Knowledge Base Settings
Your Knowledge Base holds your own help articles for your team and your clients. It can also include the official ClientCove how-to guides, which explain how to run the portal itself. Settings → Knowledge Base controls where articles come from, who can write them, and who sees what.
New in v4.141.0: These settings used to be spread across Settings → AI and fixed in code. They now live on one tab, and the official guides are on by default for your team.
Opening the Settings
Go to Settings and open the Knowledge Base tab. Only admins see this tab.
Two Knowledge Base settings live elsewhere, next to every other module: turning the Knowledge Base on or off (Enable Knowledge Base) and renaming it (Display name, for example "Help Center"). Both are under Settings → Core Features, and the tab links there.
Make your changes, then click Save Changes. A confirmation appears next to the button when the settings are saved.
Official ClientCove Docs
The Include the official ClientCove how-to guides switch adds the guides from docs.clientcove.io to your portal:
- Knowledge Base search includes matching guides alongside your own articles.
- The Knowledge Base sidebar gets a Source filter with All, Internal (your articles) and System (the ClientCove guides). System lists every guide, grouped by topic.
- Guides open inside the portal, so staff don't have to leave to read one.
- The AI assistant answers "how do I…" questions from the guides first and cites them, if AI is connected.
The guides are not copied into your Knowledge Base. They stay on docs.clientcove.io and are always current, and you can't edit them. To cover something specific to your firm, write your own article.
The URL field below the switch points at https://docs.clientcove.io. Leave it as it is unless ClientCove support tells you otherwise.
The switch is on by default on sites that have never changed it. If you turned it off before, it stays off after updating.
Who Sees the Docs
The guides explain how to run ClientCove, such as configuring Stripe or managing staff permissions. They're meant for your team, not your clients. Who sees the docs has one checkbox per role:
| Role | Default |
|---|---|
| Admin | Always sees the guides (can't be turned off) |
| Editor, System Admin, Tech Admin, Tech Lead, Technician, Rep | Checked |
| Sales Rep, Contractor, Contractor Sr, Contributor | Not checked |
| Client Admin, Client Billing, Client Standard, Client Basic, Client User | Not checked |
A role that isn't checked doesn't see guides anywhere: not in search results, not on the System filter, and not in AI answers. People who aren't logged in never see them. If someone has more than one role, they see the guides when any of their roles is checked.
This is the same setting as the Product Docs column under Settings → AI → Data Access by Role, so the two screens always match.
Who Can Write Articles
Who can write articles picks the roles that can create, edit and delete Knowledge Base articles.
- Admin can always write articles.
- System Admin and Tech Admin are checked by default, which matches how things worked before this tab existed.
- You can add other staff roles, such as Editor or Tech Lead, to let more of your team write articles.
Client roles aren't offered: clients can read articles but never write them.
New Article Visibility
New articles are visible to sets the audience a new article starts with. The choices are Admins / Editors, Staff and Client Users, and all three are checked by default.
This is only a starting point. Authors still choose the audience on each article, so changing it doesn't change any existing article. At least one audience must stay checked. If you uncheck all three, the save is rejected with "Pick at least one default audience." and nothing is changed.
For example, if your team writes most articles as internal procedures, uncheck Client Users. New articles then start as team-only, and an author checks Client users on the ones meant for clients.
Notes & Gotchas
- Knowledge Base turned off: if the Knowledge Base is switched off in Core Features, it's unavailable everywhere. Its menu links disappear, the Knowledge Base page shows a "Feature Currently Unavailable" message (admins get a Turn On in Core Features button), article links show the same message to signed-in users and "page not found" to everyone else, and the public support page stops suggesting articles. The official guides switch still controls the AI assistant's "how do I…" answers. Changed in v4.142.0: before this, turning it off only hid the menu links.
- Clients used to see the guides: before v4.141.0, when the guides were on, anyone who could open the Knowledge Base saw them, clients included. Now they only appear for the roles checked under Who sees the docs. If you want a client role to see them, check it.
- AI answers need AI connected: the guides still appear in search and on the System filter without AI. The AI assistant only uses them when an AI provider is connected under Settings → AI.