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Documentation Index

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

Use this file to discover all available pages before exploring further.

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What are knowledge bases?

Knowledge bases let you upload documents that Gaia Copilot can reference during conversations. This is powered by RAG (retrieval-augmented generation). When a user asks a question, the Copilot searches your uploaded documents for relevant information and uses it to generate accurate answers.
Think of a knowledge base as a reference library for the Copilot. Instead of making up answers, it can look up the right information from your documents.

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How it works

1

Configure your Copilot

Set up a Copilot with a name, instructions, and data access.
2

Open the detail panel

In the Gainable interface, open the Copilot’s detail panel.
3

Click the folder icon

The folder icon opens the knowledge base manager for that Copilot.
4

Upload documents

Drag and drop or select files to upload. The Copilot can now reference them.

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What to upload

Playbooks and guides

Sales playbooks, process guides, standard operating procedures

Product documentation

Product catalogs, feature descriptions, specifications, pricing sheets

Policies and compliance

Company policies, compliance documents, terms of service, HR guidelines

Training materials

Onboarding docs, training manuals, FAQs, troubleshooting guides

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Use cases

Upload your product catalog and pricing sheet. The Copilot can answer questions like “What’s the price for the Enterprise plan?” or “Compare the Pro and Business tiers” using your product data.
Upload troubleshooting documentation and FAQs. The Copilot can walk users through solutions. “My printer won’t connect” triggers a lookup of your troubleshooting steps for printer connectivity.
Upload the employee handbook, PTO policies, and benefits guide. Employees can ask “How many vacation days do I get?” and get accurate answers from your policy documents.
Upload onboarding guides and training docs. New hires can ask “What’s the process for setting up my development environment?” and get step-by-step instructions from your materials.

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Managing knowledge bases

Knowledge bases are managed through the UI using the folder icon on the Copilot detail panel, not through chat prompts. You can add, remove, and replace documents at any time through this interface.
To update a knowledge base:
  1. Open the Copilot detail panel
  2. Click the folder icon
  3. Add new documents or remove existing ones
  4. Changes take effect immediately

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Combining knowledge with data access

Knowledge bases and data access work together to give the Copilot maximum capability:
SourceBest forExample
Data access (MCP)Live app data that changes frequently”How many open deals do I have?”
KnowledgeStatic reference material and documentation”What’s our refund policy?”
BothQuestions that need data context plus reference material”This customer wants a refund. What’s the policy and what’s their order history?”
Create a support Copilot that can:
- Look up customer orders (data access)
- Reference our return policy and FAQ (knowledge base)
- Search the web for product compatibility info (web search)

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Best practices

Upload specific, relevant documents rather than entire document libraries. A focused knowledge base produces more accurate answers.
Documents with headings, sections, and organized content work better for retrieval. Well-structured documents help the Copilot find the right information faster.
If your policies or product information changes, replace the old documents with updated versions. The Copilot always uses the latest uploaded content.
After uploading documents, ask the Copilot questions your users would ask. Verify it finds and uses the right information.

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Learn more

Configuring a Copilot

Set up your Copilot’s configuration

Data access

Connect to live app data via MCP

Embedding

Place the Copilot chat in your app

Overview

Back to Gaia Copilot overview