Knowledge Base

Part of the Anaya Care Handbook — the source of truth for how the product must behave. When the product needs to change, change this document first, then make the system match it.

What this covers

This page governs the knowledge base: each agency's private library of uploaded documents (policies, procedures, manuals, reference material) that staff can search by meaning and that the AI draws on when generating training content (see Trainings and AI Features).

The knowledge base is also where an agency configures its own care methodology rules, builds internal onboarding and training material from its own documents, and stores hiring and performance questionnaires. The methodology rules an agency sets here govern how the AI generates AI-Generated Task Instruction Steps and Engagement Activities programs. State-required training is not handled here — it lives in the Trainings module.

Key terms

• Knowledge base — an agency's private library of uploaded documents that the AI can draw on when generating training content.
• Document processing — the step that makes an uploaded document searchable by meaning; a document is only usable once processing succeeds.
• Policy & procedure document — an agency-uploaded document describing its own policies and procedures, used for digital onboarding and as the basis for internal training.
• Digital onboarding — onboarding new staff using the agency's own uploaded materials, rather than generic platform content.
• Internal training module — company-specific training built only from the agency's own policies; it cannot replicate the content of the Anaya Caregiver Training Module.
• Hiring test questionnaire — a question set an agency stores here to screen candidates during hiring.
• Performance-metric questionnaire — a question set an agency stores here to measure staff performance.
• Methodology configuration — the agency's care methodology rules, set here, that govern how the AI generates Task Instruction Steps and engagement programs; the generation engine itself is platform-level and methodology-neutral.
• Company-added daily motivation — a motivational quote an agency adds and manages here for display through Daily Motivations.

How it works

Uploading and searching documents

An agency uploads its own documents — including its policies and procedures — into its private knowledge base. Each document is processed so it becomes searchable by meaning, and staff can search the library directly. Failed document processing can be retried.

Onboarding and internal training

The agency's uploaded materials feed digital onboarding for new staff and internal training modules built from the agency's own policies. When generating training content, the agency selects which of its own documents the AI should draw on; the AI grounds the training material in those documents. Internal training built here may only reflect the agency's own policies — it cannot replicate the content of the Anaya Caregiver Training Module (see Trainings). State-required training is not handled here; it lives in the Trainings module.

Hiring and performance questionnaires

The agency stores hiring test questionnaires for screening candidates and performance-metric questionnaires for measuring staff performance alongside its other knowledge base content.

Methodology configuration

The agency configures its care methodology rules here. These rules govern how the AI translates assessment inputs into step structure, language, and sequencing when it generates AI-Generated Task Instruction Steps and Engagement Activities programs. The generation engine is platform-level and methodology-neutral; what the agency configures here is the rule set the engine applies.

Daily motivations

Motivational quotes an agency adds itself are managed here, then surfaced through Daily Motivations.

Rules

1. KB-1 — Knowledge base documents belong to the business that uploaded them. A user can only see, search, change, delete, or generate from documents owned by their own business — never another business's.
2. KB-2 — A document must finish processing before it can be searched or used for generation. Failed processing must be reported and must be retryable.
3. KB-3 — An agency can upload its own policy and procedure documents into the knowledge base for use in onboarding and internal training. (🚧 Spec only)
4. KB-4 — Internal training and onboarding material generated from the knowledge base may only reflect the agency's own policies; it must not replicate the content of the Anaya Caregiver Training Module. (🚧 Spec only)
5. KB-5 — State-required training is handled in the Trainings module, never in the knowledge base. (🚧 Spec only)
6. KB-6 — An agency can store hiring test questionnaires and performance-metric questionnaires in the knowledge base. (🚧 Spec only)
7. KB-7 — An agency configures its care methodology rules in the knowledge base, and those rules govern how the AI generates Task Instruction Steps and engagement programs. (🚧 Spec only)
8. KB-8 — Company-added daily motivational quotes are managed in the knowledge base before they are surfaced through Daily Motivations. (🚧 Spec only)

Note: KB-1 was retired from the AI Features page (AI-14). The rule on what training generation may draw on lives on as TRAIN-11 on Trainings. IDs are never reused.

Who can do what

Decisions needed

• Where do methodology rules physically live, and how does the AI read them? KB-7 says the agency configures methodology rules here and that they govern Task Instruction Steps and engagement programs, but the storage format (structured rule set vs. uploaded document) and how the generation engine consumes them are not yet decided.
• Should hiring test and performance-metric questionnaires (KB-6) be free-standing question sets in the knowledge base, or should they reuse the questionnaire model used elsewhere in the product? The single home for questionnaires is undecided.
• For company daily motivations (KB-8), confirm whether authoring happens in the knowledge base and display is owned by Daily Motivations, or whether both live on one page; the split of responsibility is undecided.