How to Fill Your Knowledge Base With Coach

Summary

Overview: Pippin answers price, inclusion and policy questions only from your knowledge base. Coach can tell you what your knowledge base covers, suggest what to add, and add pasted text or a public web page for the Admin to approve.

Prerequisites:

• Access to Pippify Coach.
• To add a document, you must be the Admin.
• For a web page, a public link that starts with http:// or https://.

How Coach Decides

1. Coach reads a summary of your most recent documents: their names, and how many of them are ready, still being read, or failed.
2. To answer what a document says, Coach searches your knowledge base and names the document it used. If nothing matches, it says "I couldn't find this in your knowledge base."
3. When you ask Coach to add something, it prepares a Proposed change card that adds either:
   • pasted text, with a name you choose, or
   • a public web page, by its link.
4. After the Admin clicks Apply, Pippify starts reading the document. Pippin can use it only once it is ready.

Limits

• Only the Admin can add documents through Coach.
• Coach cannot upload files such as PDFs. Upload files in Settings › AI Studio.
• Coach cannot edit or delete existing documents. Use Settings › AI Studio.
• Pasted text can be up to 100,000 characters. A document name can be up to 200 characters.
• Only http:// and https:// links can be added.

Step-by-Step Instructions

Step 1: See what your knowledge base covers

1. Open Pippify Coach.
2. Click the Fill my knowledge base card. Coach sends "What does my knowledge base cover, and what should I add to it?"
3. If your knowledge base is empty, you can also click the Your knowledge base is empty check on the welcome screen.

Step 2: Ask Coach to add content

1. To add text, paste it and give it a name, for example: "Add this as 'Cancellation policy': Full refund up to 7 days before the trip…"
2. To add a web page, give the link, for example: "Add our tours page https://www.example.com/tours".
3. Coach shows a Proposed change card with the details.

Step 3: Apply the change

1. If you are the Admin, check the card and click Apply. The card shows Applied.
2. If you are not the Admin, ask your Admin to add it.

Step 4: Check the document is ready

1. Go to Settings › AI Studio and open your knowledge documents.
2. Wait for the new document to finish processing.
3. Ask Coach a question about it, for example "What does my cancellation policy say?", to confirm it can be found.

Verify It Worked

Success criteria:

• The new document appears in your knowledge documents in Settings › AI Studio and finishes processing.
• Coach can find and quote it when you ask about it.
• The welcome screen check Your knowledge base is empty is replaced by a count of indexed documents.

Troubleshooting

Common errors

• "I couldn't find this in your knowledge base.": nothing in your documents matches the question, or the document is still being processed. Fix: wait for processing to finish, or add the missing information.
• Coach says only the Admin can make the change: you are not the Admin. Fix: ask your Admin to add the document.
• "That change couldn't be applied. Try asking Coach again.": the document could not be added (for example, the page could not be reached). Fix: check the link is public, or paste the text instead.

Limitations & considerations

• Coach's knowledge-base summary lists your most recent documents, not every document. Use Settings › AI Studio for the full list.
• An empty knowledge base is the most common reason Pippin's replies feel vague. Add your price list, inclusions and policies first.

Next Steps & Related Resources

• Next steps:
  • How to Manage Knowledge Documents
• Related articles:
  • How to Add a File to Pippin's Knowledge
  • How to Add Your Website to Pippin's Knowledge
  • How to Paste Text or an FAQ Into Pippin's Knowledge
  • How Pippin Finds Answers in Your Knowledge

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/13/2026