Internal Knowledge Base Bot

Build an internal knowledge base chatbot that helps your team find information quickly, answer questions about company policies, and access documentation.

Overview

An internal knowledge base bot helps teams:

• Find answers to common questions instantly
• Access company policies and procedures
• Search internal documentation
• Onboard new team members
• Share institutional knowledge

Best for: Teams, companies, organizations with internal documentation

Step 1: Create Your Bot

1. Go to Bots → Create New Bot

2. Fill in the details:

   Name: Internal Knowledge Base or Team Assistant

   Description: Helps team members find information and answers questions about our company

   Slug: internal-kb or team-assistant

   System Prompt:

   You are an internal knowledge base assistant for our team. Your goal is to help 
   team members find information quickly and accurately.
   
   Guidelines:
   - Answer questions based on the provided documentation
   - Be professional but friendly
   - If information isn't in the documentation, say so clearly
   - Reference specific documents or sections when possible
   - For sensitive information, remind users to check with HR or management
   - Use clear, concise language
   - Break down complex topics into digestible parts
   

   Status: Active (or Private if you want team-only access)

3. Click Save Changes

Step 2: Add Internal Documents

Create documents covering your internal knowledge base:

Document 1: Company Policies

Title: Company Policies and Procedures

Content:

# Company Policies and Procedures

## Time Off Policy

**Vacation Days:**
- Full-time employees: 20 days per year
- Accrues at 1.67 days per month
- Request through HR portal at least 2 weeks in advance

**Sick Leave:**
- 10 days per year
- No doctor's note required for 3 days or less
- Contact HR for extended leave

**Holidays:**
- Company observes 10 federal holidays
- See company calendar for specific dates

## Remote Work Policy

- Hybrid schedule: 3 days in office, 2 days remote
- Remote days must be approved by manager
- Core hours: 10 AM - 3 PM (must be available)
- Equipment provided for remote work

## Code of Conduct

- Treat all colleagues with respect
- Maintain confidentiality of company information
- Report concerns to HR or management
- Zero tolerance for harassment or discrimination

Tags: policies, hr, procedures, time-off

Link to Bot: Select your internal KB bot

Document 2: Onboarding Guide

Title: New Employee Onboarding Guide

Content:

# New Employee Onboarding Guide

## First Week Checklist

1. Complete HR paperwork
2. Set up accounts (email, Slack, tools)
3. Meet with manager for role expectations
4. Review company handbook
5. Attend orientation session

## Tools and Access

**Required Tools:**
- Email: Outlook
- Communication: Slack
- Project Management: Asana
- Documentation: Notion
- Code Repository: GitHub

**Access Requests:**
- Submit through IT portal
- Allow 24-48 hours for processing
- Contact IT support for urgent requests

## Getting Help

- **HR Questions:** hr@company.com
- **IT Support:** it@company.com or #it-support Slack channel
- **Manager:** Your direct manager
- **Buddy Program:** Assigned buddy for first 30 days

Tags: onboarding, new-employee, checklist, tools

Document 3: Technical Documentation

Title: Technical Setup and Development Guide

Content:

# Technical Setup and Development Guide

## Development Environment

**Required Software:**
- Node.js 18+ or Python 3.10+
- Git
- Docker (for local development)
- VS Code or your preferred IDE

**Setup Steps:**
1. Clone repository: `git clone https://github.com/company/repo`
2. Install dependencies: `npm install` or `pip install -r requirements.txt`
3. Copy `.env.example` to `.env` and configure
4. Run migrations: `npm run migrate`
5. Start dev server: `npm run dev`

## Code Standards

- Follow ESLint/Prettier configuration
- Write tests for new features
- Submit PRs for review before merging
- Use conventional commit messages

## Deployment Process

1. Create feature branch
2. Develop and test locally
3. Submit PR with description
4. Get code review approval
5. Merge to main (auto-deploys to staging)
6. Test on staging
7. Deploy to production via CI/CD

Tags: technical, development, setup, deployment

Document 4: Benefits and Perks

Title: Employee Benefits and Perks

Content:

# Employee Benefits and Perks

## Health Insurance

- Medical, dental, and vision coverage
- Company covers 80% of premiums
- Coverage starts first day of employment
- Dependents eligible for coverage

## Retirement

- 401(k) with 4% company match
- Vested immediately
- Managed through Fidelity

## Professional Development

- $2,000 annual learning budget
- Conference attendance support
- Book reimbursement program
- Internal training sessions

## Perks

- Free lunch on Fridays
- Snacks and beverages in kitchen
- Gym membership reimbursement ($50/month)
- Flexible work hours
- Parental leave: 12 weeks paid

Tags: benefits, perks, hr, insurance

Step 3: Configure Bot Settings

Make Bot Private (Recommended)

1. Go to your bot's Settings
2. Set Visibility to Private
3. This ensures only your team can access it

Customize System Prompt

Adjust the system prompt based on your company culture:

You are a helpful internal assistant for [Company Name]. Help team members 
find information about policies, procedures, tools, and benefits.

Be friendly and approachable. If you don't know something, direct them to 
the right person or resource.

Step 4: Test Your Bot

Test with common questions:

• "How do I request time off?"
• "What are our company holidays?"
• "How do I set up my development environment?"
• "What benefits are available?"
• "What's the remote work policy?"

Step 5: Share with Your Team

Option 1: Direct Link

Share the bot's public chat page URL (if public) or dashboard link (if private).

Option 2: Embed in Internal Tools

Embed the bot in your:

• Company intranet
• Internal wiki (Notion, Confluence)
• Slack workspace (via webhook)
• Internal dashboard

Option 3: API Integration

Use the API to integrate into existing tools:

// Example: Add to internal dashboard
const response = await fetch('https://chatiq.io/api/chat', {
  method: 'POST',
  headers: {
    'Authorization': 'Bearer YOUR_API_KEY',
    'Content-Type': 'application/json',
  },
  body: JSON.stringify({
    message: userQuestion,
    bot_slug: 'internal-kb',
  }),
});

Best Practices

Keep Content Updated

• Review and update documents monthly
• Add new policies as they're created
• Remove outdated information
• Archive old documents

Organize with Tags

Use consistent tags:

• policies - Company policies
• hr - HR-related content
• technical - Technical documentation
• onboarding - New employee info
• benefits - Benefits and perks

Monitor Usage

• Check analytics to see common questions
• Add documents for frequently asked questions
• Update system prompt based on feedback

Security Considerations

• Keep sensitive information out of the bot
• Use private bot visibility for internal use
• Review documents before adding
• Consider access controls for sensitive content

Example Use Cases

HR Questions

• "What's our parental leave policy?"
• "How do I update my benefits?"
• "Who do I contact for payroll questions?"

Technical Questions

• "How do I deploy to production?"
• "What's our code review process?"
• "Where do I find the API documentation?"

Onboarding

• "What should I do in my first week?"
• "What tools do I need to set up?"
• "Who's my onboarding buddy?"

Next Steps

• Add more documents as needed
• Train your team on using the bot
• Gather feedback and iterate
• Consider adding to your company intranet
• Set up regular content reviews

See Also

• Documentation Bot Example - Technical documentation focus
• Support Bot Example - Customer support focus
• API Integration - Integrate into your tools