Knowledge Base — Your Documents, AI Search and Staff Training

The "Knowledge Base" section is a private store for your business materials: price lists, return and booking rules, procedures, instructions, contracts, website pages. AI turns them into verified answers, and your assistants answer from those — customers about prices and rules, staff about procedures. It works the same for a café or restaurant, a shop, a salon, a hotel, a clinic, a school or any other business. Open Admin Panel → Knowledge Base (admin.cenaly.com/knowledge-base).

Three words the section uses:

Materials — what you added: files, website pages, folders from your computer (the "Sources" and "Library" tabs).
Prepared answers — what AI built from your materials and checked against them: only what is confirmed, with citations. Technically a set of such answers is called a collection; you can have several — for example, one for customers and one for staff.
Connected assistants — who answers from the prepared answers: the AI secretary, website chat, call coach, staff training, the "Questions" tab.

For example, what people will ask: a shop — "Can I return an item without a receipt?" (you need a return policy), a salon — "Can I move my appointment?", a hotel — "Can I have a late check-out, and how much is it?", a clinic — "What documents should I bring to my appointment?", a school — "Can I make up a missed lesson?", a café — "Does this dish contain nuts?". Staff ask their own: "How do I process an exchange?", "What do I do if a guest loses their key card?". In an empty section such examples are matched to your location's business type. They are hints, not a promise: the base answers only if such rules are in your materials.

Uploading documents#

Documents are added by drag-and-drop or an upload button. Supported formats: PDF, DOCX, spreadsheets (XLSX/XLS/CSV), text/markdown (TXT/MD), and photos (JPG/PNG/WEBP — text in a photo is recognized automatically). The limit is roughly 25 MB per file.

After upload, a document is processed in the background (a live staged progress indicator is shown); text and images are extracted, the text is split into meaningful chunks and indexed for search. A document's card shows its status — Processing, Ready, or Error.

Some documents you need aren't files — they're pages on internal supplier or service portals you first have to sign into. For that there's the Cenaly "Digital worker" browser extension, in its "Knowledge base & reviews" mode (an install link is right in the Knowledge Base section; if you already use it for the Digital worker, you don't need a second one): it opens and "scans" such pages under your own browser session and adds them to the knowledge base as regular documents — the same search and AI Q&A work on them afterward. Before first use, the extension asks for your consent — responsibility for accessing third-party systems rests with you as the one initiating access; the platform is just the tool.

AI search and Q&A#

The "Search" tab is a hybrid search over your own documents (combining exact word matches with semantic search), with highlighted matching fragments and matched terms.

The "Ask" tab is a chat: ask a question in plain language, and the AI answers strictly based on the content of your uploaded documents, with numbered citations to specific sources ([1], [2]…, clicking one opens the document). If the answer isn't in the knowledge base, the AI says so honestly instead of making something up. Repeated identical questions are answered instantly from a cache.

Glossary#

A separate "Glossary" tab is a table of terms and entities (people, organizations, amounts, dates, products) the AI has automatically extracted from all your documents, with a definition and links to the documents where each term appears.

Building learning materials#

The "Build" button on the "Learning" tab compiles from your knowledge base:

core concepts — tagged by importance (core / supporting / peripheral), with verbatim quotes pulled from your documents;
5–12 topics, each with a summary;
quizzes — multiple-choice questions with an explanation and a link to the source document for each question.

Materials become "stale" automatically once the set of documents changes (something was added or removed) — the section will suggest rebuilding them.

Staff training sessions#

An employee logs into the admin panel with their own login and sees only a "My Training" section — no access to the owner's other sections. A training session is built adaptively:

first, a review of concepts and questions that are due (following a forgetting-curve schedule — the same spaced-repetition principle used in flashcard apps like Anki);
then, a small batch of new concepts, prioritizing ones that build on what's already been learned.

The section shows a "time to review N" badge whenever overdue reviews have piled up.

Owner statistics#

The owner has access to an "Employees" tab with detailed statistics per person: mastery by topic, answer accuracy over the last 7 and 30 days, the number of overdue reviews, a day streak, and the concepts they find hardest.

Access for the guest chat bot#

If you have guest chat enabled with an AI bot, you can allow that bot to search your knowledge base for answers — across all documents, or only the ones explicitly flagged with the "Available to chat bot" toggle on a document's card. By default, internal documents stay off-limits to the bot until you open them up yourself.

Chat with Guests — the AI bot's access to your knowledge base
Documents — contract/order templates with AI-assisted filling
Staff & Shifts — the employee list used to assign training

FAQ#

Can the AI answer with something that isn't in my documents?#

No, answers are built strictly from the content of your uploaded knowledge base, with citations to sources. If the information isn't there, the AI will say so directly.

Who can see my knowledge base?#

Only you — and, with your explicit permission, your guest chat's AI bot (limited to documents you've marked as available to it). Knowledge bases never overlap between different accounts.

Do I have to build learning materials before I can use search?#

No, search and Q&A over your documents work as soon as they're uploaded — building learning materials is only needed for the "Learning" section.

Does an employee need a separate account?#

Yes, to go through training on their own an employee logs in with their own account — the same one used to access their other work sections.