Documents

Documents are the files you upload to build your chatbot’s knowledge base. When someone asks your chatbot a question, it searches through these documents to find relevant information.

How to Get There

From the School Dashboard, click Documents in the left sidebar under Knowledge.

Document list with uploaded documents, search bar, and status indicators The Documents page showing uploaded documents with search and status indicators

Supported formats

You can upload files in the following formats:

Format Description
PDF Policy documents, prospectus, handbooks
DOCX Word documents
TXT Plain text files
MD Markdown files
CSV Spreadsheets and data tables

PDF and DOCX are the most common formats. If you have documents in other formats, convert them to one of the supported types before uploading.

Uploading documents

  1. Go to Documents from the sidebar.
  2. Click Upload Document.
  3. Select one or more files from your computer.
  4. Wait for the files to finish processing.

Each document goes through a processing pipeline after upload:

  • Pending — Queued for processing
  • Processing — Being read and indexed
  • Completed — Ready for the chatbot to use
  • Failed — Something went wrong (try re-uploading)

Document levels

Documents can be assigned to different levels:

  • Organisation — Available to all chatbots in your school. Use this for school-wide policies and handbooks.
  • Chatbot — Only available to a specific chatbot. Use this for chatbot-specific content.

Organisation-level documents are shared across all your chatbots automatically. You don't need to upload the same file multiple times.

What to upload

Here are some examples of useful documents to upload:

  • School prospectus
  • Behaviour policy
  • Safeguarding policy
  • Staff handbook
  • Parent handbook
  • SEND policy
  • Admissions information
  • Curriculum overviews
  • FAQs
  • Term dates

Managing documents

From the documents list you can:

  • View document details and processing status
  • Delete documents you no longer need

When you delete a document, it is removed from the chatbot’s knowledge base and the chatbot will no longer reference it.

File size

Individual files can be up to 100 MB in size. Your total storage is determined by your subscription plan.

Next Steps