Gia Brain brings your company knowledge, client context, and AI assistants into one platform. This guide is for organization owners, administrators, and team members who configure Gia through the web app. You do not need technical experience to use it.

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Use these standalone guides when you need instructions for one part of the platform:

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Understand the platform

Gia has three main layers:

Important: Each Client Workspace is isolated from the Company Brain and every other Client Workspace. Always add client-specific information to the correct Client Workspace.

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Recommended setup order

For the smoothest launch, complete the platform in this order:

1. Review your organization and team members.
2. Connect the accounts Gia will use under Settings → Integrations.
3. Build the Company Brain with shared company knowledge.
4. Create a Client Workspace for each engagement.
5. Configure Slack and the Chrome extension under Channels.
6. Grant client access from each Client Workspace.
7. Test Gia with a few questions before sharing it broadly.

You can leave and return to a setup wizard at any time. Gia remembers the furthest step you reached.

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Before you begin

Gather the following information:

• Your organization name and domain
• The names and email addresses of your team members
• The client company name, website, primary contact, and email address for each engagement
• Access to the apps you want to connect, such as Google Drive, SharePoint, HubSpot, ClickUp, or Notion
• A Slack workspace administrator if you plan to configure a branded Slack bot
• Your extension name, logo, colors, and the websites where the extension should work

Some settings are available only to organization owners or administrators. If you do not see a setting described here, ask an organization administrator to check your role and your organization’s enabled features.

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Set up your Company Brain

The Company Brain is your organization’s shared knowledge base. Use it for information that your internal team should be able to access across clients, such as service descriptions, standard processes, templates, policies, and internal playbooks. Do not add confidential client material to the Company Brain unless it is intentionally meant to be shared across your organization.

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Open the Company Brain builder

1. From the Dashboard, select Build Company Brain. You can also select Brain Builder from the main navigation.
2. Open the Setup tab.
3. Complete the steps in the setup panel.

The Company Brain setup includes:

• Integrations
• Team Members
• Documents
• Upload files
• Agent Persona
• Review & build

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Connect shared integrations

In Integrations, select the company-wide apps and data Gia should use. Depending on the app, you may be asked to sign in, select an account, or choose specific projects, folders, pages, pipelines, or channels. Only select information that is appropriate for your whole organization. You can connect narrower, client-specific scopes when you create each Client Workspace.

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Add team members

Use Team Members to add the people who should have access to the Company Brain. For each person:

1. Select Add team member.
2. Enter their name and email address.
3. Save the list before continuing.

Keep the list current when people join, change roles, or leave your organization.

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Add company documents

You can connect either Google Drive or SharePoint to a brain.

1. Choose the document provider.
2. Sign in and approve the connection if prompted.
3. Select the folders and files Gia should use.
4. Confirm the selection and wait for the items to sync.

Connecting an account does not automatically add every file. A file becomes a Company Brain source only after you select and sync it.

Choose your document provider carefully. A brain uses one connected document provider at a time.

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Upload files directly

Use Upload files for documents that are not stored in your connected document provider.

• Upload up to 10 files at a time.
• Most documents and images can be up to 10 MB each.
• Supported media files can be larger.
• Gia detects and skips files that were already uploaded.

Common supported formats include PDF, Word, PowerPoint, Excel, CSV, text, Markdown, images, MP4, MOV, MP3, and WAV.

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Define the agent persona

The optional Agent Persona tells Gia how your organization wants the assistant to communicate. Describe:

• The assistant’s role
• Its tone and level of formality
• How it should greet users
• What it is especially good at helping with
• Any communication rules it should follow

Use plain language. For example:

You are a warm, concise client-success assistant. Give practical answers, explain unfamiliar terms, and ask a follow-up question when the request is unclear.

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Review and build

On Review & build:

1. Check the company details and team-member count.
2. Confirm the connected integrations.
3. Confirm that the expected documents appear.
4. Select Build Company Brain.

After the build, open:

• Brain → Knowledge to explore the knowledge Gia identified.
• Brain → Sources to review the documents and calls that were actually added.
• Observability to review internal conversations when your role permits it.

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Connect integrations

Gia uses integrations in two stages:

1. Connect the account under Settings → Integrations.
2. Choose the appropriate scope inside the Company Brain or a Client Workspace.

For example, connecting Google Drive makes the account available to Gia. Selecting a particular folder during brain setup decides which documents belong to that brain.

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Connect an account

1. Open Settings from the bottom of the main navigation.
2. Select Integrations.
3. Find the app you want to connect.
4. Turn on its switch.
5. Sign in to the provider and approve access.
6. Return to Gia and confirm that the card shows Connected.

Available integrations can include: Availability can vary by organization. A card marked Coming soon cannot be connected yet.

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Select the right account

Use an account that can see the information you intend to share with Gia. Before approving a connection:

• Confirm the account name and email address.
• Check that it can access the correct folders, projects, or pipelines.
• Avoid connecting a personal account when an approved company account is available.
• Do not grant access to information that should not enter the selected brain.

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Scope an integration to a brain

Open the Company Brain setup or edit a Client Workspace, then choose the exact content Gia should use. Examples:

• Select ClickUp or Asana projects relevant to the engagement.
• Select Notion pages that contain useful procedures or client context.
• Link the HubSpot deal for that client engagement.
• Select Granola folders containing that client’s calls.
• Select Slack channels that belong to the correct brain.

Meeting recordings captured by Gia are included automatically. Fathom and Fireflies calls can be matched to Client Workspaces through attendee emails. Keep Client Workspace contacts accurate so calls are routed to the right place.

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Disconnect an integration

Disconnect an account only when it should no longer be used by Gia. Disconnecting can stop future syncs and make connected content unavailable for refresh. Before disconnecting:

1. Check which Company Brain or Client Workspaces use the integration.
2. Move or replace any important source connection.
3. Disconnect the account from Settings → Integrations.
4. Review each affected brain’s Sources view.

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Create a Client Workspace

A Client Workspace is a secure knowledge area for one client or engagement. Create a separate workspace for every client whose data, access, or agents must remain isolated.

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Start a workspace

1. Select Client Workspaces from the main navigation.
2. Select Create Client Workspace.
3. Enter the required client details:
   • Company name
   • Website
   • Primary contact name
   • Primary contact email
4. Review the automatically suggested company domain.
5. Select Save and continue.

The workspace begins in Draft or Building status until you finish the wizard.

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Complete the workspace wizard

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1. Integrations

Choose only the information that belongs to this engagement.

• Select the internal Slack channels Gia should follow for this client.
• Choose the relevant ClickUp or Asana project scope.
• Select the relevant Notion pages.
• Link the client deal in your CRM when available.
• Select the appropriate Granola folder.
• Connect other available tools required for the engagement.

If an integration is not available, connect it first under Settings → Integrations.

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2. Contacts

Add the external people Gia should associate with this Client Workspace. For each contact, enter:

• Name
• Email address
• Role, if useful
• LinkedIn profile, if useful

Contact emails must be unique and should belong to the client. Internal team members belong in your organization or Company Brain, not in a client’s contact list.

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3. Documents

Choose Google Drive or SharePoint, then select the client-specific folders and files to sync. Good sources include:

• Statements of work
• Project plans
• Meeting notes
• Research and briefs
• Approved deliverables
• Client policies and reference material

Avoid selecting a broad parent folder if it contains information for multiple clients.

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4. Upload files

Upload any client files that are not in the connected document provider. Confirm the filenames before uploading so sensitive information does not enter the wrong workspace.

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5. Review & build

Review the client details, contacts, integrations, and document count. Select Build Client Workspace when everything is correct.

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Manage an existing workspace

Open a Client Workspace to use these tabs: Select Edit to return to the setup wizard and change integrations, contacts, documents, or other settings. If billing is enabled for your organization, an Owner or Admin can configure the workspace’s access policy from Overview → Payment after the workspace is built. Choose Free access or Payment required, save the policy, then send the secure Stripe payment link to a saved contact.

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Disable or delete a workspace

• Disable temporarily prevents the workspace from being used. You can enable it again later.
• Delete permanently removes the workspace, its documents, and uploaded files. This action cannot be undone.

Use Disable when an engagement is paused or under review. Delete only when your organization is certain the workspace is no longer required.

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Review brain knowledge and sources

The Brain view has two modes:

• Knowledge shows the relationships Gia has identified.
• Sources shows the documents and calls that actually built the brain.

Use Sources as your setup checklist. Connecting an app by itself is not proof that its information has been added. If a source is missing:

1. Confirm the provider is connected under Settings → Integrations.
2. Return to the brain’s setup wizard.
3. Select or reselect the expected folder, file, project, page, or call folder.
4. Save the selection.
5. Allow time for processing, then check Brain → Sources again.

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Set up Slack

Gia can provide a branded Slack bot for your internal team and your clients. Slack is configured once for the organization, then each install link is given a specific scope. You will need access to your organization’s Gia settings and permission to create and distribute a Slack app.

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Configure the Slack app

1. Open Channels → Slack.
2. Under Slack app setup, complete the three guided steps.

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Step 1: Create the app

1. Enter the app name your team and clients should see.
2. Copy the manifest generated by Gia.
3. Open the Slack app management page.
4. Choose Create New App → From a manifest.
5. Select your Slack workspace and paste the manifest.
6. Create the app.
7. Under Basic Information → Display Information, upload your app icon.

If Slack initially says the events URL is unverified, continue to the credentials step. You can retry verification after Gia has the app credentials.

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Step 2: Save credentials

From the Slack app’s Basic Information → App Credentials, copy these values into Gia:

• App ID
• Client ID
• Client Secret
• Signing Secret

Select Save credentials. Treat the Client Secret and Signing Secret like passwords. Do not send them in email or chat, and do not store them in shared notes.

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Step 3: Go live

1. Open Event Subscriptions in Slack and confirm the request URL is Verified.
2. Open Manage Distribution.
3. Complete Slack’s distribution checklist.
4. Select Activate Public Distribution so customers can install the app.
5. Optionally create a slash command using the request URL shown in Gia.

When the Gia Slack page shows Verified, the app is ready for installation.

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Install Slack for your own team

Under Channels → Slack → Install links, select Install to your workspace. This internal installation can work across the Company Brain and current or future Client Workspaces. After installation:

1. Return to the Company Brain or Client Workspace setup.
2. Open Integrations → Slack channels.
3. Select the channels that belong to that brain.
4. Save the selection.

Gia can ingest history and follow selected channels from your own Slack workspace. A channel already assigned to another Client Workspace may be unavailable so client context stays separated. For a private channel, invite the bot to the channel before trying to select or sync it. If Gia shows a limited bot view, private channels that the bot cannot see will not appear.

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Give a client Slack access

You can create a client-specific install link in either place:

• Channels → Slack → Install links, then select the Client Workspace.
• Open the Client Workspace and select Channels & Access → Copy Install Link.

Send the link only to the matching client. The link binds their Slack installation to the selected Client Workspace, not to your Company Brain or other clients. Customer Slack installations provide chat access to their assigned Client Workspace. Selecting and ingesting internal Slack channels is managed through your own organization’s Slack installation.

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Manage installed Slack workspaces

Use Channels → Slack → Installed workspaces to:

• Confirm that an installation is active
• Open your own bot in Slack
• Start a sync when needed
• Remove an installation that should no longer have access

Removing an installation stops Gia from working in that Slack workspace. A future reinstall requires a new authorization.

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Test Slack

1. Open the bot in Slack.
2. Send a direct message or mention it in an approved channel.
3. Ask a simple question whose answer exists in the selected brain.
4. Confirm the answer uses only the expected Company Brain or Client Workspace context.
5. Repeat the test in another Client Workspace to verify that client information remains separated.

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Set up the Chrome extension

Gia can build a white-label Chrome extension using your organization’s branding.

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Configure the extension

1. Open Channels → Chrome Extension.
2. Enter the Brand name shown to customers.
3. Enter a shorter Short name for compact areas of the extension.
4. Add a clear description.
5. Upload a PNG or JPEG logo up to 2 MB. Gia prepares it as a square browser-extension icon.
6. Choose the primary, hover, and accent colors.
7. Add at least one host permission.
8. Select Save.

Color values use six-digit codes such as #273f2a. Use colors with enough contrast for buttons and text to remain readable.

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Choose host permissions

Host permissions determine which websites are allowed to use the extension. Add only the domains your users need. Examples: Ask your technical administrator or Gia support before using a broad permission. Wider permissions increase what the browser extension can access.

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Share the extension

The extension can move through Draft, Building, Ready, or Build failed status. When the status is Ready:

1. Select Install Extension to test it yourself.
2. Use Copy link to share the store listing.
3. You can also open a Client Workspace and use Channels & Access → Copy Install Link.

If the build fails, review the required name, colors, logo, and host permissions, then save again. Contact Gia support if it remains in Build failed.

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Give clients access

Client contacts and login access are managed separately. Adding someone as a contact helps Gia associate them with the engagement, but you must also grant access before they can sign in through a customer channel.

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Grant access

1. Open the Client Workspace.
2. Select Channels & Access.
3. Under Contacts, find an existing contact or add a new name and email address.
4. Select Allow.
5. Select View to reveal the generated credential when you are ready to share it.
6. Copy and send the credential through a secure channel.

Only reveal a credential when needed. Hide it again after copying, and avoid placing it in shared documents or public chat channels.

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Revoke or restore access

• Select Revoke when a contact should no longer use the workspace.
• Select Allow to restore previously revoked access.

Review access whenever a client team changes or an engagement ends.

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Create and run agents

Agents are reusable assistants configured for a specific Client Workspace. They can run on demand or on a schedule.

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Add an agent

1. Open the Client Workspace.
2. Select Agents.
3. Select Add an agent.
4. Start from a template or create one from scratch.
5. Complete the fields:
   • Title — a clear name for the job
   • Trigger words — when Gia should use the agent
   • Behavior — what the agent should do
   • Output format — how the answer should be structured, if needed
6. Save the agent.

Example:

• Title: Weekly account summary
• Trigger words: Use when someone asks for a concise update on this client
• Behavior: Review the latest calls, tasks, and documents. Summarize progress, risks, decisions, and next actions.
• Output format: Four short sections with bullet points

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Run or schedule an agent

• Select the play button to run an agent immediately.
• Use the Schedule tab to run it daily, weekly, or monthly.
• Choose the time and timezone carefully.
• Select the Slack recipients who should receive the result.

The creator is always included in scheduled Slack notifications. Recipients must be resolvable in the connected Slack workspace. Use Run history to review recent agent executions and investigate unexpected results.

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Optional: configure payments

Payments appear only for organizations where the billing feature is enabled and are managed by owners or administrators. At the organization level:

1. Open Settings → Payments.
2. Under Stripe, turn on the connection and authorize the Stripe account that owns your recurring Payment Links.
3. Select the approved recurring Payment Links.
4. Configure the payment and lifecycle email templates.
5. Enable payments after reviewing the settings.

At the Client Workspace level:

1. Finish building the Client Workspace, then open its Overview tab.
2. Under Payment, choose Free access or Payment required.
3. If payment is required, select a recurring plan and save the policy.
4. Choose the client recipient.
5. Send the payment link.

Gia sends the verified HTTPS Stripe payment link. Client access should be treated as active only after Stripe confirms the payment.

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Maintain a healthy Gia Brain

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Weekly checks

• Review Brain → Sources for missing or outdated items.
• Confirm important integrations still show Connected.
• Check that calls are appearing in the correct Client Workspace.
• Review new contacts and revoke access that is no longer needed.
• Review agent run history for failures or unexpected output.

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When client information changes

Update the Client Workspace when:

• A new stakeholder joins
• A client’s email domain changes
• A project moves to a new folder or workspace
• A new CRM deal replaces the old one
• A Slack channel is renamed or replaced
• The engagement is paused or completed

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Security checklist

• Keep every client’s sources in its own Client Workspace.
• Select the smallest practical folder, project, page, or channel scope.
• Never share Slack app secrets or integration credentials.
• Share customer login credentials through a secure channel.
• Revoke access promptly when it is no longer needed.
• Disable a workspace while access is being reviewed.
• Delete a workspace only when permanent removal is intended.

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Troubleshooting

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An integration does not appear in a workspace

1. Open Settings → Integrations.
2. Confirm the provider shows Connected.
3. Return to the Company Brain or Client Workspace setup.
4. Check whether the provider requires you to select a folder, project, page, deal, or channel.

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A document does not appear under Sources

1. Confirm that you selected the file or its parent folder.
2. Save or sync the selection again.
3. Check that the file type is supported.
4. Wait for processing, then refresh Brain → Sources.

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A Slack channel does not appear

• Confirm the organization Slack app is installed and active.
• Invite the bot to a private channel.
• Return to Channels → Slack and start a sync.
• Check whether the channel is already assigned to another Client Workspace.

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A client cannot use Slack

• Confirm the client’s Slack installation is active.
• Confirm the install link was created for the correct Client Workspace.
• Remove and reinstall the app if Slack authorization was revoked.

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A client cannot sign in through the extension

• Confirm the extension status is Ready.
• Confirm the contact has Active access under Channels & Access.
• Reveal and securely resend the credential if needed.
• Confirm the website matches one of the configured host permissions.

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Gia gives an incomplete answer

1. Check Brain → Sources for the expected document or call.
2. Confirm the information belongs to the brain being used.
3. Add or resync the missing source.
4. Ask the question again with the client, project, or time period clearly stated.

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Launch checklist

Before inviting your team or clients, confirm:

• Organization members and roles are correct.
• The Company Brain contains only approved shared knowledge.
• Every client has a separate Client Workspace.
• Client contacts and documents are in the correct workspace.
• Connected sources appear under Brain → Sources.
• Slack shows Verified and has been tested.
• Customer Slack links are bound to the correct Client Workspace.
• The Chrome extension shows Ready and works on approved websites.
• Client access is active only for the intended contacts.
• Scheduled agents have the correct time, timezone, and recipients.
• Optional payment settings and email templates have been reviewed.

Once these checks pass, Gia is ready for day-to-day use.