publish. Whichever you pick, the process underneath is the same.
- A change is detected, either because you ask for a re-sync, a timer runs or your website sends a signal.
- The changed page is recrawled, which means the chatbot reads it again.
- The old content from that page is replaced with the new version.
- The chatbot answers from the new version.
The three methods compared
| Method | Effort | Speed | Best for |
|---|---|---|---|
| Manual re-sync | You press the button each time | Immediate, once you remember | Occasional edits to a few pages |
| Scheduled recrawl | Set once, then hands-off | Daily or weekly, depending on the schedule | Sites that change regularly |
| Automatic on publish | Set up once, sometimes with help | Near instant | Sites where accuracy is critical or changes are frequent |
Which suits which business
A hotel with weekly rate changes will want a scheduled recrawl at the very least, and automatic updates if its platform allows. A solicitor with a fairly static site may be perfectly happy with manual re-syncs after the occasional new service page or team change. A letting agent adding properties often will probably want something in between. Pick the lightest method that keeps your answers right.
Can I update my chatbot manually?
Yes, you can trigger a re-sync yourself after an edit, which suits occasional changes to a few pages.
When manual works best
- A one-off edit, such as a corrected phone number.
- A new service page.
- A price change on a single page.
Re-sync straight after you publish the change on your website. Do it before the page is live and the chatbot may read the old version again, so you will have gained nothing.
The catch with manual updates
Manual updates get forgotten. It is easy to edit a page on a busy Friday and never think of the chatbot again. Add a reminder to your website editing routine, so that “re-sync the chatbot” sits as the last step every time you publish. A sticky note by the screen or a recurring calendar task does the job.
How do I schedule regular chatbot updates?
Set the chatbot to recrawl your website or sitemap daily or weekly so changes are picked up without anyone remembering.
How a sitemap helps
A sitemap is a list of the pages on your website, kept in one place for search engines and other tools. When a chatbot reads your sitemap, it can find new pages in bulk rather than you adding them one web address at a time. Most website platforms create one for you. It is often at an address ending in /sitemap.xml. If your chatbot is set to watch it, a new page you publish will be spotted on the next recrawl.
Choosing a schedule
Match the schedule to how often your site changes. Daily suits rates, stock or availability that move often. Weekly is usually enough for a typical small business site, where the content shifts now and then rather than constantly.
Remember that changes made between crawls will show up late. For something urgent, such as a closure or a price correction, do a manual sync as well instead of waiting for the timer.
Can my chatbot update automatically when I publish a page?
Yes, if your website platform can send a signal on publish, the chatbot can refresh that page straight away.
Triggers and webhooks without the jargon
A webhook is simply a message your website sends to another service when something happens. In this case the message says, “this page has just changed.” The chatbot receives it and reads the page again at once. Many content management systems, which are the tools you use to edit your site, can send messages like this, sometimes through a plug-in or a connecting service. Check what your own platform offers, as this varies from one to another.
When your set-up is unusual
Some sites do not fit the usual pattern. Perhaps prices come from a booking system, or pages sit in a custom-built setup. Chati offers custom integration for cases like this, and each Chati chatbot is trained on the customer’s own website data. We have been developing apps since 2009, so joining systems together is familiar ground for our team. You can see the basics on our how it works page.
What happens to deleted or changed pages in the chatbot?
When a source re-syncs, the new version should replace the old one, but removed pages need checking because the chatbot may still use them.
Three edge cases
- A changed page still shows the old answer. Re-sync that specific page, then ask the question again.
- A new page is missing. Check that it appears in your sitemap and is not blocked from being read.
- A deleted page persists. Remove the old source from the chatbot directly, as a recrawl may not clear something your site no longer lists.
Check the page can be read
If a page still will not appear, confirm it is readable by anyone. Pages hidden behind a login, such as a members area or a client portal, cannot be read by the chatbot in the same way as public pages.
Do not forget PDFs
Price lists, menus, fee schedules and brochures often live as PDFs, and they are easy to forget. When you upload a new version, make sure the chatbot takes in the new file and that the old one is removed. Otherwise two different prices can sit side by side.
How do I check my chatbot has the new information?
Ask the chatbot the exact question that the changed page answers and check that the reply matches your website and shows the updated source.
A five-step test routine
- Ask about the change directly, for example “What are your opening hours on Saturday?”
- Check the cited source. Chati shows its sources in answers, so you can see at once which page the reply came from.
- Test a related question phrased differently, to be sure the new fact is picked up in more than one way.
- Test an old fact that should be gone, such as the previous price, and confirm it no longer appears.
- Try it on a mobile phone, as that is where many of your customers will be.
A monthly habit
Once a month, ask the chatbot your top 10 customer questions and compare each reply with your website. It takes a few minutes and catches slow drift that nobody noticed.
What should I do when the chatbot is unsure after a change?
Hand the chat to a person and use the question as a prompt to fix the gap on your website.
Why handover matters
When Chati is not sure of an answer, it hands the chat to your human team instead of offering a guess. That means a customer asking about something you have just changed, and which has not yet been picked up, gets a real person rather than wrong information.
Use handed-over chats to find gaps
Look back over the chats that were handed over. If several people asked about the same thing, your website probably does not explain it clearly. Add or improve the page and re-sync, and the chatbot can answer next time. This turns each unsure moment into a useful to-do list.
A simple update checklist for UK small businesses
- Prices and fees, including PDF price lists
- Opening hours and contact details
- Team members, such as new dentists, solicitors or vets
- Policies on cancellations, deposits and refunds
- Offers and promotions, and their end dates
- Bank holiday and seasonal notices, such as Christmas closures
- Property listings for letting and estate agents, and room rates for hotels
Keeping the chatbot in step with your website does not need technical skill. You just need a routine you stick to. Many customers choose Chati for great value for money, and our industry guides show how it works for different kinds of business. Would you like help setting up the right update method for your site? Get in touch with Chati and we will talk it through with you.
Frequently asked questions
How often should I update my website chatbot?
It depends on how often your site changes. Daily suits fast-moving rates or availability, weekly suits most small business sites, and manual re-syncs cover occasional edits. Always sync by hand after an urgent change.
Do I need to retrain my chatbot every time I edit a page?
Not in full. You usually just re-sync the changed page so the chatbot reads the new version. Then test it with a question about the change.
Why is my chatbot still showing old prices?
It is probably working from a snapshot taken before the price changed. Re-sync that page and check for an old PDF or duplicate page that still carries the previous figure.
Will my chatbot find new pages automatically?
It can, if it is set to recrawl your sitemap on a schedule. Without that, you would need to add new pages yourself.
How do I remove a deleted page from my chatbot?
Remove the old source from the chatbot directly, then ask a question the page used to answer to confirm it is gone. A recrawl alone may not clear it.
Can a chatbot read PDFs on my website?
Often yes, but check that your PDFs are taken in and replaced when you upload a new version. Price lists and menus are the ones most often left out of date.
Do I need a developer to keep my chatbot up to date?
Not for manual or scheduled updates, which you can manage yourself. A developer may help with automatic updates on publish or unusual site set-ups.
What should I update first after a website redesign?
Start with a full re-sync, then check your sitemap and remove old sources for pages that no longer exist. After that, test your top 10 customer questions.
