GoHighLevel KB Link Auto-Refresh

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GoHighLevel Knowledge Base Link Auto-Refresh Guide

If you manage support content in ClickUp, a help center, or another documentation tool and train your AI Assistant, you need to know how GoHighLevel handles updates. This guide explains how the platform automatically refreshes trained knowledge base links so your AI Assistant always uses the latest version of your support articles.

This how-to is based on the official GoHighLevel documentation for auto-refresh of knowledge base trained links and walks you through practical behaviors, limits, and best practices.

What Is the GoHighLevel Knowledge Base Auto-Refresh?

When you add links from your public knowledge base to train the AI Assistant, GoHighLevel crawls those URLs and stores their content. The auto-refresh feature keeps this stored content synchronized with your live docs by checking for changes at scheduled intervals.

Instead of manually re-adding or retraining every time you update an article, the system automatically re-crawls your knowledge base pages, so the AI Assistant can respond with up-to-date information.

How GoHighLevel Auto-Refresh Works

The auto-refresh process follows a predictable pattern. Understanding these behaviors helps you plan updates to your support site.

Initial Crawl Behavior in GoHighLevel

When you first add a URL from your public knowledge base as a training source:

  • The link is queued for crawling.
  • GoHighLevel visits the page and extracts text content.
  • The extracted content is stored as a training document for your AI Assistant.

This initial crawl may take a short period to complete, depending on queue load and how many pages you submitted.

Scheduled Recrawls in GoHighLevel

After the initial crawl, the system sets up scheduled recrawls of that same URL. During each recrawl, GoHighLevel compares the current page content with the previously stored version.

Key behaviors:

  • If the content has changed, the training document is updated.
  • If the content is largely the same, the system keeps the existing version.
  • Only text that is accessible to the crawler is considered.

This ensures the AI Assistant references the latest knowledge while still operating efficiently.

Requirements for GoHighLevel Knowledge Base Links

Not every URL can be refreshed successfully. Your public knowledge base must meet several technical requirements for GoHighLevel to read and auto-refresh its content.

Public Access Requirements

For a knowledge base article to be used as training and refreshed automatically:

  • The URL must be publicly accessible without login or paywall.
  • There must be no IP whitelisting or VPN-only access required.
  • The page should load over standard HTTPS without custom security challenges.

If the system encounters login walls or blocked access, it will not be able to refresh the content successfully.

Content Structure and Formatting

To help the crawler interpret your articles correctly:

  • Use clean HTML instead of heavy script-rendered content.
  • Ensure the main article text is visible in the source code.
  • Avoid hiding critical information behind interactive widgets that only load after user actions.

Following these structure guidelines improves how GoHighLevel reads and updates your knowledge base content.

How Often Does GoHighLevel Refresh Knowledge Links?

Auto-refresh does not happen instantly every time you edit an article. Instead, GoHighLevel follows a scheduled refresh strategy that balances accuracy and performance.

Typical Refresh Cadence in GoHighLevel

According to the official documentation, the system periodically re-crawls trained knowledge base links. The exact timing can depend on platform-wide factors, but the core idea is:

  • Newly added links are crawled soon after submission.
  • Existing links are revisited on a recurring schedule.
  • Heavily edited or frequently accessed pages may be refreshed more often, subject to internal limits.

The goal is to keep your AI Assistant aligned with your latest help documentation without overloading your knowledge base site.

When to Expect Updated Answers

After you publish or edit a help article, there can be a delay before the AI Assistant starts using the new content. In practice:

  • Minor wording edits may take some time to appear in AI responses.
  • Major changes, such as new sections or updated screenshots, will be picked up on the next successful recrawl.
  • You do not need to remove and re-add the URL for routine updates.

If a critical update must be reflected immediately, consider creating a temporary custom FAQ inside GoHighLevel while waiting for the auto-refresh cycle.

Best Practices for GoHighLevel Knowledge Base Training

To get the most reliable results from the auto-refresh feature, use the following recommendations when structuring and updating your knowledge base.

Use Stable, Canonical URLs in GoHighLevel

Whenever possible, train the AI Assistant with URLs that are:

  • Canonical (preferred) versions of your articles.
  • Stable and unlikely to change frequently.
  • Free from unnecessary URL parameters or session IDs.

If you change an article slug or move it to a different path, add the new URL in GoHighLevel and keep 301 redirects in place on your documentation site.

Update Content Instead of Creating Duplicates

Instead of creating multiple similar articles with different URLs:

  • Keep a single, authoritative article per topic.
  • Update that same article as your product evolves.
  • Allow auto-refresh to keep the AI Assistant in sync.

This avoids confusion and reduces the number of links the system must crawl.

Monitor Help Articles After Major Product Changes

After a significant release or workflow change:

  1. Review your existing help center articles.
  2. Update each impacted article with accurate, current instructions.
  3. Confirm the pages remain publicly accessible.
  4. Allow GoHighLevel time to auto-refresh the linked content.

During this period, spot-check a few AI Assistant answers to validate that they reflect your new documentation.

Troubleshooting GoHighLevel Auto-Refresh Issues

If you suspect that your AI Assistant is using outdated content, use this checklist before contacting support.

Confirm the Live Article Content

First, open the knowledge base URL in an incognito or private browser window:

  • Verify that the article shows your latest edits.
  • Confirm there is no login requirement or access restriction.
  • Check that the page loads quickly and without errors.

If the live page is outdated, fix that first; auto-refresh can only mirror what is already published.

Check URL Accuracy in GoHighLevel

Next, confirm you trained the AI Assistant with the correct link:

  • Look for typos or outdated slugs.
  • Replace any staging or test URLs with production URLs.
  • Remove duplicate links that point to older versions of the same article.

Using clean, accurate URLs helps the auto-refresh feature perform consistently.

Reference the Official GoHighLevel Documentation

For the most precise technical details, always refer to the official article on auto-refresh of knowledge base trained links at GoHighLevel Support. Platform behavior can evolve over time, and the official page will reflect the latest rules and limitations.

Using GoHighLevel with Broader Documentation and AI Strategies

Auto-refresh of trained links is just one piece of a complete documentation and AI strategy.

  • Keep your public knowledge base well-structured and regularly maintained.
  • Use clear titles, headings, and step-based instructions in every article.
  • Combine knowledge base training with internal FAQs and custom prompts inside GoHighLevel for maximum control.

For advanced support workflows, consulting with specialists in funnels, CRM, and AI automation can be valuable. You can explore additional guidance and services at Consultevo, which provides strategy and implementation help for digital platforms.

Recap: Keeping Your AI Assistant Current in GoHighLevel

By connecting your public knowledge base and relying on the built-in auto-refresh of trained links, you ensure that your AI Assistant can answer customer questions using the latest version of your articles.

To make this work effectively:

  • Use public, stable, and canonical URLs.
  • Maintain clean, accessible content structure.
  • Update existing articles rather than duplicating topics.
  • Allow time for the scheduled auto-refresh to process changes.

With these practices in place, GoHighLevel can continuously align your AI Assistant responses with your evolving documentation, reducing manual retraining effort while improving accuracy for your users.

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