Getting Zwart set up takes less than 30 minutes. Here's exactly what to do, in order.

Step 1: Create your account

Go to the registration page and sign up with your work email. You'll become the admin of your workspace — meaning you're in charge of inviting people and managing what gets uploaded.

Step 2: Upload your first document

Head to the Knowledge Base section and upload something. Start with one important document — a procedure, a how-to guide, or an onboarding doc. You don't need everything in there on day one. Start small, see how it works.

Step 3: Ask your first question

Go to the Chat section and ask something that's covered in the document you just uploaded. Type it in plain language — the same way you'd ask a colleague. Zwart will answer and point you to where it found the information.

Step 4: Invite your team

Once you're happy with how it works, go to the Admin section and send invites to your team by email. They'll get a link, create their account, and be ready to use Zwart immediately.

Step 5: Keep adding knowledge

Zwart gets more useful the more you give it. Over time, add more documents, run Smart Intake sessions with your experts, and keep the knowledge base up to date when things change in your company.

Not all documents are equal. Here's what to think about before you upload, so Zwart can give the best possible answers.

What types of files can I upload?

• PDF files (most common)
• Word documents (.docx)
• Plain text
• Copied and pasted text

What makes a good document?

Zwart reads your document and learns from it. The clearer the writing, the better the answers. Here's what helps:

• Use clear headings to separate sections
• Write in plain, direct language — avoid jargon where possible
• Be specific: "press the green button on the left side" is better than "press the button"
• Keep one topic per document where possible

How to upload

• Go to the Knowledge Base section in the left menu
• Click the upload button
• Select your file or paste your text
• Wait a few seconds for Zwart to process it
• Once it's in, you can start asking questions about it immediately

What to upload first?

Start with the document your team asks about the most. The one you've had to explain 20 times. That's the one Zwart should know first.

Smart Intake is one of Zwart's most powerful features — and the easiest way to capture knowledge from people who are too busy to write documentation themselves.

What is Smart Intake?

Instead of asking your expert to sit down and write a procedure (which never happens), Zwart interviews them. It asks smart questions, follows up, and then automatically writes the document for you. The whole thing takes about 15 minutes.

When to use it

• When you need to capture how someone does something important
• When a key team member is leaving and you want to preserve their knowledge
• When you need a procedure written but nobody has time to write it
• When you want to document a complex process that's hard to explain in writing

How to run a session

• Go to Smart Intake in the left menu
• Type what topic you want to capture (e.g. "how we handle a client complaint")
• Zwart will start asking questions — answer them naturally, as if talking to a colleague
• When the session is complete, Zwart generates a structured document automatically
• Review it, make any edits, and save it to your knowledge base

Who should do the intake?

Whoever knows the topic best. That's usually not the manager — it's the person who actually does the work every day. They're the expert. Zwart makes it easy for them to share that expertise without having to write anything.

As the admin, you control who's in your Zwart workspace and what they can do. Here's how it works.

Inviting someone

• Go to the Admin section in the left menu
• Click "Invite team member"
• Enter their email address
• They'll receive an invite email and can sign up immediately

Roles explained

There are two main roles in Zwart:

• Admin: Full access to everything — inviting people, uploading documents, running Smart Intakes, and reviewing team activity.
• Team Member: Can use the chat to ask questions. That's it. They can't upload documents or see admin features.

Removing someone

If someone leaves the team, you can remove their access from the Admin section. Their past conversations stay in the system, but they won't be able to log in anymore.

Zwart is only as good as what you put into it. These tips will help you write documents that produce much better answers.

Be specific

Vague documents produce vague answers. Instead of "handle the complaint appropriately," write "call the client within 2 hours, apologize, and offer a 20% discount on the next order." The more specific, the better.

Use clear headings

Break your document into sections with clear headings like "Step 1: Opening the system" or "What to do if the client is angry." Headings help Zwart understand what each part of the document is about.

Write steps as steps

When documenting a process, number the steps. "1. Open the app. 2. Click Settings. 3. Select Users." This structure makes it much easier for Zwart to explain the process to someone asking about it.

Include the exceptions

What happens when something goes wrong? What's the edge case? Document those too. They're often the most valuable thing in a procedure and the first thing someone will ask about.

Keep documents focused

One document = one topic. A document called "Everything about client management" is harder to search than five separate documents about specific parts of client management.

A good question gets a good answer. Here are a few habits that make a real difference.

Be specific about what you need

Instead of "tell me about refunds," try "what's the process for giving a partial refund to a client who paid by bank transfer?" The more context, the more precise the answer.

Ask in plain language

You don't need to use any special language or commands. Just ask like you'd ask a colleague. "How do I..." or "What happens when..." or "Who is responsible for..." — all of these work perfectly.

Ask follow-up questions

If the answer isn't quite what you needed, ask again. "Can you give me more detail on step 3?" or "What if the client refuses?" Zwart remembers the conversation and can go deeper.

If you get a bad answer, check the source

Zwart shows you where it found its answer. If the answer seems off, check the source document — the issue is usually there, not with Zwart. Update the document and the next answer will be better.