KB Sync Is Live: Your Agent Now Updates Itself When Your Website Changes

KB sync is live. Your agent now knows when your website changes — and updates itself accordingly.

This one has been on our roadmap since the beginning. Once you can provision an agent from a URL, the next obvious question is: what happens when that URL changes? Until today, the answer was "nothing." You had to notice the drift and fix it manually. That's over.

The Problem with Static Knowledge Bases

When your agent was provisioned, Workforce Wave built a knowledge base from a snapshot of your website. That snapshot was accurate on day one.

Then things changed. You added a new service. You updated your hours for the holidays. You changed your cancellation policy. You renamed a treatment package. You launched a new location.

Your website reflected all of that. Your agent didn't. And here's the part that makes this expensive: knowledge staleness is silent. Your agent confidently answers with outdated information, callers get frustrated, and you have no idea it's happening unless someone specifically tells you.

We've seen agents telling callers they're open on Sundays two months after Sunday hours ended. Agents quoting prices that hadn't been valid for a quarter. Agents describing services that had been rebranded. In every case, the agent was certain — because it was working from the only knowledge it had.

How KB Sync Works

Every Sunday at 3am, for every agent with a business_url, we run a sync job:

1. Workforce Wave re-crawls the business URL, pulling the same pages it indexed during provisioning
2. We compare the new content to the agent's current knowledge base, document by document
3. Documents with significant changes get regenerated
4. Updated documents are pushed to ElevenLabs, Vapi, or Retell — whichever platform your agent runs on
5. Changes that Workforce Wave flags as significant go to your review queue before applying

The crawl is lightweight — we're not scraping your site aggressively, just pulling the pages we already know matter. For most sites, the entire sync completes in under two minutes.

Nothing to Configure

If your agent has a business_url, sync is already running. We turned it on for all existing Workforce Wave-provisioned agents when we shipped this. No settings to find, no toggle to flip.

You can view sync history under Agents → [Your Agent] → KB Health. You'll see a log of every sync run, what changed, and whether each update was auto-applied or sent for review.

If you want to turn sync off for a specific agent — say, you're managing the KB manually and don't want automatic updates — there's a toggle in agent settings. But the default is on.

What Goes to the Review Queue

Workforce Wave applies minor updates automatically: small edits, hours changes, price adjustments, new staff names. It flags larger changes for human review before applying them.

Specifically, a change goes to the review queue when:

• A core service or procedure disappears from the site (might be a navigation change, not a real removal)
• The business's core identity changes (name, address, specialty)
• New compliance-relevant content appears (new HIPAA disclosures, new intake requirements)
• Workforce Wave's confidence in the new content is below threshold

When a change lands in the review queue, you see the before/after diff and approve or reject with one click.

For API Users

Subscribe to kb.synced in your webhook configuration to receive a push event every time a sync completes. The event payload includes the agent ID, which documents changed, and a summary of whether any items were sent to the review queue.

{
  "event": "kb.synced",
  "agent_id": "agt_abc123",
  "synced_at": "2026-02-08T03:17:42Z",
  "documents_updated": 2,
  "review_queue_items_created": 0
}

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Your agents should know what your business knows. KB sync makes that automatic instead of manual. It's live now for every Workforce Wave-provisioned agent on the platform.