Ex.Brain works best when it has content to reference (Blocks, meetings, integrations). Without data, responses will be limited or generic. 

Yes, but only Admins can delete Blocks or Block Categories. Regular users can only edit or view depending on their Access Level. 

• Go to Business Settings
• Use the edit icon next to the Sub-Brand or Workspace you want to rename
• Save changes

You must have Admin rights to access this panel 

• You may not have access to its Category or Workspace
• Your Access Level might not permit viewing other users’ data
• The Block might still be processing 

Ex.Brain will reprocess that Block and reflect changes in future queries. This happens automatically. 

Block archiving is coming soon. For now, Admins can manually remove or export inactive Blocks. 

• For tech issues: support@ex-brain.com
• For team setup or onboarding: reach out to your internal Admin or Team Lead 

Check your spam folder. You can resend the code after 30 seconds. OTP codes expire in 5 minutes. 

Yes, but work emails make collaboration and permission management easier—especially in teams. 

You can edit them later in Settings → Sub-Brand or delete and reassign Workspaces. 

Upload a PDF, assign it to a Block Category, and ask: “What is this document about?” 

No. You must complete setup for at least 1 Sub-Brand and 1 Workspace. These are required for access control. 

Yes, go to Team Management → Departments or Block Management → Categories. 

Yes! Many solo professionals use xBlock as their own AI knowledge assistant. 

Click the 3-dot menu (⋮) in the top-right corner of your dashboard. This reveals shortcuts to Profile Settings, Business Settings, Subscription Plan, Appearance (coming soon), and Logout. 

A Primary Brand is the top-level company identity in your Ex.Brain account. You can edit its name, logo, description, and contact details from Business Settings anytime—but you can’t delete or replace it with another brand. 

Not directly. For security, email address changes require contacting your Admin or Ex.Brain Support. This ensures proper identity verification and safe account transfer. 

You’ll be asked for a new OTP every time you log in. This is more secure, but also slower, especially if you use the platform frequently. 

• It may be caught in spam or promotions folder
• You might’ve mistyped your email
• You may have requested too many codes in a short time (temporary lockout) 

Tip: Wait 30 seconds and click Resend code

Ex.Brain currently uses OTP (email-based authentication), which functions as a secure form of 2FA. Google Sign-In also provides an extra layer of security via OAuth. 

This feature is coming soon. It will allow you to:

• View all sessions
• Revoke access from lost or shared devices
• Set auto-logouts for inactivity 

Major changes will prompt a notification and require acknowledgment. Minor changes will be listed in our changelog. 

Yes. If you have the Admin access level, you can:

• Invite or remove team members
• Change their roles
• Control their access to Block Categories and features

You do this under Team Management > Employees and Access Levels.

The Brand Hierarchy helps you organize your company inside Ex.Brain. It allows you to manage data visibility and employee access by grouping users into Primary Brand, Sub-Brands, and Workspaces. This keeps your platform secure, scalable, and aligned with how your business actually operates. 

No. Each account has only one Primary Brand. All Sub-Brands and Workspaces are structured underneath it. If you run separate businesses, we recommend creating a new account for each. 

Yes. You can edit both Sub-Brand names and Workspace names anytime from the Business Settings panel. 

Ex.Brain will block deletion if the Sub-Brand or Workspace still has:

• Blocks (datasets)
• Assigned employees
• Linked departments or access roles

You must remove or transfer these before deleting. 

Tip: Ex.Brain will show you a popup that lists what’s still connected so you can resolve it easily.

• A Sub-Brand represents a division, region, or team under your Primary Brand
• A Workspace is a branch, unit, or internal team within a Sub-Brand

Example

• Sub-Brand = “East Coast Logistics”
• Workspaces = “Atlanta Warehouse”, “Boston Dispatch”

Only during the sign-up wizard. You define the term (like “Branch” or “Office”) once, and it’s used throughout your account. You cannot change it later. 

Yes. Employees can be part of multiple Workspaces (if they work across regions), but their permissions will depend on their assigned access level per Workspace. 

Ex.Brain considers a user’s brand, sub-brand, and workspace to:

• Determine what data they can access
• Personalize AI responses
• Ensure that employees only get answers from their relevant division or location 

A file is a static document—like a PDF or Excel sheet. A Block is what that file becomes inside Ex.Brain. It includes metadata (category, location, creator), access permissions, and can be used by Ex.Brain for search, summarization, and answering questions. 

Yes. When uploading, you can add multiple files into one Block (e.g., a training video + presentation + checklist). This lets Ex.Brain understand the complete context. 

Only people who:

1. Have access to the Workspace the Block is assigned to
2. Belong to a Permission Role that includes access to that Block Category

This two-layer permission system ensures visibility stays secure. 

Ex.Brain uses the Block description to understand what kind of data it is dealing with. A short, accurate description improves AI answers, summaries, and search relevance.

Example: “End-of-year financial report for all retail locations, including revenue breakdown by month.

Ex.Brain uses the Block description to understand what kind of data it is dealing with. A short, accurate description improves AI answers, summaries, and search relevance. 

Block Categories are required—every Block must belong to one. This is how permissions, organization, and AI routing work. If you’re unsure, create a category like “Unsorted” and reassign later. 

Yes. You can edit any Block after upload from the Block Inventory:

• Change its name
• Update description
• Reassign to a new Category or Workspace 

Currently, you cannot replace files within a Block. Instead, delete the Block and create a new one with updated content.

Bulk editing and versioning will be available in future updates. 

These are Blocks generated automatically from third-party tools you connect (like QuickBooks, Shopify, etc.). They behave just like uploaded files—except they’re synced and updated automatically.

Pro Tip: Review your Blocks every quarter for better system performance.

• Clear and specific name
• Accurate description
• Assigned to the right category and workspace
• Includes relevant files

The better your Blocks are structured, the better your Ex.Brain assistant performs. 

• Departments are functional teams (e.g. HR, Marketing, Finance)
• Workspaces are physical or logical locations (e.g. NYC Office, West Coast Division) You assign Departments within Workspaces. 

Yes. Go to Team Management → Employees, click Edit beside the employee, and make any changes needed. 

They receive an email invite to join Ex.Brain. Once they accept, they’re asked to create a profile, and they’ll only have access to what their role and workspace allow. 

• Role is the person’s job title or position (e.g. Manager, Developer, Server)
• Access Level controls what data, tools, and Block Categories they can use

Roles are informational. Access Levels enforce permissions. 

Yes. You can assign employees to multiple Workspaces and Departments as long as their access level allows it. 

Yes. Every department requires a manager. This ensures:

• Clear accountability
• Localized team organization
• Scalable team oversight 

Yes. Create an Access Level with “Read Only” permissions and assign them to specific categories and workspaces. 

Go to the Departments or Access Levels tab:

• Remove unassigned or duplicate roles
• Rename or merge overlapping departments

You must reassign or delete linked employees first. 

A regular Block is uploaded manually (e.g., PDF, DOCX). An Integration Block is created by syncing data from an external platform (like QuickBooks, Google Calendar). Both live in the same inventory and follow the same permission rules. 

Yes. You can connect as many integrations as your plan allows. Each connected service will create its own set of Integration Blocks. 

Yes. Go to Block Inventory, find the integration Block, and click Edit. You can change:

• Block Category
• Workspace(s)
• Description 

• Live sync: Services like Google Calendar update in real time
• Scheduled sync: Most financial and POS integrations update daily or hourly

You can ask Ex.Brain about the latest version of any data without re-uploading. 

Only users who:

1. Belong to a Workspace assigned to the integration Block
2. Have an Access Level that includes that Block Category

Ex.Brain will not surface results outside your permissions. 

The connected Blocks will remain, but they’ll stop syncing. You can:

• Keep them as static references
• Delete them manually if no longer needed

(A future release will include full integration management and removal tracking.) 

Use the “Request an Integration” button or email support@ex-brain.com with your platform and use case. You’ll be notified if it enters development or beta testing. 

Only what you have access to. If your Access Level doesn’t include a Block Category or Workspace, Ex.Brain won’t use that data in responses. 

Yes, but only within your workspace and team environment. It does not train public models. Learning is scoped to your account to improve relevance and follow-ups. 

You can ask about:

• Uploaded files (PDFs, docs, spreadsheets)
• Integrated systems (QuickBooks, Google Calendar, etc.)
• Meeting recordings
• STK (training sessions, voice notes) 

No. If your data is uploaded or connected and you have permission, Ex.Brain will search automatically. Just ask your question. 

Yes. Use the microphone icon to activate speech-to-text. It works best with clear audio and a quiet background. 

This may happen if:

• The data is in a Block you don’t have access to
• The Block Category or Workspace isn’t assigned to you
• The file was just uploaded and is still processing 

Feature coming soon: thumbs up/down, flag for review, and reply to improve suggestions. For now, use follow-up questions to refine results. 

Meeting Organizer is built to help you record, analyze, and transform important meetings into usable knowledge. You can use it for:

• Team syncs and strategic discussions
• Financial or operational reviews
• Cross-functional planning meetings
• 1-on-1s, performance reviews, and more

Everything you record becomes searchable and usable by Ex.Brain AI. 

When you click Start Recording, you can either:

• Start with recording details – Add title, language, category, etc. before recording
• Start instantly – Begin recording right away and fill out info later

Scheduled Meetings are for meetings you’ve planned in advance (e.g., Google Meet or MS Teams). This feature is coming soon and will allow deep integration with calendars and platforms. 

Adding a meeting name, language, and categories helps you:

• Easily reference the meeting later using Ex.Brain (“What did we decide in the Q2 Strategy meeting?”)
• Organize your recordings into searchable topics
• Automatically assign exports to the right workspace and teams 

After the meeting ends:

1. The system processes the audio and performs diarization (speaker separation)
2. Transcripts will then show clearly labeled speakers (e.g., Speaker 1, Speaker 2)
3. You can manually assign real names to each speaker

This step improves Ex.Brain’s ability to generate accurate documents and insights. 

Ex.Brain currently supports exporting into 18 document types, including:

• Summary / Detailed Summary / Executive Summary
• Meeting Minutes / SOPs / Reports
• Guides / Checklists / Training Materials
• Strategic Plans / Task Lists / Mind Maps and more

Each document can be added to My Ex.Brain and used later in conversations. 

1. After the meeting ends and diarization is complete, go to the Export tab
2. Choose a document type (e.g., Summary, SOP, Action Plan)
3. Fill out the export block information
4. Click “Generate”
5. Add the document to Ex.Brain if needed

You can find all documents under the Documents tab inside that meeting session. 

Yes. Use the Import Audio File option in the Meeting Organizer to upload recordings from:

• Zoom
• MS Teams
• Google Meet
• Any saved audio file (MP3, WAV, etc.)

Once imported, it will go through the same transcription and diarization process as live meetings. 

Yes. Open the meeting, click the ⋮ menu (three dots), and select Edit Meeting Info. You can update:

• Title
• Language
• Categories and subcategories
• Description and tags

This does not affect the transcript or audio — only the metadata used for searching and organization. 

Yes. After recording, or even during diarization, click the ⋮ menu and select Delete.

⚠️ Deleted meetings cannot be recovered, so be careful. 

Make sure:

• The transcript is complete and diarization has finished
• You added the export document as a Block to Ex.Brain
• The meeting is assigned to the correct workspace and access level

If you missed this step, you can reopen the document and click “Add to My Ex.Brain.” 

• Recheck audio quality (clear mic, avoid overlapping speakers)
• Manually reassign speaker names if misaligned
• If issues persist, contact support for assistance 

Yes. Ex.Brain follows strict enterprise-grade security:

• All data is encrypted in storage and transit
• Access is role-based and workspace-specific
• Only authorized users can view, edit, or export the meeting 

STK is designed to capture any type of knowledge-sharing session. Examples include:

• Workshops and training classes
• Internal seminars and onboarding events
• Podcasts, speeches, and interviews
• Brainstorming sessions or personal knowledge dumps
• Audiobooks, webinars, and conference recordings

Basically, if it’s spoken knowledge, you can record it with STK and turn it into reusable, AI-powered documentation. 

STK currently supports over 20 languages including:

English, Spanish, French, Chinese, Vietnamese, Arabic, Korean, Japanese, Hindi, Urdu, German, Tagalog, Russian, Portuguese, Italian, Polish, Greek, Hebrew, Haitian Creole, Punjabi, Gujarati

More languages are being added regularly. 

After diarization, each speaker is labeled as “Speaker 1”, “Speaker 2”, etc.
You can manually assign names to speakers by:

• Clicking the speaker label
• Selecting from registered employees or typing a name

This helps Ex.Brain understand who said what in follow-up queries and improves future insights. 

You can export to over 42 document formats, including:

• SOPs, Reports, Checklists, and Guides
• Lesson plans, Curriculum, Training materials
• Email templates, Social media posts, Presentations
• Speech text, Proposals, Strategic plans, and more

Each export is editable and can be added to My Ex.Brain as a Block. 

By adding a document to My Ex.Brain:

• You make it searchable by AI across your organization
• Ex.Brain can use it to answer questions, generate new content, or help onboard teams

The document appears in your Block Inventory 

1. Click the three-dot menu on any STK session
2. Choose Edit to change title, category, language, etc.
3. Delete unused sessions to stay organized 

Yes. From the Documents tab:

• Open the document
• Click the trash icon to delete it
• This does not delete the entire STK session—only the selected export 

If speakers weren’t properly separated:

• Try re-importing the audio at higher quality
• Ensure multiple speakers don’t overlap too much
• Contact support if repeated sessions have diarization issues 

How long does it take for processing after recording?

• Transcription: Starts immediately during recording
• Diarization: Starts after the session ends and may take a few minutes
• Exporting: Usually under 30 seconds depending on document type

You’ll get a notification when diarization and exports are ready. 

Yes. Your audio recordings, transcriptions, and exported documents are:

• Encrypted in storage
• Access-controlled by your team roles and permission levels
• Only visible to users with access to that Block or Workspace