Knowledge & Playbooks

What Is the Knowledge Base?

The FlexotiumPOS Knowledge Base is an operational memory layer — a searchable collection of past events, decisions, supplier notes, resolved incidents, and custom playbooks. It helps the AI give better recommendations and gives your team a structured reference for handling non-standard situations.

Navigate to AI → Knowledge to access it.

Searching Operational Memory

The search bar at the top of the Knowledge page accepts natural-language queries:

• "What do we do when the card reader is offline?"
• "Last time supplier Ahmed's delivery was late, what happened?"
• "What's our process for handling a price dispute?"

Results are ranked by relevance and recency. Each result shows the event or document, when it was created, and which team member created or edited it.

How the AI Uses Past Events

FlexotiumPOS automatically captures certain operational events into the Knowledge Base:

• Resolved incidents — when a Review Queue item is approved or rejected with a reason
• Automation failures — and how they were resolved
• Supplier notes — comments added during PO receiving or invoice processing
• Variance explanations — reasons given for stock count and shift close variances

Over time, this creates a rich history that the AI uses to:

• Identify recurring patterns ("Supplier Y is consistently late in December")
• Calibrate reorder suggestions to your actual consumption
• Improve automation trigger accuracy

Adding Custom Knowledge

To add a custom knowledge entry:

1. Go to AI → Knowledge → Add Entry
2. Choose a category: Procedure, Supplier Note, Incident, Policy, or General
3. Enter a title and the content (plain text or markdown)
4. Tag the entry with relevant keywords for better search results
5. Click Save

Custom entries are immediately available to the AI Copilot and appear in search results.

Playbooks

Playbooks are step-by-step response guides for specific operational scenarios. They're designed to be followed in real time — not just read for reference.

Accessing Playbooks

Go to AI → Knowledge → Playbooks. Playbooks are organised by category: Inventory, Purchasing, Staff, Integrations, Compliance.

Following the Low Stock Response Playbook (Example)

This is the most-used playbook for operations managers:

Step 1: Identify the affected product Check the inventory dashboard for products below reorder point. Click each product to see its current quantity and days of cover remaining.

Step 2: Check for existing purchase orders Open the product detail and review the Pending Orders section. If a PO is already in progress, note the expected delivery date and compare it to the days of cover. If the delivery will arrive before stockout, no action needed.

Step 3: Create a purchase order If no PO is in progress, click Create PO from the product detail. The system pre-fills the suggested reorder quantity. Adjust if needed and submit.

Step 4: Notify the team If the product will stockout before the PO arrives, notify the relevant cashiers and consider temporarily removing the product from the POS terminal to prevent overselling.

Step 5: Mark playbook complete Check off each step as you complete it. The system records your completion for audit purposes.

Marking Playbook Steps Complete

Each playbook shows checkboxes next to each step. As you complete a step, tick the checkbox. When all steps are checked, click Mark Playbook Complete to log the completion with a timestamp.

Creating a Custom Playbook

Owners can create custom playbooks at AI → Knowledge → Playbooks → New Playbook. Managers can suggest new playbooks using the Suggest Playbook button, which sends the suggestion to the Owner for approval.

Congratulations — Manager Path Complete!

You've completed the Operations Manager Playbook. You now know how to monitor inventory, process purchasing and OCR invoices, manage the review queue, generate reports, maintain automations, and use the knowledge base.