Sage does not have a brain in the traditional sense. When you ask Sage a question on Telegram, it does the following:

1. Reads your question.
2. Searches a stored library of documents you and the team have uploaded.
3. Pulls out the most relevant pieces of those documents.
4. Uses those pieces to write an answer in its own words.

The "stored library" is the knowledge base. It is the only thing Sage knows. Sage does not invent answers, does not search the internet, and does not remember things you told it last week. Whatever is in the library is what Sage can talk about. Whatever is not, it cannot.

Why It Is Organised by Role

The library is split into 16 sections, called namespaces. Each namespace holds documents for a specific role group. When Sage answers Lily, it only looks at the sales-relevant namespaces. When Sage answers a manager, it can look at managerial sections too. This is what stops a junior team member from accidentally pulling up internal HR policy or commission rules.

When you upload a document, you pick a namespace. That choice decides who can ever see the content. A document in manager-sops will never appear in an answer to a sales-only staff member. The decision matters — pick carefully, and if in doubt, ask before uploading.

What a Document Looks Like Inside the System

When you upload a 4-page PDF, the system does not store the PDF. It does this:

1. Reads the text out of the PDF.
2. Splits the text into pieces of about 500 words each, called chunks. The chunks overlap by about 50 words so context is not lost at the seams.
3. Stores each chunk separately so Sage can pull the most relevant chunks for any given question.

You will not see chunks normally. The only place this becomes visible is in the Document Library, where each document shows a chunk count — that is just how big the document was after splitting. A 12-chunk document is roughly six to eight pages of content.

Getting In

1. Open staff-srla.aibuildrs.com in any browser.
2. Enter the PIN: 5152
3. You will see five tabs at the top: Upload, Library, Archive, Staff, Help.

Tab 1 — Upload

Drop a file, pick a namespace, click upload. The system extracts the text, chunks it, and adds it to Sage's library in the right place.

How to upload a brand-new document:

1. Click the Upload tab.
2. Choose the namespace from the dropdown. This decides who can see the content.
3. Drag your file into the upload zone, or click to browse. Accepted: PDF, Word (.docx), plain text (.txt), Markdown (.md).
4. Optionally type a clean document name. If blank, the system uses the filename.
5. Click Upload. When the green checkmark appears, the document is live and Sage can use it immediately.

How to upload a replacement for an existing document:

1. Click the Upload tab.
2. Choose the namespace.
3. Tick the checkbox labelled "This replaces an existing document".
4. A dropdown appears showing every active document in that namespace. Pick the one being retired.
5. Drag your new file in.
6. Click Upload. A confirmation modal appears showing both filenames. Read carefully. If the names are right, click Confirm and Replace.
7. The new version is added first, then the old version is removed. Sage immediately uses the new content.

Tab 2 — Document Library

This is the tab that shows every active document Sage currently uses, grouped by namespace. Each entry shows: name, upload date, who uploaded it, chunk count, and Replace + Delete buttons.

Replace button: opens the Upload tab pre-populated with the namespace and replacement target already set. You drop in the new file and confirm.

Delete button: a confirmation modal appears. Once confirmed, every chunk of that document is removed from the knowledge base permanently.

Tab 3 — Archive

Read-only. Shows every document that has ever been retired — either by being replaced or by being deleted. Each entry shows the document name, namespace, original upload date, retirement date, and reason ("Replaced by..." or "Manually deleted"). No action buttons. Pure audit trail.

Tab 4 — Staff Registry

Manages who can talk to Sage on Telegram. Each staff member needs three things: a Telegram account, their numeric Telegram ID registered, and a role assigned. The Staff Registry handles all three.

Adding a new staff member:

1. Have them message the Sage bot once on Telegram (any message, even "hi") so the system captures their numeric ID.
2. Get their Telegram ID from the n8n execution log, or use a Telegram ID lookup bot.
3. In the Add Staff Member form, enter their full name, paste the Telegram ID, pick the role.
4. Review the namespaces that role can access — confirm it matches what they should see.
5. Click Add Staff Member.

Editing or removing: click Edit to change a role or update a Telegram ID. Click Remove to revoke access entirely.

Pending entries: entries marked PENDING with placeholder Telegram IDs are reserved roles awaiting a real ID. When you have it, click Update ID and paste it in.

A small number of habits will keep the knowledge base clean and Sage answering reliably. None of these are optional.

Rule 1: One Topic Per Document

Do not upload a single mega-document containing your entire company handbook. If you replace it later, you wipe out everything in it. Split content into focused documents — one for returns, one for crypto payments, one for appointment process. Each document covers one topic.

Rule 2: Use Replace, Not Add

When a policy or SOP changes, do not just upload the new version alongside the old one. Use the Replace flow. If you upload "Returns Policy 2026" while "Returns Policy 2025" is still active, both will be active and Sage will give inconsistent answers.

Rule 3: Pick the Namespace Carefully

A document in the wrong namespace either does not appear when needed, or appears when it should not. If filed in the wrong place, you cannot move it — you have to delete and re-upload. Better to think first.

Rule 4: Never Upload the Showroom Address

To enforce this, the portal scans every uploaded document for anything that looks like a street address. If it finds one, you will see this:

What to do:

• If it is the showroom address: click Cancel. Open the document, remove the address, save, and re-upload.
• If it is a different address that legitimately needs to go in: type CONFIRM in the box and click Confirm and Upload. The override is logged in the audit trail.

Rule 5: Keep Your Originals

The portal stores the extracted text only. If a document ever needs to be reviewed in its original formatting, edited, or recovered after deletion, you need your own copy. Keep all source documents in a Drive folder you control.

Sage gives a contradictory answer

Likely cause: two competing documents on the same topic in the same namespace. Open the Document Library, look at the namespace in question, and identify the duplicate. Use Replace or Delete to retire the old one.

Sage says "I don't have that yet — ask {someone}"

This is the correct fallback when Sage does not have content on a topic. The fix is to upload one. Pick the right namespace, write or find a document covering the topic, upload it.

An upload shows as "failed"

Sometimes the connection drops mid-upload. The system marks the upload as failed and does not leave half-indexed content live. The fix is simple: try the upload again.

I cannot find a document I just uploaded

Two possibilities. First, refresh the Document Library tab — sometimes the list takes a few seconds to update. Second, you may have uploaded it to the wrong namespace. Check the other namespaces. If wrong, delete and re-upload to the correct namespace.

I deleted something I shouldn't have

Re-upload from your original. The Archive tab confirms when and what was deleted, but the content itself is gone. This is why the rule about keeping originals matters.

The portal will not let me upload

Check the PIN was entered. Check your file is one of PDF, DOCX, TXT, or MD. Check the file is under 10 MB. If all three are fine and uploads still fail, contact Jerry.

The condensed version, for when you do not want to re-read everything.

Access

• URL: staff-srla.aibuildrs.com
• PIN: 5152

Daily flow

• Adding a new document: Upload tab → pick namespace → drop file → upload.
• Updating an existing document: Upload tab → pick namespace → tick "this replaces an existing document" → pick which one → drop file → confirm.
• Removing an obsolete document: Library tab → find document → click Delete → confirm.
• Checking what is in the system: Library tab.
• Checking what was removed: Archive tab.
• Adding or removing a staff member: Staff tab → fill the Add form, or click Remove.

Hard rules

• One topic per document.
• Always replace, never just add a new version alongside the old one.
• Pick the right namespace — wrong namespace cannot be moved, only re-uploaded.
• Showroom address never goes in, ever.
• Keep originals of everything in your own Drive folder.

When something is wrong

• Sage giving wrong answers: check Library for duplicates in the relevant namespace.
• Upload failed: try again.
• Deleted by mistake: re-upload from original.
• Anything else: contact Jerry.

When the knowledge base went live, most of the 16 namespaces had at least some content. A few did not. The system is now showing you where the gaps are — and the gaps that exist today are not minor categories, they are the ones Sage is most likely to be asked about.

In rough priority order:

1. product-faq

The category customers most frequently ask Sage about: brands carried, sizing, condition norms, common product questions. Empty today. Highest priority because of the highest query volume — every "do you carry Chanel" or "what does excellent condition mean" lands here.

2. authentication-process

Core inventory work. How items are authenticated, what to flag, when to escalate. Empty today. Filling this means newer Inventory team members can lean on Sage as a backup rather than always interrupting Elijah or BJ.

3. shipping-sops

Order fulfillment, shipping procedures, courier handoffs, packaging standards. Brandon previously uploaded a document that was filed in the wrong namespace and is being re-uploaded to the correct location. Should be filled within the first week.

4. payout-rules

Commission tiers, payout timing, edge cases. Manager-tier knowledge. Empty today. Important when consignment payouts and commission questions come up.

5. product-listing

How to write product titles, descriptions, photos for Shopify. Inventory-tier. Less urgent — has the lowest query volume of the empty namespaces — but worth filling so new Inventory hires onboard faster.

When you upload to any of these, the "Needs content" badge in the Upload tab disappears for that namespace. Treat that badge as a quiet reminder rather than a deadline.