Ace AI Admin Configuration Guide

Ace AI — Admin Configuration Reference

This guide covers every configurable setting in the Ace admin dashboard. Use it alongside the Admin Setup Guide (which covers initial account creation and FUB OAuth connection). This reference assumes your account is already connected to Follow Up Boss.

Where to find each section: All settings are in the left sidebar of admin.followupace.com. Only the account admin can change organization-level settings.

AI Settings

Go to AI Settings in the left sidebar. The page has two tabs: Settings and Knowledge Base.

Team Branding (Settings tab)

This is the identity context Ace uses when generating responses on behalf of your team.

Changes save automatically.

Assistant Settings (Settings tab)

These settings control how Ace writes for everyone on your team. Individual users cannot override them.

Writing Style — select up to 3 from:

• Formal, Friendly, Conversational, Technical, Persuasive, Concise, Narrative, Descriptive, Informative

Tone — select up to 3 from:

• Professional, Casual, Enthusiastic, Empathetic, Neutral, Assertive, Supportive, Encouraging

Special Instructions — free-text field. Add standing rules for the AI: phrases it should always or never use, response time expectations, compliance notes, brand voice guidelines. Example:

"Refer to clients as 'clients', not 'customers'. Always mention our 24-hour response guarantee when a lead asks about follow-up timing."

Keep instructions concrete. Vague guidelines ("be helpful") have less effect than specific ones ("always end emails with our tagline").

Knowledge Base

Go to AI Settings → Knowledge Base tab.

The Knowledge Base is built from your Follow Up Boss data (contacts, stages, pipelines, action plans, email templates, custom fields, etc.) after FUB OAuth is connected. It gives Ace context about how your FUB instance is actually configured.

What it indexes

The KB automatically discovers and maps:

• Contact custom fields and deal custom fields
• Deal tracks and deal stages (pipelines)
• Action plans and lead flows
• Appointment types and outcomes
• Email templates and automations

Controls

Health indicators

• Health Score — composite readiness of the KB (Active Items %, AI Coverage %, Freshness %)
• Status — shows ready, syncing, never_synced, or error
• Detected Team Size — inferred from your FUB user count

Adding notes to the KB

Two note types are available:

• General Notes — free-text context you add manually (team structure, policies, special instructions Ace should know)
• CRM Data & Specific Notes — context attached to specific FUB items (stages, templates, etc.)

Manual notes supplement the automatic KB — they don't replace it. The KB self-updates when your FUB configuration changes; manual notes persist unless you delete them.

Prompts

Go to Prompts in the left sidebar.

Prompts are saved commands that appear in the Ace embedded app inside Follow Up Boss. Agents click a prompt to run it against the current contact. Admins manage organization-wide prompts here; agents can also create personal prompts in their own settings.

Adding prompts

• From Library — browse pre-built prompts organized by category. Click to add to your active list.
• Create Custom Prompt — write your own. Give it a Prompt Name (what agents see) and Prompt Instructions (what Ace does).

Tips for effective prompts:

• Be specific about what action to take ("Draft a 3-sentence follow-up email for a lead who went silent after an initial showing")
• Include what output to produce ("Update the contact note with a summary of this interaction")
• Mention any follow-up actions ("Then schedule a task for 3 days out")

Managing active prompts

• My Active Prompts — your current org-wide prompt list. Drag to reorder; the order controls how prompts appear in the FUB embedded app.
• Click a prompt to edit it inline.
• Delete prompts that are no longer used — a shorter, well-curated list is more effective than a long one.

AI Integrations

Go to AI Integrations in the left sidebar.

This is where you connect external AI providers (Claude AI, ChatGPT/OpenAI). Some features use specific models — refer to the MCP setup guide for Claude/ChatGPT integration details.

Team Members

Go to Team Members in the left sidebar.

Your FUB users appear here automatically after OAuth is connected. Use this page to activate users, assign seats, and manage plan types.

Toggle a user active/inactive to grant or revoke their access. Users on self-pay plans (purchased their own seat) cannot be toggled by the admin — contact support if you need to make changes to a self-pay user.

Analytics

Go to Analytics in the left sidebar. Shows usage and performance metrics across your account — AI interactions, prompt usage frequency, and activity over time.

Install Audit

Go to Install Audit in the left sidebar. Shows the FUB connection status and OAuth health for your account. Use this if you're troubleshooting why Ace isn't responding to FUB data or if agents report that Ace doesn't appear in FUB.

Common configuration questions

How long does the KB take to build?
Initial sync typically takes a few minutes for most accounts. Larger FUB installations (thousands of contacts, many pipelines) may take longer. The status field shows progress. Don't trigger Force Analysis or Admin Reset while a sync is in progress.

How often does the KB update?
Automatically in the background when FUB data changes. You don't need to manually rebuild it regularly — only use Retry Sync or Admin Reset if the health score drops or responses seem outdated.

Can agents change their own writing style?
Individual users can set personal preferences in their own settings. Admin-level Assistant Settings apply as defaults; where a user has set their own, the user setting takes precedence.

Why don't I see my FUB users in Team Members?
FUB users populate only after FUB OAuth is connected. Go to Account Setup and confirm the FUB OAuth step shows a green checkmark. If it does but users still don't appear, use Retry Sync in the KB view to force a data refresh.

Need help?

Email support@followupace.com or use the Help & Support link in the admin dashboard sidebar.