Ex.Brain works best when it has content to reference (Blocks, meetings, integrations). Without data, responses will be limited or generic.
Can I use Ex.Brain without uploading data?
Ex.Brain works best when it has content to reference (Blocks, meetings, integrations). Without data, responses will be limited or generic.
Can I delete Blocks or Categories?
Yes, but only Admins can delete Blocks or Block Categories. Regular users can only edit or view depending on their Access Level.
How do I rename Workspaces or Sub-Brands?
You must have Admin rights to access this panel
Why can’t I see a Block that someone else uploaded?
What happens when I update a Block?
Ex.Brain will reprocess that Block and reflect changes in future queries. This happens automatically.
Can I archive data?
Block archiving is coming soon. For now, Admins can manually remove or export inactive Blocks.
Who can I contact for help?
I didn’t receive the OTP.
Check your spam folder. You can resend the code after 30 seconds. OTP codes expire in 5 minutes.
Can I use a personal email to sign up?
Yes, but work emails make collaboration and permission management easier—especially in teams.
What if I entered the wrong Sub-Brand or Workspace?
You can edit them later in Settings → Sub-Brand or delete and reassign Workspaces.
What’s the fastest way to test Ex.Brain?
Upload a PDF, assign it to a Block Category, and ask: “What is this document about?”
Can I skip parts of the sign-up wizard?
No. You must complete setup for at least 1 Sub-Brand and 1 Workspace. These are required for access control.
Can I rename or delete departments or categories later?
Yes, go to Team Management → Departments or Block Management → Categories.
Can I use xBlock with just one person?
Yes! Many solo professionals use xBlock as their own AI knowledge assistant.
How do I access the Account Settings menu?
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.
What is a Primary Brand, and can I edit it later?
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.
Can I change the email address tied to my user account?
Not directly. For security, email address changes require contacting your Admin or Ex.Brain Support. This ensures proper identity verification and safe account transfer.
What happens if I forget to check “Remember this device for 14 days”?
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.
Why does my OTP sometimes not arrive?
Tip: Wait 30 seconds and click Resend code
Is there 2-factor authentication (2FA)?
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.
Can I see what devices I’m logged in on?
This feature is coming soon. It will allow you to:
Do I need to accept Terms and Privacy policies again after updates?
Major changes will prompt a notification and require acknowledgment. Minor changes will be listed in our changelog.
Can I manage another user’s access as an Admin?
Yes. If you have the Admin access level, you can:
You do this under Team Management > Employees and Access Levels.
What is the Brand Hierarchy used for?
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.
Can I have more than one Primary Brand?
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.
Can I rename a Sub-Brand or Workspace later?
Yes. You can edit both Sub-Brand names and Workspace names anytime from the Business Settings panel.
Why can’t I delete a Workspace or Sub-Brand?
Ex.Brain will block deletion if the Sub-Brand or Workspace still has:
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.
What’s the difference between a Sub-Brand and a Workspace?
Example
Can I change what “Workspace” is called?
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.
Can users be assigned to more than one Workspace?
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.
How does Ex.Brain use brand hierarchy?
Ex.Brain considers a user’s brand, sub-brand, and workspace to:
What is the difference between a Block and a file?
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.
Can I upload multiple files into a single Block?
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.
Who can see the Blocks I upload?
Only people who:
This two-layer permission system ensures visibility stays secure.
Why do I need to write a Block description?
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.
Why do I need to write a Block description?
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.
What happens if I don’t choose a Block Category?
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.
Can I move a Block from one category or location to another later?
Yes. You can edit any Block after upload from the Block Inventory:
Can I re-upload or replace files inside an existing Block?
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.
What are integration Blocks?
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.
What makes a “good” Block?
The better your Blocks are structured, the better your Ex.Brain assistant performs.
What’s the difference between a Department and a Workspace?
Can I change an employee’s workspace or access level later?
Yes. Go to Team Management → Employees, click Edit beside the employee, and make any changes needed.
What happens when I invite an employee?
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.
What’s the difference between Role and Access Level?
Roles are informational. Access Levels enforce permissions.
Can one employee belong to more than one Workspace or Department?
Yes. You can assign employees to multiple Workspaces and Departments as long as their access level allows it.
Do I need to assign a Manager to each Department?
Yes. Every department requires a manager. This ensures:
Can I restrict someone to only view Blocks?
Yes. Create an Access Level with “Read Only” permissions and assign them to specific categories and workspaces.
How do I clean up unused roles or departments?
Go to the Departments or Access Levels tab:
You must reassign or delete linked employees first.
What is the difference between a regular Block and an Integration Block?
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.
Can I connect more than one integration?
Yes. You can connect as many integrations as your plan allows. Each connected service will create its own set of Integration Blocks.
Can I edit an Integration Block’s category or workspace after setup?
Yes. Go to Block Inventory, find the integration Block, and click Edit. You can change:
How often are integrations updated?
You can ask Ex.Brain about the latest version of any data without re-uploading.
Who can access data from integrations?
Only users who:
Ex.Brain will not surface results outside your permissions.
What happens if I delete an integration?
The connected Blocks will remain, but they’ll stop syncing. You can:
(A future release will include full integration management and removal tracking.)
What if I want a platform that’s not listed?
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.
Can Ex.Brain access everything in our company?
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.
Does Ex.Brain learn from my conversations?
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.
What kinds of data can I ask about?
You can ask about:
Do I need to tell Ex.Brain where the data is?
No. If your data is uploaded or connected and you have permission, Ex.Brain will search automatically. Just ask your question.
Can I use voice input?
Yes. Use the microphone icon to activate speech-to-text. It works best with clear audio and a quiet background.
Why did Ex.Brain say it can’t find anything?
This may happen if:
Can I give feedback on an answer?
Feature coming soon: thumbs up/down, flag for review, and reply to improve suggestions. For now, use follow-up questions to refine results.
What can I use Meeting Organizer for?
Meeting Organizer is built to help you record, analyze, and transform important meetings into usable knowledge. You can use it for:
Everything you record becomes searchable and usable by Ex.Brain AI.
What’s the difference between “Start Recording” and “Schedule Recording”?
When you click Start Recording, you can either:
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.
Why should I name and categorize my meetings?
Adding a meeting name, language, and categories helps you:
How does Ex.Brain know who said what in a meeting?
After the meeting ends:
This step improves Ex.Brain’s ability to generate accurate documents and insights.
What kinds of documents can I generate from a meeting?
Ex.Brain currently supports exporting into 18 document types, including:
Each document can be added to My Ex.Brain and used later in conversations.
How do I export a meeting into a document?
You can find all documents under the Documents tab inside that meeting session.
Can I import an audio file from another platform into a meeting?
Yes. Use the Import Audio File option in the Meeting Organizer to upload recordings from:
Once imported, it will go through the same transcription and diarization process as live meetings.
Can I update meeting details after recording?
Yes. Open the meeting, click the ⋮ menu (three dots), and select Edit Meeting Info. You can update:
This does not affect the transcript or audio — only the metadata used for searching and organization.
Can I delete a meeting?
Yes. After recording, or even during diarization, click the ⋮ menu and select Delete.
⚠️ Deleted meetings cannot be recovered, so be careful.
Why isn’t my meeting showing up in search or Ex.Brain?
Make sure:
If you missed this step, you can reopen the document and click “Add to My Ex.Brain.”
What should I do if diarization fails or seems wrong?
Is my meeting data private and secure?
Yes. Ex.Brain follows strict enterprise-grade security:
What can I record with STK?
STK is designed to capture any type of knowledge-sharing session. Examples include:
Basically, if it’s spoken knowledge, you can record it with STK and turn it into reusable, AI-powered documentation.
What languages does STK support?
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.
How does STK know who’s speaking?
After diarization, each speaker is labeled as “Speaker 1”, “Speaker 2”, etc.
You can manually assign names to speakers by:
This helps Ex.Brain understand who said what in follow-up queries and improves future insights.
What can I export from an STK session?
You can export to over 42 document formats, including:
Each export is editable and can be added to My Ex.Brain as a Block.
Why add an STK export to My Ex.Brain?
By adding a document to My Ex.Brain:
The document appears in your Block Inventory
How do I clean up or edit my STK sessions?
Can I delete a generated document from an STK?
Yes. From the Documents tab:
What happens if diarization fails or seems wrong?
If speakers weren’t properly separated:
How long does it take for processing after recording?
You’ll get a notification when diarization and exports are ready.
Is STK secure?
Yes. Your audio recordings, transcriptions, and exported documents are: