Platform Training

Setup your White-Label Instance

Company Setup

Sync Website to Knowledge Base

The Knowledge Base is where your AI agents learn about your business. Syncing your website ensures agents have up-to-date information to answer customer questions accurately.

Steps to Sync Your Website:

  1. Navigate to Knowledge Base in the left sidebar
  2. Click the “Add” button in the top right
  3. Select “Website Crawl” from the options
  4. Enter your website URL (e.g., https://yourcompany.com)
  5. Configure crawl settings:
  • Depth: How many links deep to crawl (recommended: 2-3)
  1. Click “Start Crawl”

The system will crawl your website pages and automatically:

  • Extract text content from each page
  • Organize content by page URL

Best Practices:

  • Start with your main marketing pages and FAQ
  • Re-sync periodically to capture website updates

Google Drive Sync

Connect Google Drive to automatically sync documents, spreadsheets, and presentations to your Knowledge Base.

Steps to Connect Google Drive:

  1. Navigate to Integrations in the left sidebar
  2. Select “Google Drive” from the integration list
  3. Click “Connect with Google”
  4. Sign in with your Google account and authorize access
  5. Select which folders to sync:
  • Choose specific folders or sync entire Drive
  • Set sync frequency (real-time or scheduled)

Sync Behavior:

  • New files are automatically added to Knowledge Base
  • Updated files are re-processed with new content
  • Deleted files are removed from Knowledge Base

Set Up Mailboxes

Mailboxes are required for sending emails through sequences and receiving replies. You can connect existing email accounts or create new ones.

Connecting an Existing Mailbox:

  1. Navigate to Inbox in the left sidebar
  2. Click “Add Mailbox”
  3. Choose your email provider:
  • Google Workspace / Gmail: OAuth connection
  • Microsoft 365 / Outlook: OAuth connection
  • SMTP/IMAP: Manual configuration
  1. Authenticate with your email provider
  2. Configure mailbox settings:
  • Display Name: Name shown on sent emails
  • Reply-to Address: Where replies go
  • Daily Send Limit: Protect deliverability

For SMTP/IMAP Configuration:

  • SMTP Host and Port (usually 587 for TLS)
  • IMAP Host and Port (usually 993 for SSL)
  • Username and Password or App Password

Set Up Phone Integration (Twilio)

Twilio integration enables SMS messaging and voice calls through your sequences and agents.

Steps to Connect Twilio:

  1. Navigate to Integrations in the left sidebar
  2. Click “Add Integration”
  3. Select “Twilio”
  4. Enter your Twilio credentials:
  • Account SID: Found on your Twilio Console dashboard
  • Auth Token: Found on your Twilio Console dashboard
  1. Click “Save”

After Connecting:

  • Your Twilio phone numbers will be available for sequences
  • SMS and voice actions become available in the sequence editor
  • Voice agents can make outbound calls

Getting Twilio Credentials:

  1. Log in to twilio.com/console
  2. Your Account SID and Auth Token are displayed on the main dashboard
  3. Copy and paste these values into Parallel AI

Inboxes

Connecting Existing Inboxes

Google Workspace / Gmail:

  1. Go to Inbox → Add Mailbox
  2. Select “Google”
  3. Click “Sign in with Google”
  4. Select your Google account
  5. Grant permissions for email access
  6. Your inbox is now connected

Microsoft 365 / Outlook:

  1. Go to Inbox → Add Mailbox
  2. Select “Microsoft”
  3. Click “Sign in with Microsoft”
  4. Enter your Microsoft credentials
  5. Approve permissions
  6. Your inbox is now connected

SMTP/IMAP (Other Providers):

  1. Go to Inbox → Add Mailbox
  2. Select “SMTP/IMAP”
  3. Enter server settings:
  • SMTP: smtp.yourprovider.com:587
  • IMAP: imap.yourprovider.com:993
  1. Enter credentials
  2. Test connection and save

Creating New Inboxes

For cold outreach, consider creating dedicated sending domains and mailboxes to protect your main domain reputation.

Recommended Setup:

  1. Purchase a similar domain (e.g., if main is company.com, use company.io or trycompany.com)
  2. Set up email hosting (Google Workspace, Microsoft 365, or dedicated cold email provider)
  3. Configure DNS records:
  • SPF record
  • DKIM signing
  • DMARC policy
  1. Create mailboxes (e.g., firstname@newdomain.com)
  2. Connect to Parallel AI

Multiple Mailbox Strategy:

  • Create 3-5 mailboxes per domain
  • Rotate sending across mailboxes
  • Keep daily volume under 50 emails per mailbox initially

Inbox Warming Setup

Inbox warming builds sender reputation before starting cold outreach campaigns.

What is Inbox Warming?
Automated email exchanges that simulate real email activity to establish your mailbox as legitimate with email providers.

Setting Up Warming:

  1. Navigate to your connected mailbox
  2. Click “Enable Warming”
  3. Configure warming settings:
  • Daily volume: Start with 5-10, increase gradually
  • Ramp-up period: 2-4 weeks recommended
  • Reply rate: Percentage of emails that get replies

Warming Best Practices:

WeekDaily EmailsNotes
15-10Building initial reputation
210-20Gradual increase
320-30Monitor deliverability
4+30-50Ready for light outreach

Tips for Success:

  • Don’t rush the warming process
  • Monitor for spam folder placement
  • Keep warming running even during active campaigns
  • Use a mix of warm-up emails and real emails
  • Never exceed 100 cold emails per day per mailbox

Content Engine

The Content Engine is a 6-step workflow for creating AI-powered marketing content that matches your brand voice.

The 6-Step Workflow:

Step 1: Ideal Customer Profile (ICP)

Define who you’re creating content for:

  • Industry and company size
  • Job titles and roles
  • Pain points and challenges
  • Goals and motivations

Step 2: Content Strategy

Plan your content approach:

  • Content pillars and themes
  • Platform selection (LinkedIn, Twitter, Blog)
  • Content mix (educational, promotional, engagement)

Step 3: Brand Voice

Define how your brand communicates:

  • Tone (professional, casual, authoritative)
  • Writing style guidelines
  • Words to use and avoid
  • Example phrases and messaging

Step 4: Brand Images

Configure visual content generation:

  • Select image generation models
  • Define style prompts
  • Set color schemes and visual guidelines
  • Upload reference images

Step 5: Campaigns

Organize content into campaigns:

  • Create campaign themes
  • Set campaign duration
  • Define campaign goals
  • Assign content types to campaigns

Step 6: Content Generation

Generate and manage content:

  • AI generates content based on your settings
  • Review and edit generated content
  • Schedule publishing

Sequences

Viewing Metrics:

  1. Navigate to Sequences
  2. Click on a sequence name
  3. View the Metrics tab
  4. See aggregate stats and per-step breakdown

ROI Calculation:
The system tracks:

  • Cost per lead (based on sequence costs)
  • Conversion rates at each stage
  • Reply-to-meeting conversion
  • Total pipeline generated

Creating Templates and Test Emails

Creating Email Templates:

  1. Go to Sequences → Create Sequence
  2. Click “Add Step” → Select “Email”
  3. Write your email:
  • Subject: Use personalization tokens like {firstName}
  • Body: Write compelling copy with merge fields

Sending Test Emails:

  1. In the sequence editor, click “Send Test”
  2. Enter your email address
  3. Select a sample contact for personalization preview
  4. Click “Send Test Email”
  5. Check your inbox to review

Template Best Practices:

  • Keep subject lines under 50 characters
  • Personalize the first line
  • Include a clear call-to-action

Connecting Sequences to Smart Lists

Sequences pull contacts from Smart Lists to automate outreach.

Connecting a List:

  1. Open your sequence
  2. Go to the “Members” tab
  3. Click “Add from List”
  4. Select your Smart List
  5. Choose which contacts to add:

Auto-Sync Options:

  • One-time import: Add current list members
  • Continuous sync: Automatically add new list members using a smart list table action “Add to Sequence”
  • Filtered sync: Only add members matching criteria

Smart Lists

Smart Lists Overview

Smart Lists are dynamic databases that power your companies data. They store contact data, enable enrichment, and connect to sequences for automated outreach.

Navigating to Smart Lists:

  1. Click “Lists” in the left sidebar
  2. View all your lists in a table format

List Table Columns:

  • Name: List identifier
  • Type: Companies, Leads, or Custom
  • Sharing: Private or shared with team
  • Count: Number of rows in the list
  • Created: When the list was created
  • Auto-Run: Whether actions run automatically
  • Actions: Edit, delete, share options

Creating a New List:

  1. Click “Create List” button
  2. Enter a list name
  3. Select list type:
  • Companies: For account-based data
  • Leads: For individual contacts
  • Custom: Flexible schema for any data

List Examples

Researcher Lists

Use AI to research companies and enrich data:

  1. Create a list with columns: Company Name, Website, Industry, Employee Count, Key Findings
  2. Add company names or websites
  3. Add an AI Research Agent action to research each company
  4. Prompt example: “Research {Company Name} at {Website}. Find their main products, recent news, and potential pain points. Write all findings to column `Key Findings`”
  5. Run the action to populate research findings

Agent Conversation Lists

Track and analyze chatbot conversations:

  1. Create a list with type Leads
  2. Connect to your chat agent’s conversation logs
  3. Use AI actions to analyze sentiment and categorize conversations
  4. Filter for conversations needing human follow-up

Lead Enrichment Lists

Enrich lead data with contact information:

  1. Create a list with type Leads
  2. Import leads with basic information
  3. Add enrichment actions:
  • Apollo: Find email addresses
  • Findymail: Verify email deliverability
  • AI Research Agents: Gather data using an AI research agent to pull online sources
  • Browser Task: Gather data from logged-in browser sessions

Agents

Setting Up a Chat Agent

Chat agents provide 24/7 automated responses on your website, via SMS, voice, or email.

Creating a Chat Agent:

  1. Navigate to Agents in the left sidebar
  2. Click “Create Agent”
  3. Enter agent details:
  • Name: Internal identifier
  • Description: What this agent does

Configure System Prompt

Choose a template or create custom:

Support Agent Template:
Pre-configured for customer support with:

  • Helpful, friendly tone
  • FAQ handling
  • Knowledge base integration

Sales Assistant Template:
Pre-configured for lead qualification with:

  • Discovery questions
  • Product information
  • Meeting scheduling
  • Lead capture

Custom:
Write your own system prompt defining:

  • Agent personality and tone
  • Specific instructions
  • Response guidelines
  • Boundaries and limitations

Connect Knowledge Base

  1. In agent settings, find “Knowledge Base”
  2. Select documents/folders to include
  3. Agent will use this information to answer questions

Advanced Settings

  • CRM Sync: Automatically create/update contacts
  • Lead Fields: Capture specific information
  • Handoff Rules: When to transfer to human
  • MCP Servers: Connect external tools
  • Toolsets: Enable specific capabilities

Setting Up a Voice Agent

Voice agents can make and receive phone calls for sales, support, or scheduling.

Creating a Voice Agent:

  1. Navigate to Agents
  2. Click “Create Agent”
  3. Configure basic settings (name, description)
  4. Select “Voice” as the channel type