Internal Knowledge Bot for Your Own Team
Internal knowledge lives everywhere — Notion, Confluence, Drive, Slack pins, people's heads. When someone new starts, it costs senior colleagues hours per week, because the same questions keep coming: "How do I request time off?", "Which tech stack runs in project X?", "Who is responsible for Y?"
A privately switched internal knowledge bot bundles this together. It ingests your existing documentation, answers from the sources with references and cleanly hands off to humans when there are gaps — whether it is 8 a.m. or 11 p.m.
TL;DR — Setup in Five Steps
- Create a bot, switch it to private in the "Access" tab.
- Import Notion / Confluence / Drive folders as sources.
- Write a system prompt with clear escalation rules.
- Invite the team via email + password, the onboarding disclaimer is one click.
- Set up a Slack channel "#ask-bot" as the central point of contact.
Recommended Knowledge Base
| File / Source | Content |
|---|---|
Onboarding_Wiki.md | First days, tool stack, logins, buddy system |
HR_Prozesse.md | Time off, sick leave, travel expenses, equipment |
Tools_und_Logins.md | Which tools we use, how I get access |
Wer_macht_was.md | Responsibilities, org chart, ownership |
Glossar.md | Internal acronyms, code names, project terms |
Compliance.md | Data, contracts, confidentiality, security |
FAQ_Daily.md | Answers someone asks for the third time |
Example System Prompt
You are the internal knowledge bot for [company name].
You answer questions from our own documentation — not from the internet.
Answer briefly, concretely and with a reference to the source ("see Notion page X").
For HR topics that concern personal data or contract questions,
refer the user to the HR email address instead of guessing.
For technical questions that are missing from the documentation, say explicitly:
"I cannot find an entry on this — please ask in the Slack channel #engineering".
Do not invent answers you cannot back up.
Getting Escalation Right
A good internal bot knows when it should not answer:
- Personnel files and salary topics → always to the HR inbox.
- Contract questions with customers / suppliers → to Legal / management.
- Acute IT problems (login fails, server down) → to the IT helpdesk.
- Strategy decisions that are not yet public → to leadership.
These rules belong in the system prompt AND in a dedicated Eskalation.md file in the knowledge base. This keeps the bot consistent, even when the prompt gets updated.
Typical Requests from the Team
- "How do I request three days of vacation in July and who needs to approve it?"
- "Which tech stack is used in project Atlas and who is the tech lead?"
- "Where do I upload my travel expense receipts and by when?"
- "Which onboarding checklist applies to new engineers?"
- "Who is responsible for customer success in the DACH region?"
- "What does the acronym "PAR" mean in our Q3 reports?"
- "How do I reset my team password for the code repo?"
Multi-Bot Setup for Larger Teams
With more than 30 employees, a split often pays off:
| Bot | Knowledge Base | Members |
|---|---|---|
| HR Bot | HR processes, contract templates, compliance | everyone |
| Engineering Bot | Tech stack, architecture, runbooks, ADRs | engineers only |
| Sales Bot | Battlecards, pricing, objections, ICPs | sales only |
| Leadership Bot | Strategy, OKRs, board notes, finances | leadership only |
The Pro plan allows multiple bots; the Business plan for very many bots or SSO needs.
Plan Recommendation
Starter from 29 euros per month is enough for very small teams (5–10 people, one bot). Pro from 69 euros per month is the right choice for 80% of teams: multiple bots, a custom domain, 100,000 answers. Business from 149 euros for larger organizations with SSO, audit logs and white-label.
Why Private in Particular?
- Reclaim senior time. The bot answers routine questions. Senior engineers review instead of explaining for the fourth time how the deploy process works.
- Onboarding becomes measurably faster. New hires ramp up to productivity in days, instead of waiting weeks for buddy answers.
- Knowledge is not lost. When someone quits, the knowledge from their Notion workspace stays in the bot. No more "only Marko knew that".
- GDPR-compliant. EU hosting, a data processing agreement, no training of public models. Outsiders do not see the bot.