Urgent help with Knowledge Base 🥲

General
1

:saluting_face: Hello Pickaxe Nation!

I’m adding Pickaxe chatbots to my coaching offer (IG advanced scriptwriting, sales-call analysis, etc.). I’m upgrading to whitelabel so they look like “my AI agents.”
My key need: clients must upload/edit their own Knowledge Base (KB) without my help, while keeping my prompts and private KB hidden.

My current onboarding (short + clear)

  1. Duplicate Pickaxe Studio and add a client subdomain
    e.g. clientx.futurecoach.ai (already includes my chatbots + my 50-page marketing KB).

  2. Duplicate Notion dashboard template
    e.g. “Client X – Future Coach Dashboard”.

  3. Share access to the whitelabeled Pickaxe Studio + Notion (client cannot see/jailbreak prompts or my private KB).

  4. Client fills info in Notion (or Google): target audience, tone of voice, testimonials, etc.

Note: Pickaxe is not sold as a monthly membership. It’s included in my annual coaching.

What I’m trying to solve

  • Fastest way for a client to upload/edit their personal KB
    – without main/admin access, without seeing the Pickaxe domain, and without me doing it.

  • Thinking to use Notion (preferred, since clients already get a Notion dashboard) or Google Docs/Drive.

Questions for the community:

  1. Best simple setup so a client edits KB in Notion (or Google) and it syncs to Pickaxe automatically?

  2. How to automate with GHL (LeadConnector) / Make so that when a client is onboarded (or I press a button), they receive access to the whitelabeled Pickaxe studio?

Requirements / constraints

  • Keep everything whitelabeled.

  • Client should manage their own KB (I can’t upload changes manually each time).

  • KB is too large to paste via chat; user memory isn’t enough.

  • Prompts + my private KB must stay hidden.

  • Multiple chatbots must share the client’s KB for consistent, high-quality outputs.

Tools I’m considering

  • Preferred: Pickaxe + Notion (or Google) + Make/Zapier + GHL trigger.

  • Plan B: Lovable + n8n (more flexible but harder; Pickaxe is easier for me).

@abhi-support @danny_support @lindsay_support

I also tag you @Ned.Malki (I can see from recent posts you some sort of pickaxe legend here ahah)

Sorry for bothering guys! :grinning_face_with_smiling_eyes:

1 Like
2

Hey @pickcash, thanks for the shoutout! And welcome to Pickaxe and the extended PPA community!

Short answer: Yes, do this with a client subdomain + client-managed KB sync. Use Notion or Google as the source, and n8n (or Make) to automate what’s missing. Your prompts/private KB stay hidden by default.

Connect a client subdomain

  • Studio Settings >> Domain (under History, above Model API keys) >> connect clientx.yourdomain.com.
  • There are help links on that page for DNS/setup.

Keep prompts + private KB hidden

  • Prompts (system/instructions) are visible only to the Studio super-admin (you) unless you explicitly change a tool’s settings.
  • Your private KB stays private as long as you don’t attach those collections to the client’s tools.
  • Clients only see the whitelabeled front end, not any Pickaxe backend URLs.

Client-managed KB (Notion or Google)

  • Studio >> Knowledge Base tab >> connect Notion or Google (pick one per client to keep ops simple).
  • Sync behavior: they’ll refresh periodically (roughly daily) and you can force a refresh with the button when needed.

Webhooks, onboarding, and access

  • Studio has native outbound webhooks (Settings >> bottom) for events like signup/payment/membership.
  • Use these to push data into your systems (e.g., add to Skool/coaching).
  • Reverse direction (bringing data into Pickaxe) requires your own automation (n8n/Make) calling the API.

KB size considerations

  • Native KB (RAG) is usually enough for big docs (50–200+ pages, spreadsheets, etc.).
  • If you expect a huge, fast-changing corpus, add an external vector store (pgvector/Qdrant/Pinecone) and fetch top-k via an action.

Workflow engine

  • Recommend n8n (self-hosted, flexible, I’m teaching it in PPA). Make works too if you prefer but keep in mind it is not free to self-host like n8n.

If it’s not too much trouble, post this in the PPA feed so everyone there sees it too!

-Ned

3

Thanks, Ned! That’s super helpful.

1 Like
4

thank you man! You rock it!!

1 Like