Projects

A project in Kapa is a self-contained workspace within your team. Your Kapa team is the top-level organizational unit. Your team can have one or more projects, and you control which team members have access to each project.

Each project maintains its own set of data sources, analytics, and deployment configurations that are not shared with other projects in your team. Think of projects as separate instances of Kapa, each tailored for a specific purpose or audience.

Project types

When you create a project with Kapa, you choose between two types based on your intended audience and deployment scenarios.

External projects

External projects are designed for public-facing deployments where you interact with external users like customers, community members, or documentation visitors.

Common use cases include:

• AI assistant on your public documentation site
• Support widget on your company website
• Bot in your public community Slack workspace or Discord server
• API integration for customer-facing applications

External projects typically use public data sources like documentation, blog posts, and community forums. They never include private sources like internal knowledge bases, since access is generally open to the public or external users.

Internal projects

Internal projects are designed for use by your employees or internal support teams who need access to internal knowledge or sensitive information.

Common use cases include:

• Knowledge base for your internal support team
• Employee onboarding and documentation assistant
• Technical reference tool for sales and customer success teams
• Internal process and policy guidance through Internal Technical Assistant

Internal projects are often a superset of external projects. In addition to typical external sources like official documentation, internal projects also include private data sources like internal wikis, Confluence, Notion, or support tickets.

Choosing a project type

The distinction between External and Internal projects helps you define clear boundaries based on who uses the AI assistant and what information they can access.

You can create multiple projects of each type. For example, you might have:

• One External project for your public documentation
• Another External project for your community forum
• One Internal project for your support team with access to tickets and internal docs
• Another Internal project for general employee questions with access to HR policies and onboarding materials

The project type primarily serves as an organizational aid. The real access control happens through how you deploy the project and which team members have permission to manage it.

Projects vs. source groups

Both projects and source groups help organize your content, but they serve different purposes.

Use separate projects when:

• Different audiences need access to different information (external vs. internal users)
• You want completely separate analytics and conversation history
• Different teams within your organization manage different AI assistants
• Access control requirements differ significantly

Use source groups within a project when:

• You have multiple products or versions but the same audience
• You want to deploy different variants of the same assistant with filtered sources
• The access level and audience are fundamentally the same

Managing projects

Creating projects

Projects are created by the Kapa team. When you initially sign up for Kapa, the team works with you to set up your initial project(s) based on your use cases and requirements.

If you need additional projects after onboarding, contact the Kapa support team at support@kapa.ai to discuss your requirements.

For more information about the onboarding process, see Onboarding process.

Project access and permissions

Access to projects is controlled through a combination of team roles and per-project permissions.

Owners automatically have full access to all projects in the team. They can:

• View and manage all projects
• Configure data sources and integrations
• Assign project permissions to other team members
• View analytics for all projects

Members and Users must be explicitly granted access to individual projects. Their access level is set per-project and can include:

• Permission to chat with the project via Internal Technical Assistant
• Permission to view the project in the Kapa platform
• Permission to edit data sources for the project

For detailed information about roles and permissions, see Roles and permissions.

Switching between projects

If you have access to multiple projects, you can switch between them in the Kapa platform:

1. Open the Kapa platform
2. Click the project selector dropdown in the top navigation
3. Select the project you want to view

All configuration pages, data sources, analytics, and integrations are scoped to the currently selected project.

Common questions

Can I move or copy sources between projects?

Yes, if you've already set up a source for one project, you can import that source to another project by clicking the Import sources button on the Sources page on the Kapa platform.

Can team members see all projects?

No. Only users with the Owner role can see all projects. Members and Users only see projects they have been explicitly granted access to.

How many projects can a team have?

There is no fixed limit on the number of projects. However, most teams use between one and five projects. Contact support@kapa.ai if you have specific requirements.

Can I delete a project?

Yes, but project deletion requires coordination with the Kapa team. Contact support@kapa.ai if you need to delete a project.

Do all projects share the same billing?

Yes, billing is managed at the team level. All projects within a team are included in the team's subscription. For billing details, see Billing.