Teach the AI about your business

Use the Knowledge Base to give your chat assistant and article writer the facts about your business: pages, documents, text and images.

The Knowledge Base is everything the AI knows about your business. Your chat assistant searches it before it answers a visitor, and the AI article writer uses it to get your products, prices and claims right. The more accurate it is, the better both of them get.

What's already in it

Click Knowledge Base at the bottom of the menu.

The Knowledge Sources tab: characters used, the All, Manual and Auto filter, and a list of items with Title, URL, Source, Page Type and AI Description

You don't start from an empty page. When ProjectHQ crawls your website for the site audit, it adds the pages that describe your business — product and landing pages, documentation and support pages, your about and contact pages. Blog posts and legal pages are left out. These items are marked Auto and stay in sync: when a page changes, the next crawl updates it, and pages that disappear from your site are removed.

Everything you add yourself is marked Manual. Use the All, Manual and Auto filter to switch between them.

Each item shows:

  • Source — Auto, URL, PDF or Text.
  • Page Type and AI Description — what kind of page it is and a short summary, written by the AI.
  • Characters — how much text it holds. The total is shown at the top as "characters used".
  • Status — a spinner while the item is being processed, a tick when it's ready to use.

Add what the website doesn't say

Your website rarely holds everything: how to answer pricing questions, return policies, onboarding steps, answers to questions customers ask by email. Add them here so the assistant can use them.

  1. On the Knowledge Sources tab, click Add Item.
  2. Give it a Title, like "Refund policy" or "Shipping times".
  3. Pick a Source Type:
    • Text — paste or type the content.
    • URL — enter a web address and click Fetch. ProjectHQ pulls the text from the page.
    • PDF — click to upload a PDF (up to 10 MB). ProjectHQ extracts its text.
  4. Check the content. You can edit fetched or extracted text before saving.
  5. Click Add Item.
The Add Knowledge Base Item window with Title, Source Type Text, URL and PDF, and the Content field with its character count

Tip: Long documents? Click Summarize with AI under Reduce character usage to shorten the text before saving.

To change one of your own items, click it in the list, edit it and save. Items marked Auto open read-only — change the page on your website instead and the next crawl picks it up.

Remove something the AI shouldn't use

Click the bin icon on an item's row.

  • For your own items, confirm with Delete.
  • For Auto items, choose Remove only to drop it now (it can come back with the next crawl), or Remove & Exclude to also keep the page out of future crawls.

Excluded pages are listed under Excluded URLs below the table. Click the × next to a page to let it back in.

Images

The Images tab is a library of your own screenshots, product photos and brand images. The AI article writer picks from it whenever a section needs a real picture of your product, which it never invents. Drop images onto the tab (PNG, JPG, WebP or GIF); each one gets a description automatically, which you can edit so the writer knows when to use it. More in Images in your articles.

Teach the AI about your business — ProjectHQ Docs