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Documentation Index

Fetch the complete documentation index at: https://docs.gainable.dev/llms.txt

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How Copilots access your data

Gaia Copilot connects to your app’s data through an MCP Server (Model Context Protocol). This gives the Copilot flexible access to read, update, and insert data. No endpoint configuration or function definitions needed.
The MCP Server is how Copilots interact with your app’s live data. Without it, a Copilot can only chat and reference knowledge base documents. With MCP data access, it can answer questions like “Show me all deals closing this month” by querying your data directly.

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How it works

1

Build your app with data models

Create your application with the data models and features you need.
2

Configure a Copilot

Describe the assistant you want and what data it should access.
3

Automatic connection

The MCP Server automatically connects your Copilot to your app’s data. No manual configuration.
4

Optionally restrict with scopes

By default, the Copilot can access all your app’s collections. Add scopes to restrict access when needed.
Copilots can also access data synced from external sources via datasets. Add sources like HubSpot or Google Sheets to a dataset, sync the data, and the Copilot can query it alongside your app data.

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Query capabilities

A Copilot with MCP data access can run powerful queries across your data:
CapabilityExample questionWhat happens
Filter”Show deals with status won”Filters records by field value
Sort”Show deals sorted by amount, highest first”Orders results by a field
Search”Find contacts at Acme Corp”Searches text fields
Date ranges”Deals closing this month”Filters by date ranges
Numeric ranges”Deals over $10,000”Filters by numeric thresholds
Limits”Show the top 5 deals”Limits result count
Combined filters”Open deals over $10k closing this quarter”Applies multiple filters at once
Aggregate”What’s the average deal size by status?”Groups and calculates sums, averages, counts
Join across collections”Show deals with their contact details”Combines data from related collections
Insert”Add a new deal for Acme Corp”Creates new records
Update”Mark that deal as won”Modifies existing records

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Scopes

By default, a Copilot can access all collections in your app. Use scopes to restrict it to specific collections when you want to limit what it can see.

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When to use scopes

  • Customer-facing Copilots. Restrict to only the data relevant to the user’s context.
  • Role-specific Copilots. A sales Copilot only needs deals and contacts, not HR data.
  • Privacy-sensitive apps. Limit access to prevent the Copilot from exposing sensitive data.

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Prompt examples

Give the Sales Coach access to only deals and contacts.
It shouldn't see employee or payroll data.

Restrict the support Copilot's data access to orders
and tickets only.
If you don’t specify scopes, the Copilot can access all app collections. This is fine for most internal tools. Only add scopes when you need to restrict access.

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Prompt examples

Give the Sales Coach Copilot access to deals and contacts
so it can look up pipeline data and find contact information.

Add data access to the support Copilot so it can look up
orders by order number and check order status.

Let the HR Copilot query employee records and
time-off requests.
Your app must be built with data models before a Copilot can access data. The MCP Server connects to your existing collections. Build your app first, then configure the Copilot.

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Updating data access

You can update what data a Copilot can access through follow-up prompts:

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Expanding access

Give the Sales Coach access to the products data
so it can answer questions about pricing.

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Restricting access

Restrict the Sales Coach to only deals and contacts.
Remove access to everything else.

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Adding write capabilities

Let the support Copilot update order status
and add notes to customer records.

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Best practices

Begin by giving Copilots the ability to read and query data. Add write capabilities (inserting or updating records) only when needed.
Internal Copilots usually don’t need scopes, they can access everything. For customer-facing Copilots, use scopes to restrict access to only the relevant collections.
A sales Copilot needs deals and contacts. A support Copilot needs orders and tickets. Keep access relevant to what the Copilot does.
Data access handles live data queries. Knowledge bases handle static reference material. Together, the Copilot can look up a customer’s order and reference your return policy to answer a question.

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Copilot vs Agents data access

Gaia Autopilot use a different model. Instead of a single MCP Server, agents call a fixed tool registry (query_collection, update_records, send_email, draft_for_approval, and so on) with explicit risk tiers and an action log. Use the right one for the job:
  • Copilot reads and writes through MCP for synchronous, user-driven questions.
  • Agents call typed tools for asynchronous, autonomous work where every action is logged and high-risk steps go through draft-and-approve.

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Learn more

Configuring a Copilot

Set up name, instructions, and behavior

Knowledge bases

Add document references to your Copilot

Embedding

Place the Copilot chat in your app

Data models

How app data is structured

Datasets

Group external data sources and attach them to your app

Agent tools

How autonomous Agents access data and take action