Manage the knowledge base
Add and edit the documents that Rover and the AI use to answer questions.
The knowledge base is the set of documents your AI assistant reads when it answers questions — fee deadlines, term dates, uniform rules, admissions steps. Keep it accurate and the assistant gives good answers; leave it empty and it has nothing to go on. This guide shows you how to add and edit those documents.
Before you start
You need school admin access — the Knowledge Base item only shows for staff who manage the whole school. Decide in advance whether a document is for staff only or safe for the public, since that changes who can read it.
Step 1: Open Knowledge Base
In the left sidebar, click Knowledge Base (it sits just below Rover). You'll land on a page titled Knowledge Base with the message "Manage internal AI knowledge documents for your school team." Any documents you already have appear as cards.
Step 2: Create a new document
Click New Document (top right). The first time the list is empty, the button reads Create Document — same thing. A new document is created with the name Untitled Document and opens straight away, ready for you to type.
Step 3: Write the content
Type your information into the editor. The toolbar across the top gives you the basics:
- Bold and Italic for emphasis.
- Heading 1, Heading 2, Heading 3 to break the page into sections.
- Bullet list and Numbered list for steps and points.
- Link — click it and paste a web address when prompted.
- Undo and Redo to step back or forward.
Write it the way you'd explain it
The assistant reads this text to answer questions, so write in plain sentences. Clear headings and short lists help it find the right answer faster.
Step 4: Save
Click Save at the right end of the toolbar. It stays greyed out until you've made a change, and shows Saving... for a moment while it stores your work.
Title and content save separately
Save only stores the document's text. The name and description are changed through Edit details (next step) — so renaming a document doesn't touch what you've typed, and vice versa.
Step 5: Rename or describe it
Open the Actions menu (top right of the document) and choose Edit details. In the Edit Details panel:
- Title — the document's name. This one is required.
- Description — a short line about what it covers. Optional, but it shows on the document card and helps you find things later.
Click Save Details.
Step 6: Make it public or private
By default a document is private — only your staff-facing assistant uses it. To let the school's public WhatsApp and social assistant use it too, open the Actions menu and choose Make public.
Public means anyone can read it
Making a document public asks you to type PUBLIC to confirm. Once public, anyone who messages the school could be shown its contents — so only publish information meant for the outside world. A public document is marked with a Public badge. To pull it back, use Actions → Make private.
Step 7: Find or remove documents
Back on the main Knowledge Base page, use the Search documents box to filter by title or description. To remove a document, open its Actions menu (or the menu on its card) and choose Delete — deleting also removes it from what the assistant can read, and can't be undone.
What happens next
- Saved documents appear as cards on the Knowledge Base page, newest edits shown with who changed them and when.
- Private documents are used by Rover and your staff-facing assistant.
- Public documents are also used by the school's public WhatsApp and social assistant when answering people outside the school.
- Update a document any time — re-saving refreshes what the assistant knows.