Internal Assistant

Internal Assistant is a specialized deployment of kapa.ai designed specifically for internal team use. Internal Assistant provides a private knowledge base accessible only to your organization's employees.

Ready to get started? 🚀

Reach out to the Kapa team or book a demo to get started with the Internal Assistant.

What is Internal Assistant?

Internal Assistant is a chat interface that allows your team members to query internal documentation, processes, and knowledge through a conversational AI. It aggregates both internal process knowledge and relevant public documentation to provide comprehensive answers to employee questions.

When to use Internal Assistant

• Employee onboarding: Help new team members quickly find internal processes and documentation
• Knowledge management: Create a single source of truth for organizational knowledge
• Process assistance: Guide employees through complex internal procedures
• Support for internal teams: Provide immediate answers to common questions without waiting for human assistance

Getting started

Prerequisites:

• You have an active kapa.ai account
• Internal Assistant has been enabled for your project
• Your organization has enabled Google Sign-In

Authentication and access control

🔐 Google Sign-In required

Users must sign in with their company email via Google Sign-In to access the Internal Assistant.

When setting up Internal Assistant for your organization, a new integration (also named "Internal Assistant") is created for the enrolled project(s). Access to a project in the Internal Assistant is determined by the "Use Internal Chat Assistant" project permission.

• Users with the Owner role automatically have permission to use the Internal Assistant for all projects where it has been enabled
• Users with Member or User roles can be explicitly granted the permission by an Owner

Team-wide access

You can configure a project to be accessible by default to all team members in Internal Assistant:

1. Go to the Kapa platform
2. In the project selector dropdown menu, select the project you want to configure
3. Go to Integrations and open the integration setup for the Internal Assistant
4. Check the Enable team-wide access option and save

Automatic user provisioning

As part of setting up the Internal Assistant for your project, the Kapa team also enables the Google sign-in authentication method for your team. When enabled, anyone signing in with your organization's domain becomes a "User" in your Kapa team.

This automatic user provisioning works hand-in-hand with team-wide access. When both are enabled, any employee in your organization can easily access a private chat interface to ask questions about your products and internal knowledge.

Usage

Once Internal Assistant is set up and access permissions are configured:

1. Go to chat.kapa.ai
2. Sign in using Google with your company email
3. Start chatting!

Conversations with the Internal Assistant are private, one-on-one conversations. Unlike chatting with an internal Kapa project in a Slack channel, for example, conversations with the Internal Assistant are only visible to the individual user, and to users with access to the project on the Kapa platform.

Source filtering

You can now select specific knowledge sources Kapa should use when answering questions. This feature gives you more control over the information used to generate responses. To filter sources:

1. Click on the sources dropdown menu in the chat interface
2. Use the search box to find specific sources, or browse the complete list
3. Select or deselect individual sources by clicking the checkboxes
4. Use the "Select all" option to quickly enable or disable all sources

Install as app

After installation, the Internal Assistant can be launched directly from your computer without opening a browser first, making it easier to access your organization's knowledge.

Installing Internal Assistant as a desktop app provides several advantages:

• Quick access without searching through browser tabs
• Dedicated window that stays separate from regular browsing
• Persistent availability in your dock, taskbar, or Start menu

note

This installation process installs the Internal Assistant as a web app that runs in a browser container. While it looks and behaves like a standalone application, it is powered by your web browser and requires an internet connection.

Chrome installation

1. Navigate to chat.kapa.ai and sign in
2. Click the menu icon (three dots) in the top-right corner
3. Select Cast, Save, and Share > Install Page as App
4. Click Install in the confirmation dialog
5. The app opens in a separate window and creates a shortcut in your applications list

Safari installation

1. Navigate to chat.kapa.ai and sign in
2. From the Safari menu, select File > Add to Dock
3. Click Add in the confirmation dialog

Internal Assistant appears in your dock with its own icon. Click the icon to open Internal Assistant in a dedicated window.

Edge installation

1. Navigate to chat.kapa.ai and sign in
2. Click the menu icon (three dots) in the top-right corner
3. Select Apps > Install this Site as an App
4. Click Install in the confirmation dialog
5. The app opens in a dedicated window and creates a shortcut in your applications list

Firefox installation

note

Firefox does not currently support installing websites as desktop applications. Firefox users can bookmark the Internal Assistant page or pin it to their browser toolbar for quicker access.

Knowledge source integration

Internal Assistant can connect to various knowledge sources:

• Internal wikis and documentation
• Process guidelines
• Company policies
• Public documentation relevant to your team
• And more

For optimal performance:

• Structure your documentation clearly
• Use descriptive titles and headers in the documents that you ingest to Kapa
• Keep information up-to-date and avoid ingesting outdated content
• Organize content logically by topic or department

Be intentional about the content that you ingest to Kapa, even if it's "only" for internal use. The garbage in, garbage out principle holds true; the better quality and structure of the sources, the better Kapa's answers are. Kapa is designed to answer truthfully based on sources it's connected to. Adding content that isn't particularly useful, or outright wrong, can cause degradation in the quality of responses.

For more information about improving Kapa's responses, refer to Troubleshooting and improving answers.

Limitations

Some features are still being implemented, including:

• Sharing conversations: share links to conversations with your colleagues
• Deep research mode: letting Kapa think longer and harder about complex task, resulting in more accurate answers

Your feedback is important to us. Feature requests and suggestions for how the Internal Assistant can be more useful are welcome and encouraged.

FAQ

How is Internal Assistant different from other Kapa deployments?

Internal Assistant is specifically designed for internal employees as a knowledge tool, while other deployments typically target external users like customers or website visitors.

Only authenticated users can access the Internal Assistant.

Is conversation history stored?

Yes, conversation history is stored to improve the system and provide a record of interactions, but conversations remain private to each individual user.

Can users provide feedback on responses?

Yes, users can provide thumbs up/down feedback and comments to responses, similar to the website widget.

Need help?

If you encounter any issues with Internal Assistant or have questions about configuration, reach out to support@kapa.ai.