What your coach knows

The knowledge base is what the coach knows about your business as opposed to about selling. Products, buyers, competitors, pricing structure, qualification standards, your methodology documents.

It is the difference between a coach that gives good generic advice and one that gives advice about your deal.

#Scope

Every document is uploaded with a scope, and the scope decides who it reaches.

CompanyEveryone on the account. Products, methodology, qualification bar, competitor positioning.

TeamOne team. Territory context, a segment-specific playbook, a product line only that team sells.

TagA labelled set of users who are not a team. Useful for a pilot group or a role that cuts across teams.

#Accepted file types

Kind	Extensions	Practical limit
Documents	.txt .pdf .vtt .csv .md .pptx .docx	Around 100MB
Media	.mp3 .mpga .m4a .wav .mp4 .mpeg .webm	Around 2GB

Spreadsheets are not an accepted type. If your source is a pricing grid, a competitor comparison or a value matrix in a spreadsheet, export each sheet to Markdown or CSV first.

#Uploading

Select the file, choose the scope, and confirm the upload. Processing then runs asynchronously: the document is indexed in the background and the list shows a status when it is ready.

#Formats that fail quietly

Three cases index as empty or near-empty, with no error to tell you.

Scanned PDFsAn image-only PDF has no text layer, so there is nothing to index. It uploads fine and contributes nothing. If your source is a scan, get a text version or transcribe it.

Image-heavy decksA slide deck whose content lives in graphics indexes slowly or stalls. Extract the text to Markdown and upload that instead. Clean text indexes far more reliably and near-instantly.

Layout-heavy documentsAnything where meaning depends on visual arrangement rather than words loses that meaning on the way in. Rewrite it as prose or a table.

Rule of thumb: markdown and plain text beat everything. If a document matters, spend the ten minutes converting it. The retrieval quality difference is larger than any prompt change you could make instead.

#Testing that it landed

Do not test by asking the coach whether it has read a document; it will give you an accommodating answer. Test by asking a question only answerable from that document, and check the specifics.

Good: "What is our list price for the mid tier and what is the standard discount authority?" Bad: "Do you know about our pricing?"

#Replacing a document

Re-uploading does not replace an existing document. It adds a second one, and both are then retrievable.

For a straightforward superseding version this is usually harmless, because a consistent newer document simply adds detail. It is actively dangerous when the new version contradicts the old one, for example a price change: the coach can then retrieve either, and you will get inconsistent answers that are very hard to diagnose.

Delete the superseded document rather than layering over it whenever the content contradicts.

#What to load first

In this order, because the return drops steeply after the first three.

1. Products. What you sell, how it is packaged, what it costs, what it does not do.
2. Buyers. The titles you sell to, what each cares about, the objections they actually raise.
3. Qualification standard. What your organisation requires before a deal is called qualified.
4. Competitors, and how you position against each.
5. Methodology material, if your coach's methodology is customised to your organisation.