Admin — Enable MCP for Your Organisation

This step only needs to be done once by an organisation admin.

1. Click the ⚙️ Settings icon.

2. Click AI assistants.

3. Check that Allow AI assistants to connect to this organisation is turned on.

4. Click the copy icon next to the Organisation MCP URL. You'll see MCP URL copied.

Share this link with anyone in your organisation who wants to connect their own ChatGPT account.

Add a Custom MCP Server in ChatGPT

Each person connects their own ChatGPT account.

1. Open ChatGPT in your browser at chatgpt.com and sign in.

2. In the left menu, click Plugins.

3. In the top-right corner, click Add and select Add custom MCP server.

Note: The Add button is only on the Plugins page in the left menu. You won't find it in ChatGPT Settings.

Who can do this: custom MCP servers are available on paid ChatGPT plans, not on the Free plan. In a ChatGPT Business or Enterprise workspace, your ChatGPT admin may need to allow it. If you don't see Add custom MCP server, ask your ChatGPT admin.

Enter a Name and Description

• Name: Knowby

• Description (optional): Search and create knowbys for your organisation

Tip: You can leave the Icon field empty.

Paste the MCP URL

1. Under Connection, keep Server URL selected.

2. Paste the Organisation MCP URL your admin shared with you (step 1).

3. Under Authentication, keep OAuth.

Advanced OAuth settings: leave it as it is. ChatGPT reads Knowby's sign-in settings automatically, so you don't need to open it.

Create the Plugin and Connect Knowby

1. Tick I understand and want to continue.

2. Click Create as a plugin and wait a few seconds.

3. In the Connect Knowby window, click Connect Knowby.

A Knowby sign-in page opens.

Choose Your Organisation and Allow Access

1. If you're not signed in yet, sign in with your Knowby account.

2. Under Organisation, choose the organisation ChatGPT should connect to. If you belong to more than one Knowby organisation, you can pick any of them.

3. Click Allow access.

This will allow shows what ChatGPT can do: search and read your knowbys in the selected organisation, and create new draft knowbys on your behalf. Drafts stay private until you publish them.

Check the Connection

You're taken back to ChatGPT, and Knowby appears under Installed.

1. Click Installed to see Knowby in your list of plugins.

ChatGPT remembers this connection. You only need to do this again if you disconnect it or your access is removed.

Ask Knowby a Question

1. Start a New chat.

2. Type @knowby and select Knowby from the list.

3. Type your question, for example: How do I add a cover image to a knowby?

4. Click the send button.

Allow ChatGPT to Use Knowby

The first time, ChatGPT asks for permission to use Knowby.

1. Click Allow once, or open the arrow next to it and choose Allow Knowby for this conversation.

Good to know: ChatGPT may show a Suspicious Instruction note here. This is ChatGPT's automatic check of the tool description, because Knowby asks ChatGPT to search your organisation's guides first.

See the Matching Knowbys

ChatGPT searches your organisation's knowbys and shows the matching results, with a cover, title and description for each one.

Open the Knowby

Below the results, ChatGPT sums up the steps.

1. Click Open step-by-step guide to open the full knowby in Knowby.

Create a Knowby from a Chat

1. Start a new chat, type @knowby and select Knowby.

2. Ask ChatGPT to create a knowby. Give it a title and the steps, or attach a document.

3. Click the send button.

For example: Create a knowby "Daily forklift pre-start check" with these steps: 1. Check tyres and forks for damage. 2. Check fluid levels and look for leaks. 3. Test horn, lights and brakes. 4. Fasten the seatbelt and report any faults to your supervisor.

ChatGPT confirms Your Knowby has been created successfully!

Review the Draft and Open It in Knowby

ChatGPT shows the new knowby: the title, a Private draft label, the description and the steps. It may also offer to add a cover image — you can upload a photo or paste an image URL in the chat.

1. Click Open in Knowby Editor.

2. Knowby Studio opens. Check the title and description under Details.

3. Click Steps to check each step.

4. Add images or videos to your steps and publish the knowby when it's ready.

Tip: Drafts stay private until you publish them.

Tell ChatGPT to Search Knowby First

By default, ChatGPT may answer how-to questions from its general knowledge or the web.

1. Click your name in the bottom-left corner and select Settings.

2. Click Personalization.

3. Under Custom instructions, click ChatGPT.

4. Add: Always search Knowby first before answering how-to questions.

5. Click Save.

What You Can Do Once Connected

• “How do I ...?” — ChatGPT searches your organisation's knowbys and returns matching results with a link to each one.

• “Create a knowby from this document” — attach a PDF, Word document or PowerPoint, or paste your steps, and ask ChatGPT to turn it into a draft knowby.

Good to Know

This guide was recorded on ChatGPT Plus in a web browser.

The quality of a generated knowby depends on the ChatGPT model you use. If the result isn't what you expected, try again with a more capable model.

Losing Access

If you're removed from your Knowby organisation, your ChatGPT connection stops working automatically, the same way as your access to the Knowby app, web and browser extension.

If your organisation admin turns off AI assistants, this applies to everyone in the organisation immediately.