Uploading documents.
Three routes. Pick any combination. The right combination depends on where your school’s content lives.
Route 1 - Direct upload
From the portal: Knowledge → Upload File tab. Drag a PDF or DOCX in (one at a time). For plain text, use the Paste Text tab instead. We’ll process it and make it searchable. You can set an expiry date (useful for trip letters, term-specific notices) and the document will auto-retire on that date.
Best for: policies, trip letters, parent notices, anything not already on your website.
Route 2 - Website scrape
From the portal: Knowledge → From Website. Tick the consent box and start the scan - you’ll see pages tick off live as they’re fetched. After the first scan, “Check for updates” shows you a plan (pages to re-scrape, pages unchanged) before anything runs.
Best for: everything already on your website (term dates, uniform, admissions, news, contact).
Route 3 - Email-in
We provision a private inbound email address for your school (something like docs-TOKEN@inbound.schoolassistant.co.uk). Forward a PDF to it and we index automatically. Perfect for office staff who don’t want to log into the portal - just forward the policy and it’s in.
Best for: ongoing day-to-day additions, especially by office staff who only use email.
Pinning a URL
If a specific page (absence form, admissions deadline, term-dates page) is the canonical source, pin it under Sources in the portal. Pinned URLs are re-scraped every 24 hours so the answer never goes stale.
Connecting ICS calendar feeds
Sources → Calendar feeds. Paste the ICS URL of your school calendar (Google Calendar export, iCal, etc.). Event answers stay fresh without needing to re-scrape the events page.
Removing or expiring a document
Knowledge → find the document in the list below the tabs → Delete (or set an expiry date for auto-removal). Re-indexing happens automatically.
When we detect personal data in a document
If we detect pupil personal data in a document (full names, dates of birth, SEN identifiers), we flag it before indexing. Review the flagged content; if it shouldn’t be in the assistant, remove it. If it should (rare), confirm to proceed.