# FAQ — Frequently Asked Questions
Source: https://freshbase.mintlify.app/faq
Quick answers to the most common questions about Freshbase.
Quick answers to the most common questions about Freshbase. If you can't find what you're looking for, check out the [how-to guides](/how-to/create-first-base) or contact support.
## Getting started
### What is Freshbase and what is it for?
Freshbase is an intelligent platform for the **discovery and planning phase** of software projects. It helps you think before you build: define requirements, break large tasks into smaller pieces, document decisions, and extract knowledge from meetings.
The core principle is: **specifications are the new code**. Instead of jumping straight into programming, Freshbase helps you structure and organize your ideas first.
### Does Freshbase generate code?
**No.** Freshbase is not a coding agent, copilot, or programming tool. It specializes in helping you **plan and document**. The AI assistant helps refine requirements, create specifications, organize ideas, and process meetings — all in natural language, no code involved.
### How do I create my account and organization?
When you access Freshbase for the first time, the system guides you through an onboarding process:
A quick introduction to the platform
Set your company or team name and a slug (URL identifier)
Give your first project a name
The assistant asks questions to understand the context of your Base
Connect your calendar (optional, you can do this later)
Add colleagues' email addresses (optional)
See available integrations (Linear, transcription, calendar)
You can skip optional steps and configure them later in **Settings**.
### What is a "Base"? How do I create my first one?
A Base is the space that brings together everything about a project or initiative: documents, conversations with the assistant, meeting transcriptions, and settings. Think of it as a "smart folder" for a project.
During onboarding, you create your first Base automatically. To create new Bases later, go to **Settings > Bases > New Base**.
See the complete guide
### What is the difference between a personal workspace and a team workspace?
* **Personal workspace:** Created automatically for you. Only you have access. Ideal for personal notes and drafts.
* **Team workspace:** Shared with colleagues. Created when you set up an organization. This is where your team's Bases live, with collaboration, participant tracking, and a shared Glossary.
## Conversations with the assistant (Chat)
### How do I start a conversation with the assistant?
Click **Chat** in the left sidebar. You'll see the conversations screen. Click **New conversation** or start typing in the message box. The assistant responds in real time.
The first time, the screen shows suggestions to help you get started:
* **Explore the Base** — requests a summary of documents and topics
* **Organize ideas** — helps structure requirements
* **Create document** — generates a new specification document
* **Review tasks** — identifies decisions and pending tasks
### What kind of questions can I ask?
You can ask for help with any planning and documentation task:
* "Break this epic into user stories"
* "Which requirements are still ambiguous?"
* "Create a specification for the login feature"
* "What was decided in the latest meetings about project X?"
* "Help me organize the brainstorming ideas"
The assistant has access to the documents in your Base and can read, create, and edit documents.
### How does the assistant create documents? Do I need to approve them?
When the assistant suggests creating or editing a document, it shows you the proposal before applying it. You can:
* **Approve** — the changes are saved
* **Request adjustments** — ask for modifications in the same conversation
* **Cancel** — nothing is changed
You always stay in control of what gets saved to the Base.
### Can I choose between different AI models?
Yes. In Chat, you can select between two modes:
* **Fast** — quicker responses, ideal for simple tasks
* **Pro** — more detailed responses, ideal for complex tasks
### Can I use the assistant to analyze meeting transcriptions?
Yes. After importing a transcription in the **Meetings** section, the assistant can:
* Summarize the key points of the meeting
* Identify decisions and pending action items
* Extract mentioned requirements
* Create documents from the discussed content
Automatic extractions appear in the **Inbox** for your review.
## Inbox
### What shows up in the Inbox?
The Inbox receives items that need your attention — typically suggestions and extractions made by the AI. For example:
* Decisions identified in meetings
* Tasks and follow-ups extracted from transcriptions
* Suggestions for new Glossary terms
* Document organization recommendations
Each item comes with context about where it originated (which meeting, which conversation).
### What do the Inbox tabs mean?
* **Open** — items awaiting your action
* **Later** — items you postponed for later review
* **Done** — items already processed (approved, rejected, or archived)
### How do I approve or reject a suggestion?
For each item in the Inbox, you have these actions:
* **Approve** — accepts the suggestion, which becomes part of the Base (a document, a task, a Glossary term)
* **Reject** — discards the suggestion (kept on record for audit purposes)
* **Snooze** — moves it to the "Later" tab for review whenever you want
* **Archive** — removes it from the active list without approving or rejecting
### What happens when I approve an item?
The approved item becomes permanent knowledge in your Base. Depending on its type, it may become a document, a Glossary entry, a Linear issue (if integrated), or another artifact. The origin of the item (which meeting or conversation it came from) is always recorded.
See the complete guide
## Meetings and transcriptions
### How do I import a meeting transcription?
In the **Meetings** section, you can import transcriptions from different sources:
* Direct upload of transcription files
* Import from Granola, Fireflies, Tactiq, or Notes
* Direct recording via Google Meet (Chrome extension)
After import, the AI automatically processes the transcription, identifies participants, and extracts elements that appear in the Inbox.
See the complete guide
### Does Freshbase record meetings automatically?
Freshbase offers a **Google Chrome extension** that records Google Meet meetings. The extension:
* Captures the meeting audio
* Visually identifies who is speaking
* Sends it for automatic processing
* Generates a transcription with participant names
To use it, install the extension and activate recording during the meeting.
### How does participant identification work?
Freshbase uses the **Team Roster** to identify who is who in transcriptions. It recognizes name variations — for example, "John", "JP", and "John Paul" can all be the same person.
To improve identification:
1. Register team members in **Settings > Team**
2. Add nicknames and name variations
3. The system learns over time from new transcriptions
### What is the Glossary and how does it improve transcriptions?
The Glossary is a list of terms from your business domain. When Freshbase processes a transcription, it uses the Glossary to:
* Recognize technical or project-specific terms
* Correct words that the transcription system misheard
* Maintain terminology consistency
**Example:** If "provisioning" is a term in your domain, the Glossary helps the AI recognize it even when the transcription records "provisionamento" or "activation".
## Knowledge Base (documents)
### How do I create and edit documents?
In the **Knowledge > Documents** section, you can:
* Click **Create document** to create a new one
* **Upload** existing documents
* Edit documents directly in the platform's editor
The assistant in Chat can also create documents for you — just ask.
See the complete guide
### What is Canvas?
Canvas is a collaborative visual editor within Freshbase. It allows you to:
* Create and refine documents with AI assistance
* Work in a more visual and interactive way
* Edit specific parts of a document with the assistant's help
It's accessible under **Knowledge > Canvas**.
### How do I organize my documents?
Documents are organized in a file structure within each Base. You can:
* Create folders to group documents by topic
* Browse the file tree in the sidebar
* Ask the assistant to suggest an organization scheme
### Can I export documents?
All documents in Freshbase are in **Markdown** (plain text) format. This means they are portable and can be:
* Copied and pasted into any tool
* Opened in text editors
* Versioned like code
## Settings and integrations
### How do I connect with Linear (task management)?
Go to **Settings > Integrations > Linear**
Click **Connect Linear**
Enter your Linear API Key (available in Linear's settings)
Click **Test** to verify the connection
Click **Save**
With the integration active, you can create Linear issues directly from conversations and meetings in Freshbase.
See the complete guide
### How do I set up Google Calendar?
1. Go to **Settings > Integrations > Google Calendar**
2. Click **Connect Google Calendar**
3. Authorize access in the Google window that opens
4. Done — your meetings will be synced
The calendar helps Freshbase suggest contacts to invite to your workspace and can facilitate automatic transcription creation.
### How do I invite members to my team?
1. Go to **Settings > Team > Team members**
2. Click **Invite member**
3. Enter the person's email address
4. Send the invitation
You can also invite people during onboarding or via Google Calendar suggestions.
See the complete guide
### How do I change the theme (light/dark)?
1. Go to **Settings > Appearance > Theme**
2. Choose between:
* **System** — follows your operating system setting
* **Light** — light theme
* **Dark** — dark theme
You can also customize the **accent color** (Neutral, Olive, Ocean) and the **fonts** used in the interface.
## Account and security
### How do I change my profile information?
1. Go to **Settings > Profile**
2. Update your name or profile picture
3. Click **Save profile**
The account email cannot be changed from this screen.
### What are MCP Keys?
MCP Keys are access keys that allow you to connect external tools (such as Claude Code) to your Base in Freshbase. Each key:
* Is linked to a specific Base
* Can be revoked individually
* Has usage tracking (creation date and last use)
To create an MCP Key:
1. Go to **Settings > Security > MCP Key**
2. Click **New MCP Key**
3. Select the linked Base
4. Copy the generated key (it is only shown once)
### Who can see my projects?
* **Personal workspace:** Only you have access.
* **Team workspace:** All workspace members can see shared Bases. Each member can have different access levels:
* **Owner** — full control
* **Editor** — can edit documents and use the assistant
* **Viewer** — can only view content
### How do I configure language, time zone, and date format?
Go to **Settings > General**:
* **Language** — choose between Portuguese (pt-BR) and English (en-US)
* **Time zone** — set it for correct date display
* **Date format** — choose how dates are presented
### Does Freshbase have accessibility options?
Yes. In **Settings > Appearance > Accessibility** you'll find:
* **High contrast** — improves readability
* **Reduce motion** — disables animations and transitions
# Glossary of terms
Source: https://freshbase.mintlify.app/glossary
Plain-language explanations of the terms used in the Freshbase platform.
This glossary explains the terms used in the Freshbase platform in plain language. Use it as a reference whenever you come across a term you are not familiar with.
## Platform terms
### Base
A project or initiative inside Freshbase. A Base brings together everything related to a single context: documents, assistant conversations, meeting transcriptions, and settings. Think of it as a "smart folder" for a specific project.
**Example:** You might have a Base called "Website Redesign" and another called "Mobile App v2".
### Workspace
The space that groups your Bases together. Every user automatically gets a **personal workspace** (only you have access). In addition, you can join **team workspaces** that are shared with other members.
### Organization
The entity that represents your company or team in Freshbase. When you create an organization, you create a team workspace where you can invite colleagues and share Bases.
### Inbox
The screen where AI assistant suggestions and recommendations arrive for your review. The Inbox works like an approval queue: for each item you can **approve**, **reject**, or **defer**. Approved items become permanent knowledge in your Base.
### Chat (assistant)
The conversational interface with the Freshbase AI assistant. Here you can ask for help planning, organizing ideas, creating documents, and exploring your Base. The assistant **does not generate code** — it helps you think and structure.
### Canvas
The collaborative editor in Freshbase. In Canvas you can create and refine documents visually, with help from the AI assistant. It is the space for working on specification documents, flows, and plans.
### Knowledge
The section of Freshbase that holds your documents, the Canvas, and Insights. It is the "library" of your Base, where all the knowledge produced is organized and accessible.
### Insights
Analyses and observations automatically generated by the AI about the content in your Base. Insights identify patterns, connections, and areas of attention across your documents and transcriptions.
## Configuration terms
### Glossary (project-level)
A list of domain-specific terms that you register in a Base. When Freshbase processes meeting transcriptions it uses these terms to improve accuracy — for example, recognizing that "provisioning" and "activation" mean the same thing in your context.
Not to be confused with this glossary you are reading, which explains platform terms.
### Team Roster
The list of team members registered in your workspace. The Roster stores names, nicknames, and variations (e.g., "John", "JP", "John Paul") so that Freshbase can correctly identify who is who in meeting transcriptions.
### Constitution (business rules)
An optional document inside a Base that defines rules and principles the assistant should follow when generating documents. For example: "Always use active voice" or "Prioritize accessibility in every feature".
### Spec Pack
A bundle of templates, rules, and workflows that define how documents are generated in a Base. Think of it as a "personality kit" that gives the assistant a specific style and structure for documents.
### MCP Key
An access key that lets you connect external tools (such as Claude Code) to your Base in Freshbase. Each key is linked to a specific Base and can be revoked individually.
## Meeting terms
### Transcription
The text generated from a meeting recording, where participants' speech is converted to written text. Freshbase identifies who said what and automatically extracts decisions and actions.
### Extraction
The process by which the AI assistant analyzes a transcription and identifies elements such as decisions, tasks, acceptance criteria, and follow-ups. Each extracted element becomes an item in the Inbox for your review.
### Meeting Recorder
The feature for recording meetings directly from your browser, using the Chrome extension for Google Meet. The recording captures audio and visually identifies who is speaking.
## Integration terms
### Linear
A task management tool that can be integrated with Freshbase. With the integration you can create issues in Linear directly from conversations and meetings in Freshbase.
### Google Calendar
An integration with Google Calendar to sync meetings automatically. Once connected, Freshbase can suggest contacts from your calendar to invite to your workspace.
## Platform navigation
| Menu icon | Name | What it does |
| --------- | ------------- | --------------------------------------------------------- |
| Home | **Home** | Home screen with an overview |
| Chat | **Chat** | Converse with the AI assistant |
| Inbox | **Inbox** | Review suggestions and recommendations |
| Meetings | **Meetings** | Manage recordings and transcriptions |
| Knowledge | **Knowledge** | Access Documents, Canvas, and Insights |
| Settings | **Settings** | Customize profile, appearance, integrations, and security |
# How to create your first Base
Source: https://freshbase.mintlify.app/how-to/create-first-base
Step-by-step guide to creating and configuring a Base in Freshbase.
By the end of this guide, you will have created and configured a Base in Freshbase, ready to start organizing your project.
## What is a Base?
A Base is the central space for a project in Freshbase. It brings together documents, conversations with the assistant, meeting transcriptions, and settings — everything related to a single project or initiative.
**Examples of Bases:**
* "Customer Portal Redesign"
* "Mobile App v2"
* "Platform Migration"
## Creating during onboarding
The first time you access Freshbase, the system walks you through the onboarding flow. In **step 3**, you create your first Base:
Choose a descriptive name for your project (e.g., "Mobile Product")
The system generates an identifier based on the name
Click **Create base**
The assistant asks questions to understand the project context. Answer naturally — this helps the AI work better with you later
## Creating a new Base after onboarding
To create additional Bases:
1. Go to **Settings** (gear icon in the sidebar)
2. Click **Bases** in the settings sidebar
3. Click **New base**
4. Fill in the **name** and **description** (optional but recommended)
5. Confirm the creation
## Configuring your Base
After creating it, you can customize the Base:
### Basic information
In **Settings > Bases**, select your Base and edit:
* **Name** — can be changed at any time
* **Description** — helps the assistant understand the project context
### Members
Add people who should have access:
* **Owner** — full control over the Base
* **Editor** — can edit documents and chat with the assistant
* **Viewer** — read-only access
### Glossary
Add domain-specific terms to improve transcriptions:
* Go to the Base **Settings**
* Add terms with definitions and synonyms
## Tips
**One project = one Base.** Don't mix different projects in the same Base.
* **Write a good description.** The description helps the assistant give more relevant answers.
* **Start with Chat.** After creating the Base, go to Chat and ask the assistant to explore what has been set up.
## Common issues
Make sure you have already created an organization. Bases need to be inside a team or personal workspace.
The slug is set at creation and serves as the URL identifier. To change it, create a new Base.
How to use Chat for planning
# How to import meetings
Source: https://freshbase.mintlify.app/how-to/import-meetings
How to capture and import meeting transcriptions in Freshbase.
By the end of this guide, you will know how to capture and import meeting transcriptions in Freshbase.
## Accessing the Meetings section
Click **Meetings** in the left sidebar. You will see two tabs:
| Tab | What it contains |
| -------------- | ---------------------------------------------- |
| **Upcoming** | Scheduled meetings (via Calendar integration) |
| **Recordings** | Already imported transcriptions and recordings |
## Ways to capture meetings
### 1. Direct recording via Google Meet (Chrome extension)
Freshbase offers a Chrome extension that records Google Meet meetings:
Install the Freshbase Meeting Recorder extension in Chrome
Join your Google Meet meeting
Click the extension icon to start recording
The extension captures audio and identifies who is speaking
Click **Stop recording** — the transcription is automatically sent to Freshbase
**Controls during recording:**
* **Pause / Resume** — temporary pause without ending the session
* **Stop** — ends the recording and sends it for processing
* The **Live** indicator shows the recording is active
### 2. Transcription upload
If you already have a transcription from another tool:
1. In the **Meetings** section, look for the upload option
2. Select the transcription file
3. Freshbase accepts formats from several tools:
* **Granola**
* **Fireflies**
* **Tactiq**
* **Notes** (generic format)
4. Wait for processing
### 3. Fireflies.ai integration
If your team uses Fireflies.ai:
1. Configure the Fireflies webhook in **Settings > Integrations**
2. When a meeting is processed in Fireflies, the transcription is automatically sent to Freshbase
3. Freshbase processes it and generates items in the Inbox
## What happens after import?
When a transcription is imported, Freshbase:
1. **Identifies participants** — cross-references with the Team Roster to recognize who is who
2. **Applies the Glossary** — uses registered terms to correct the transcription
3. **Extracts elements** — decisions, tasks, criteria, and follow-ups
4. **Sends to Inbox** — each extracted element becomes an item for your review
```
Transcription imported
↓
Participant identification (Team Roster)
↓
Term correction (Glossary)
↓
Element extraction (AI)
↓
Items in Inbox for review
```
## Improving transcription quality
### Set up the Team Roster
Go to **Settings > Team** and register team members with names and nicknames. This helps Freshbase identify who said what.
### Keep the Glossary up to date
Add technical and domain-specific terms. The Glossary automatically corrects misrecognized terms in transcriptions.
### Use good audio quality
For direct recordings, use a good microphone and minimize background noise. Each participant should use their own microphone when possible.
## Common issues
Register participants in the Team Roster with name variations. The system uses fuzzy matching — the more variations you register, the better.
Add those terms to the project Glossary with definitions and synonyms. On the next transcription, the system will recognize them.
Long transcriptions may take a few minutes to process. You will be notified when processing is complete.
How to manage documents
# How to review items in the Inbox
Source: https://freshbase.mintlify.app/how-to/inbox-review
How to use the Inbox to review, approve, and manage AI assistant suggestions.
By the end of this guide, you will know how to use the Inbox to review, approve, and manage AI assistant suggestions.
## What is the Inbox?
The Inbox is where AI-generated recommendations and extractions arrive for your review. Think of it as a smart approval queue: the AI does the heavy lifting, but **you decide** what goes into the Base.
## Accessing the Inbox
Click **Inbox** in the left sidebar. You will see three tabs:
| Tab | What it contains |
| --------- | -------------------------- |
| **Open** | Items awaiting your action |
| **Later** | Items you have deferred |
| **Done** | Items already processed |
## Types of items that appear
The Inbox can receive different types of suggestions:
* **Decisions** — decisions identified in meetings (e.g., "We decided to use PostgreSQL")
* **Tasks** — actions extracted from transcriptions (e.g., "John will implement OAuth by Friday")
* **Follow-ups** — follow-up items (e.g., "Check the staging environment certificate")
* **Criteria** — extracted acceptance criteria (e.g., "Dashboard should display a sales chart")
* **Glossary terms** — suggestions for newly detected terms
* **Aliases** — name variations for team members
Each item shows **where it came from** (which meeting, transcription, or conversation) so you have context.
## Available actions
For each item in the Inbox, you can:
### Approve
Accepts the suggestion. The item becomes part of the Base — it may become a document, a Glossary entry, a task, etc. The origin is always recorded for traceability.
### Reject
Discards the suggestion. The item is removed from the active list but remains in the history for auditing. Useful when the AI identified something that is not relevant.
### Defer
Moves the item to the **Later** tab. Use this when you don't want to decide right now — the item remains available for future review. You can come back to it whenever you want.
### Archive
Removes from the active list without approving or rejecting. Unlike rejecting, archiving is neutral — you simply don't need that item right now.
## Recommended workflow
Periodically (especially after meetings)
In the "Open" tab — read the content and context
* Is it correct and relevant? **Approve**
* Doesn't make sense? **Reject**
* Need more time to think? **Defer**
* Not relevant right now? **Archive**
Weekly, to clear out deferred items
## Tips
* **Don't let items pile up.** Review the Inbox regularly to avoid a large backlog.
* **Approve with confidence.** Freshbase shows where each item came from, so you can verify the original context.
* **Use "Defer" without hesitation.** It's better to defer than to make a hasty decision.
## Common issues
The Inbox receives items when the AI processes transcriptions or when the assistant makes suggestions. If you haven't imported meetings or used Chat yet, it's normal for it to be empty.
Each item shows its origin. Click the item to see details and the full context, including the meeting or conversation it was extracted from.
How to import meetings
# How to invite team members
Source: https://freshbase.mintlify.app/how-to/invite-team
How to add people to your workspace and manage the team in Freshbase.
By the end of this guide, you will know how to add people to your workspace and manage the team in Freshbase.
## Ways to invite
### During onboarding
In **step 6** of onboarding, you can invite colleagues:
1. Enter the email address of each person you want to invite
2. Click **Add another** for more invites
3. If you connected Google Calendar, you will see **suggestions** based on your recent meeting contacts
4. Click **Send invites**
You can skip this step and do it later.
### From Settings
1. Go to **Settings** (gear icon in the sidebar)
2. Click **Team** in the sidebar
3. Under **Team members**, click **Invite member**
4. Enter the person's email address
5. Send the invite
### To a specific Base
To grant access to an individual Base:
1. Go to **Settings > Bases**
2. Select the desired Base
3. Under **Members**, click **Invite member**
4. Set the access level
## Access levels
| Level | What they can do |
| ---------- | ---------------------------------------------------------- |
| **Owner** | Full control: edit, delete, invite others, change settings |
| **Editor** | Edit documents, use Chat, review Inbox |
| **Viewer** | View documents and conversations only |
## Team Roster vs. invited members
It's important to understand the difference:
* **Invited members** are people with a Freshbase account who access the workspace
* **Team Roster** is a registry of participants (for identification in meetings) — these people **don't need a Freshbase account**
You can have someone in the Team Roster (to identify them in transcriptions) without giving them access to the platform.
### Adding to the Team Roster
1. Go to **Settings > Team**
2. Add the names of team participants
3. Include **nicknames and variations** (e.g., "John Paul", "JP", "John")
4. This improves identification in meeting transcriptions
## Tips
* **Start small.** Invite key people first and expand later.
* **Set up the Roster.** Even if not everyone has an account, register names in the Team Roster so transcriptions can identify everyone.
* **Use Calendar suggestions.** If you connected Google Calendar, the contact suggestions speed up the process.
## Common issues
Check that the email address is correct. Ask the person to check their spam folder.
Go to **Settings > Team > Team members** and remove the member.
How to set up integrations
# How to manage documents
Source: https://freshbase.mintlify.app/how-to/manage-documents
How to create, edit, and organize documents in your Base.
By the end of this guide, you will know how to create, edit, and organize documents in your Base.
## Accessing documents
Click **Knowledge** in the left sidebar. You will see three tabs:
| Tab | What it contains |
| ------------- | --------------------------- |
| **Documents** | Your files and folders |
| **Canvas** | Collaborative visual editor |
| **Insights** | AI-generated analyses |
## Creating documents
### From the Documents panel
1. Go to **Knowledge > Documents**
2. Click **Create document**
3. Give the document a name
4. Start writing in the editor
### From Chat
Ask the assistant to create a document:
> "Create a specification for the advanced search feature"
The assistant will generate the content and ask for your approval before saving it to the Base.
### Via upload
1. In **Knowledge > Documents**, click **Upload**
2. Select the file from your computer
3. The document will be added to the Base
## Editing documents
Freshbase uses a Markdown editor. You can:
* Write formatted text (headings, lists, bold, italic)
* Navigate the file tree in the sidebar to switch between documents
* Save changes automatically
### Editing with AI assistance (Canvas)
Canvas offers assisted editing:
1. Go to **Knowledge > Canvas**
2. Select a document or create a new one
3. Ask the assistant for help editing specific sections
4. The assistant suggests changes that you can approve or adjust
## Organizing documents
Documents live in a folder structure within the Base:
* **Create folders** to group documents by topic (e.g., "specs/", "decisions/", "meetings/")
* **Navigate** the file tree in the sidebar
* **Move** documents between folders as needed
### Suggested structure
```
Your Base/
├── specs/ ← Specifications and requirements
├── decisions/ ← Decision records (ADRs)
├── meetings/ ← Meeting summaries
└── contexts/ ← Context documents
```
## Document format
All documents in Freshbase are in **Markdown** (formatted plain text). Advantages:
* **Portable** — can be opened in any text editor
* **Versioned** — all changes are tracked
* **Readable** — clean and organized format
* **AI-friendly** — the assistant can easily read and edit them
### Frontmatter
Documents generated by Freshbase include a special header (`freshbase:`) with lineage information — where the document came from, when it was created, from which conversation or meeting. This is automatic and ensures traceability.
## Using Insights
The **Insights** tab shows AI-generated analyses of your Base content:
* Patterns identified in documents
* Connections between topics
* Points of attention
Insights are generated automatically as you add content to the Base.
## Common issues
Use the file tree in the sidebar to navigate. If the document was created by Chat or the Inbox, it may be in a specific folder like `specs/` or `meetings/`.
Freshbase automatically versions your documents. All changes are tracked and can be reverted.
How to invite team members
# How to set up integrations
Source: https://freshbase.mintlify.app/how-to/setup-integrations
How to connect external services to Freshbase to supercharge your workflow.
By the end of this guide, you will know how to connect external services to Freshbase to supercharge your workflow.
## Accessing integrations
1. Click **Settings** in the sidebar
2. Click **Integrations** in the sidebar
## Available integrations
### Google Calendar
Syncs your meetings to make invites and transcriptions easier.
**How to connect:**
1. In **Integrations**, find **Google Calendar**
2. Click **Connect Google Calendar**
3. A Google window will open — authorize access
4. After authorizing, the status changes to **Connected**
**What happens next:**
* Freshbase can suggest calendar contacts when inviting members
* Calendar meetings can appear in the **Meetings > Upcoming** section
* Makes automatic transcription creation easier
**To disconnect:** Click **Disconnect** in the Google Calendar section.
**To reconnect:** If the connection expires, click **Reconnect Google Calendar**.
### Linear
Integrates with Linear to create and sync development tasks.
**How to connect:**
In **Integrations**, find **Linear**
Click **Connect Linear**
Generate a personal API Key in Linear settings and copy it
Paste the API Key in the corresponding field
Click **Test** to verify the connection
Click **Save**
**What happens next:**
* You can create issues in Linear directly from Chat
* Tasks extracted from meetings can be sent to Linear
* The assistant can search and reference existing issues
### Transcription upload
Allows importing transcriptions from external tools.
**Accepted formats:**
* Granola
* Fireflies
* Tactiq
* Notes (generic format)
No special configuration required — just upload in the **Meetings** section.
## Advanced integrations
### MCP Keys (Claude Code)
If you use Claude Code and want to connect it to your Base:
1. Go to **Settings > Security > MCP Key**
2. Click **New MCP Key**
3. Select the **linked Base**
4. Give the key a **name** (optional)
5. Click **Generate key**
6. **Copy the key immediately** — it is only shown once
Each MCP Key:
* Is linked to a specific Base
* Can be revoked individually in **Settings > Security**
* Shows when it was created and last used
### Fireflies.ai (webhook)
To automatically receive transcriptions from Fireflies:
1. In Fireflies, configure a webhook pointing to your Freshbase instance
2. When a meeting is processed in Fireflies, the transcription arrives automatically
3. Freshbase processes it and generates items in the Inbox
## All integrations are optional
No integration is required to use Freshbase. You can configure them at any time in **Settings > Integrations**. The onboarding flow also reminds you of available integrations in the final step.
## Common issues
This message appears when the server environment doesn't have Google Calendar credentials configured. Contact your instance administrator.
Check that the API Key is correct and has sufficient permissions. Generate a new key in Linear if needed.
MCP Keys are only displayed once. If you lost it, revoke the old key and generate a new one.
Explore the persona guides
# How to use Chat for planning
Source: https://freshbase.mintlify.app/how-to/using-chat
How to talk with the AI assistant to plan, organize ideas, and create documents.
By the end of this guide, you will know how to talk with the AI assistant to plan, organize ideas, and create documents in Freshbase.
## Accessing Chat
1. Click **Chat** in the left sidebar
2. Click **New conversation** to get started
## Starting a conversation
On the Chat home screen, you will see suggestions to get started:
| Suggestion | What it does |
| -------------------- | ---------------------------------------------------------- |
| **Explore the base** | Requests a summary of the documents and topics in the Base |
| **Organize ideas** | Helps structure requirements and ideas |
| **Create document** | Generates a new specification document |
| **Review tasks** | Identifies pending decisions and tasks |
Click a suggestion or type your own question in the message box.
## What you can ask
The assistant specializes in planning and documentation. Here are examples by task:
### Break down tasks
> "Break the 'payment system' epic into smaller user stories"
> "What are the subtasks for implementing OAuth login?"
### Refine requirements
> "Are these requirements ambiguous? \[paste your requirements]"
> "Help me define acceptance criteria for the search feature"
### Create documents
> "Create a specification for the notifications feature"
> "Write an ADR about the decision to use PostgreSQL vs MongoDB"
### Explore the Base
> "What does this base contain? Give me a summary."
> "What decisions were made in the recent meetings?"
### Organize ideas
> "Help me organize the ideas from yesterday's brainstorming session"
> "Create a priority list based on the existing documents"
## Choosing the model
In Chat, you can choose between two response modes:
* **Fast** — quicker responses, ideal for simple and quick questions
* **Pro** — more thorough and detailed responses, ideal for complex tasks like creating specifications
Select the model at the top of the conversation screen.
## When the assistant suggests changes
If the assistant proposes creating or editing a document, you will see the proposal before any changes are applied. Your options:
* **Approve** — accept the changes
* **Request adjustments** — "make the tone more formal" or "add a section about security"
* **Cancel** — discard the suggestion
No changes are saved without your approval.
## Tips for better results
**Be specific.** "Create a login spec with OAuth2 for mobile app" works better than "help me with login".
* **Provide context.** The assistant has access to the Base documents, but if you have extra information, share it in the conversation
* **Iterate.** Start with a first version and ask for refinements: "improve the non-functional requirements section"
* **Use history.** Each conversation keeps its context, so you can keep refining in the same chat
## Common issues
Make sure you are in the correct Base. The assistant only accesses documents from the active Base.
Try being more specific in your question and mention the project context. Using **Pro** mode also helps.
How to review items in the Inbox
# Freshbase Documentation
Source: https://freshbase.mintlify.app/introduction
Freshbase help center. How-to guides, FAQ, and guides by role.
Welcome to the Freshbase help center. Here you will find answers to the most common questions, how-to guides, and guidance tailored to your role.
## Quick reference
Frequently asked questions about the platform
Explanation of terms used in Freshbase
## How-to guides
Step-by-step guide to creating and configuring a base
How to interact with the AI assistant
How to approve, reject, and manage suggestions
How to record and import transcriptions
How to create, edit, and organize documents
How to add people to your workspace
How to connect Linear, Calendar, and more
## Guides by role
From meeting to specification, inbox, decomposition
User flows, canvas, glossary, collaboration
ADRs, technical context, Linear integration
# Product Designer Guide
Source: https://freshbase.mintlify.app/personas/designer
How Product Designers can use Freshbase to document user flows and collaborate on experience specifications.
This guide shows how Product Designers can use Freshbase to document user flows, maintain terminology consistency, and collaborate on experience specifications.
## Your workflow in Freshbase
As a Designer, your typical workflow combines documentation and collaboration:
```
Idea or requirement arrives
↓
You document the user flow
↓
Use Canvas to refine with AI assistance
↓
Keep the Glossary with consistent terms
↓
Collaborate with PO and devs on documents
↓
UX specification ready for implementation
```
## 1. Document user flows
Freshbase is ideal for documenting flows before creating visual prototypes. Use **Chat** to structure them:
### Creating flows from scratch
> "Help me document the user registration flow. The user can sign up with email or Google."
### Detailing scenarios
> "Create the usage scenarios for the checkout flow, including error cases"
### Mapping states
> "What are all the possible states of an order in the system?"
The assistant creates structured documents that serve as UX specifications — useful for aligning with developers before investing time in high-fidelity prototypes.
## 2. Use Canvas to refine
**Canvas** (in **Knowledge > Canvas**) is the ideal visual editor for design work:
1. Open an existing document or create a new one
2. Ask the assistant to edit specific parts:
> "Rewrite the alternative flow section with more detail about error handling"
3. Approve or adjust the suggestions
4. Keep iterating until the document is complete
**When to use Canvas vs. Chat:**
* **Canvas** — when you want to edit a specific document with precision
* **Chat** — when you want to explore ideas, brainstorm, or create from scratch
## 3. Keep the Glossary consistent
The Glossary ensures that everyone (including the AI) uses the same terms:
### Why does this matter for design?
* Prevents the same concept from having different names in documents and the UI
* Improves communication with developers
* Ensures meeting transcriptions use correct terms
### How to maintain it
1. Identify key product terms (e.g., "cart", "bag", "basket" — which is the official term?)
2. Register them in the Base's **Settings**, Glossary section
3. Include synonyms and clear definitions
4. When new terms appear in meetings, the AI suggests adding them to the Glossary (via Inbox)
Treat the Glossary like a language "design token" — just as you standardize colors and typography, standardize terminology.
## 4. Collaborate with PO and developers
Freshbase facilitates collaboration on documents:
### Working with the PO
* The PO breaks down requirements in Chat — you complement with UX flows
* Decisions that affect UX appear in the Inbox — review and add a design perspective
* Use shared documents to align product vision and experience
### Working with developers
* Document expected behaviors in clear language
* Use usage scenarios in "Given/When/Then" format to eliminate ambiguity
* Ask the assistant to generate acceptance criteria that devs can implement directly
### Usage scenario example
Ask the assistant:
> "Create BDD scenarios for the password recovery flow"
Result:
```
Scenario: User requests password recovery
Given the user is on the login screen
When they click "Forgot my password"
And enter their registered email
Then a recovery email is sent
And a confirmation message is displayed
```
## 5. Extract insights from meetings
Discovery meetings and user research sessions generate a lot of material. Freshbase helps:
1. **Import** transcriptions from research meetings
2. **Review** the extractions in the Inbox — identify user pain points, suggestions, and patterns
3. **Approve** the relevant insights to the Base
4. **Use Chat** to synthesize:
> "What were the main pain points mentioned by users in the last 3 research meetings?"
## Suggested routine
| When | What to do |
| -------------------------------- | -------------------------------------------------------- |
| **When receiving a requirement** | Document the user flow in Canvas |
| **After discovery meetings** | Review Inbox for research insights |
| **Weekly** | Review and update Glossary |
| **At the start of each feature** | Create usage scenarios with Chat |
| **Before prototyping** | Validate UX specification with PO (via shared documents) |
## Tips for Designers
* **Text before pixels.** Using Freshbase to document flows in text forces clarity of thought before investing in visual prototypes.
* **Glossary is design.** Terminology consistency is part of the user experience.
* **Canvas for precision.** Use Canvas when you need to edit specific parts of a document without redoing everything.
* **BDD scenarios bridge design and dev.** Writing expected behaviors eliminates ambiguity.
# Product Owner Guide
Source: https://freshbase.mintlify.app/personas/product-owner
How Product Owners can use Freshbase to turn meetings into specifications and manage requirements.
This guide shows how Product Owners can use Freshbase to turn meetings into specifications, manage requirements, and maintain decision traceability.
## Your workflow in Freshbase
As a PO, your typical workflow in Freshbase follows this path:
```
Meeting takes place
↓
Transcription is captured (recording or import)
↓
AI extracts decisions, tasks, and requirements
↓
You review in the Inbox (approve, reject, refine)
↓
Approved items become documents in the Base
↓
You use Chat to refine and break down
↓
Specifications ready for the team
```
## 1. Capture knowledge from meetings
Meetings are the primary source of requirements and decisions. In Freshbase:
1. **Record** Google Meet meetings with the Chrome extension, or
2. **Import** transcriptions from tools like Granola, Fireflies, or Tactiq
After importing, the AI processes them automatically and sends extractions to the Inbox.
Register all frequent participants in the **Team Roster** (Settings > Team) so the AI correctly identifies who said what.
Detailed guide
## 2. Review extractions in the Inbox
The Inbox is where you exercise quality control:
* **Decisions** — "We decided to use PostgreSQL for the reporting module"
* **Tasks** — "Maria will map the checkout flow by Wednesday"
* **Acceptance criteria** — "The dashboard must load in under 3 seconds"
* **Follow-ups** — "Confirm with the security team about the password policy"
For each item:
* **Approve** what is correct — it becomes permanent knowledge
* **Reject** noise or incorrect interpretations
* **Defer** what needs more context
Review the Inbox right after each meeting, while the context is still fresh in your memory.
Detailed guide
## 3. Break down epics with Chat
Chat is your partner for turning big ideas into manageable parts:
### Breaking epics into stories
> "Break down the 'Payment System' epic into user stories. Consider the requirements already documented in the Base."
### Refining requirements
> "Review these requirements and identify ambiguities or gaps: \[paste requirements]"
### Defining acceptance criteria
> "Create acceptance criteria for the story 'As a user, I want to filter reports by date'"
### Identifying dependencies
> "What dependencies exist between the stories in the payments module?"
Use **Pro** mode in Chat for complex tasks like epic decomposition. The output is more detailed.
Detailed guide
## 4. Maintain traceability
One of Freshbase's greatest strengths is **complete traceability**:
* Each document knows which conversation or meeting it originated from
* Decisions approved in the Inbox maintain a reference to the original transcription
* Chat conversation history is preserved
### How to explore traceability
* In Chat, ask: *"Where did the decision to use PostgreSQL come from?"*
* In documents, check the frontmatter (`freshbase:`) to see the origin
* In the Inbox, each item shows its source
## 5. Integrate with task management
If your team uses **Linear**:
1. Set up the integration in **Settings > Integrations > Linear**
2. Ask the assistant: *"Create an issue in Linear for the advanced search story"*
3. Tasks extracted from meetings can be sent directly to Linear
This connects planning in Freshbase with execution in Linear.
Detailed guide
## Suggested routine
| When | What to do |
| ---------------------------- | ------------------------------------------------------- |
| **After each meeting** | Check that the transcription was imported, review Inbox |
| **Daily** | Review pending items in the Inbox |
| **At the start of a sprint** | Use Chat to break down and refine stories |
| **Weekly** | Review documentation, update Glossary if needed |
| **Monthly** | Verify that all important decisions are documented |
## Tips for Product Owners
* **Glossary is your ally.** Register domain terms so that transcriptions are more accurate.
* **Document decisions early.** Use Chat to record decisions as soon as they are made — don't wait for the meeting minutes.
* **Trust the process.** The meeting > Inbox > document flow is powerful when used consistently.
* **Constitution helps.** If you have recurring business rules (e.g., "always prioritize accessibility"), put them in the Base's Constitution.
# Tech Lead / Engineer Guide
Source: https://freshbase.mintlify.app/personas/tech-lead
How Tech Leads and Engineers can use Freshbase to record technical decisions and connect planning with execution.
This guide shows how Tech Leads and Engineers can use Freshbase to record technical decisions, understand feature context, and connect planning with execution.
## Your workflow in Freshbase
As a Tech Lead, your focus is on technical decisions and context:
```
Technical decision arises (meeting, discussion, analysis)
↓
Record it in Freshbase (Chat or Inbox)
↓
Document trade-offs and alternatives
↓
Connect with tasks in Linear
↓
Team has context to implement
```
## 1. Record technical decisions (ADRs)
Architecture Decision Records are essential for traceability. Freshbase makes it easy:
### Creating an ADR via Chat
> "Create an ADR about the decision to use PostgreSQL instead of MongoDB for the reporting module. The factors were: need for complex queries, team already knows SQL, and transactional consistency requirement."
The assistant generates a structured document with:
* Problem context
* Decision made
* Alternatives considered
* Consequences
### From meetings
When a technical decision is made in a meeting:
1. The transcription is processed automatically
2. The decision appears in the Inbox
3. When you approve it, you can ask the assistant to expand it into a full ADR
Record decisions at the moment they are made. After a week, the context and reasoning become harder to remember.
## 2. Understand context before implementing
Freshbase centralizes all context for a project:
### Exploring the Base
> "Give me a summary of everything that was decided about the payments module"
> "What requirements exist for the advanced search feature?"
### Understanding past decisions
> "Why did we decide to use gRPC instead of REST for inter-service communication?"
> "What were the trade-offs discussed when choosing the database?"
### Identifying gaps
> "What non-functional requirements have not yet been defined for the authentication module?"
The assistant has access to all documents in the Base and can cross-reference information from different meetings and specifications.
## 3. Explore trade-offs with Chat
Chat is ideal for thinking through technical decisions before implementing:
### Alternative analysis
> "Compare caching approaches: Redis vs Memcached vs in-memory cache for our session use case"
### Impact assessment
> "If we migrate the notification service to event-driven, what are the impacts on existing services?"
### Implementation planning
> "Break down the monolith-to-microservices migration into incremental phases"
Use **Pro** mode in Chat for detailed technical analyses. The output includes more nuances and considerations.
## 4. Connect with Linear
The Linear integration links planning to execution:
### Creating issues from specifications
> "Create issues in Linear for the subtasks of the advanced search story"
### Referencing tasks in documents
The assistant can search for existing issues in Linear and reference them in Base documents.
### Complete flow
```
Decision documented in Freshbase
↓
Tasks created in Linear (via Chat)
↓
Devs implement with full context
↓
Decisions and requirements always traceable
```
Detailed guide
## 5. Review technical extractions in the Inbox
The Inbox surfaces extractions relevant to the technical team:
* **Technical decisions** from meetings — worth recording as an ADR?
* **Implementation tasks** — create an issue in Linear?
* **Dependencies** identified — needs attention before starting?
Don't ignore technical items in the Inbox. A task like "verify SSL certificate on staging" may seem minor, but it's the kind of thing that gets lost without a record.
## 6. Maintain context for the team
As a Tech Lead, you are the bridge between decisions and execution:
### Constitution for technical standards
If your team has recurring standards (e.g., "always use TypeScript strict mode", "APIs must follow REST Level 3"), put them in the Base's **Constitution**. The assistant respects these rules when generating documents.
### Technical Glossary
Register technical terms for the project in the Glossary:
* Names of services, modules, and components
* Acronyms used by the team
* Domain terms with specific technical meaning
## Suggested routine
| When | What to do |
| ----------------------------- | -------------------------------------------------------- |
| **After technical meetings** | Review Inbox, approve decisions, create ADRs |
| **Before starting a feature** | Explore the Base to understand context and requirements |
| **When making a decision** | Record it via Chat immediately |
| **During sprint planning** | Use Chat to break down tasks and create issues in Linear |
| **Weekly** | Verify that recent decisions are documented |
## Tips for Tech Leads
* **ADRs are an investment.** Documenting decisions now saves hours of discussion in the future.
* **Ask the Base "why?"** Freshbase can cross-reference information from multiple meetings and docs to explain the context behind a decision.
* **Use Constitution.** Recurring technical rules in the Constitution prevent the assistant from generating documents that fall outside your standards.
* **Linear + Freshbase = complete flow.** Connecting the two eliminates the gap between "what we decided" and "what we are implementing".