Use governed knowledge with confidence.

Your active workspace matters

Chat saves conversations and activity in the workspace currently selected in the sidebar. All governed sources searches that workspace’s authorized knowledge together with Public sources and knowledge explicitly shared with this workspace. Check the workspace name before uploading or asking sensitive questions.

Registration approval may be required

When platform approval is enabled, a new account remains Pending after sign-in. Pending, Rejected, and Suspended accounts can navigate public information and their account-status screen, but cannot use protected workspaces, sources, files, chat, or APIs. An administrator must set the account to Active.

Reset timing and shared allowances

Daily allowances reset at the next UTC day and monthly allowances reset at the start of the next UTC month. Workspace question, upload-volume, storage, document, and member limits are shared by everyone using that workspace. Your Settings page shows current usage and the next reset times.

Enterprise is unmetered, not unrestricted

Enterprise removes the conversation, daily, monthly, workspace-question, member, and document-count ceilings. Questions-per-minute, simultaneous processing, uploads, file size, page count, monthly upload volume, storage, and re-index safeguards still apply.

Plans do not grant permission

A higher plan never bypasses account approval, workspace membership, Owner/Editor/Viewer roles, or Public/Internal/Restricted visibility. A platform administrator assigns the plan; workspace permissions continue to decide which content and controls a user can access.

Workspace creation allowance

Free accounts can own one workspace, Pro accounts can own up to 10, and Enterprise accounts can own up to 50. Workspaces you only join do not count. A platform administrator may assign a custom limit to an individual account.

Review your allowance

Your current plan and usage appear in Settings. See the public Account plans page for the complete Free, Pro, and Enterprise comparison.

Share with specific workspaces

Owners and Editors can keep a source or collection Internal or Restricted and grant selected workspaces read-only access. Members of a selected workspace may search, cite, preview, and download it, but cannot manage it. The destination selector lists only other workspaces the person sharing already belongs to.

How effective visibility is decided

Public takes precedence: if either the source or its collection is Public, the source is publicly available to signed-in Klaro users. Otherwise, if either one is Restricted, Restricted access rules apply. If neither applies, the source is Internal. Setting a collection to Public therefore publishes every source assigned to it, including sources previously marked Restricted.

External knowledge is read-only

Members can search, cite, preview, and download an external Public source or an item shared with their workspace, but they cannot edit, replace, re-index, move, restrict, re-share, or delete it. Those controls remain with the source workspace’s Owners and Editors.

Supported files and plan allowances

Klaro accepts PDF, DOCX, XLSX, PPTX, TXT, and Markdown files. The per-file maximum is 10 MB on Free, 50 MB on Pro, and 100 MB on Enterprise; daily uploads, workspace storage, page count, and re-index timing also follow the active workspace plan. You can review current usage in Settings. Google Docs, Google Sheets, and Google Slides selected from Drive are copied into Klaro as DOCX, XLSX, and PPTX files. All worksheets in an Excel or Google Sheets workbook are indexed. Scanned or image-only PDFs need searchable text or OCR before Klaro can index them.

Google Drive imports stay synchronized

Connect Google Drive to the active workspace before importing. Klaro checks selected Drive files every 30 minutes. When Drive reports a newer file version, Klaro downloads and re-indexes it, then publishes the next version of the same governed source. Owners and Editors can pause automatic checks or run Sync now.

Atlassian imports can stay synchronized

Each workspace has its own Atlassian connection. Connect the active workspace to an Atlassian account, browse the sites that account permits, then select Jira tickets or Confluence pages to copy into that workspace. Connecting or reconnecting one workspace does not change another workspace's Atlassian credentials or sources. Klaro checks Jira and Confluence sources every 30 minutes; Owners and Editors can pause automatic sync or run Sync now from Governed Sources. Workspace Owners manage near-real-time Jira webhooks from Developers. See the Developers guide for configuration, project scope, security, and event behavior.

Website imports are controlled snapshots

Pro and Enterprise Owners and Editors can ask Klaro to turn one public HTTP or HTTPS page into a source. Klaro respects robots rules, cannot use signed-in sessions, blocks private-network addresses, and records the original URL and retrieval time. The imported source is a snapshot and does not automatically follow later website changes.

Source Editor drafts are private until published

The editor conversation and Markdown draft are not used by normal governed chat until you select Publish source. Later edits can publish a new version of the same source. Deleting an editor chat lets you keep the published source or delete the source and its searchable passages too.

Review the draft before publishing

The Markdown Preview formats headings, lists, tables, links, quotations, inline code, and code blocks so you can inspect readability. Preview does not publish or save by itself; use Save draft to retain edits and Publish source when the content is ready for governed retrieval.

Only import content you are allowed to use

The person importing a page is responsible for confirming that its terms, copyright, confidentiality, and organizational policies permit the content to be copied into Klaro. Public availability does not automatically grant reuse rights.

Chat attachments are different

A file attached directly to a chat message starts as conversation-only context. An Owner or Editor can ask Klaro to “store this as a source” to promote that attachment into Governed Sources. Otherwise, deleting the conversation also removes its messages and chat attachments.

How tags help Klaro answer questions

When a question contains a workspace tag name, Klaro gives additional retrieval attention to authorized sources carrying that tag and to authorized sources inside collections carrying that tag. Normal semantic and keyword retrieval still run, so tags guide discovery rather than acting as a strict filter or guaranteeing that a source will be cited.

Ask for live source statistics

Klaro can count unique governed sources in the active chat scope and analyze them by tag, indexing status, source type, and collection. For example, ask “How many tickets currently?”, “Count documents tagged privacy,” or “Which tag has the most sources?” These answers come from current authorized source metadata rather than estimates from document excerpts. Direct and collection-inherited tags are combined without double-counting, version-history rows are not counted as additional documents, and supporting source cards are included when available.

Tags never grant access

A tag cannot make a source visible, bypass a Restricted collection, or override workspace membership and sharing rules. Klaro resolves authorization first and uses tags only within the knowledge the person and active chat are already allowed to retrieve.

Jira webhook tag inheritance

Workspace Owners can configure tags for newly created Jira webhook sources under Developers. Each new source created by that webhook receives the configured tags. Changing the webhook tags affects future source creation only; existing Jira sources keep their current tags unless an Owner or Editor edits them directly.

When to use a collection

Create collections for a department, project, policy family, client, or access boundary. Avoid creating a collection for a single temporary question.

Create a source from chat

Owners and Editors can provide reusable information, then say “Please store this as a source.” Pro and Enterprise Owners and Editors can include one public website URL and ask Klaro to scrape or import it as a source. Klaro creates an Internal Markdown source and adds it to the selected collection when one is active. Review imported or generated content before treating it as approved knowledge.

Friendly, but professional

Klaro recognizes common conversational variations such as “Hi Klaro,” “How are you today?”, thanks, and goodbyes. It can respond warmly and use occasional workplace-friendly humor. Document, legal, policy, compliance, safety, and sensitive questions still use governed retrieval and remain professional so friendliness never replaces evidence.

Evidence unavailable is a safety response

It usually means the selected sources do not contain enough relevant information, the correct source is not authorized for the chat, or the question needs more specific terms. It does not always mean the document is missing.

Deleting a conversation is permanent

You can delete your own conversation from the chat header or recent-conversations list. This removes its messages and chat attachments, but it does not delete any governed sources cited in the conversation.

Audit activity is not document content

It records that an action occurred and identifies the affected resource. It is intended for accountability and troubleshooting, not as a replacement for the source itself.

Themes follow the workspace

A theme changes the workspace navigation, accents, and background only. It does not change roles, visibility, permissions, or account limits. Switching workspaces automatically applies the theme selected for that workspace.