Skip to main content

Understanding the Knowledge tab in Marloo

How Marloo's three-tier Knowledge Base - regional, company and user - keeps meeting notes, documents, client records and Ask Marloo accurate and shaped around how your firm works.

Written by Navyaa Sharma

Marloo learns the way that you work. The Knowledge Base is the trust layer that underpins everything Marloo produces - it keeps the knowledge behind your meeting notes, generated documents, client records and Ask Marloo accurate, current and structured around how advisers actually work.
​

You can find it in the Knowledge tab in the main navigation. It is included on Plus and above, with unlimited company knowledge documents.
​

Beta: the Knowledge Base is rolling out gradually. If you do not see the Knowledge tab yet, ask through the Marloo support chat.
​

Watch a walkthrough for your region

The Knowledge tab works the same way everywhere; the regional sources you see differ by country. Pick your region below.

United Kingdom

United States

Australia

New Zealand


​

Why it matters

Every output in Marloo is only as good as the context behind it. The Knowledge Base fixes this at the source. Rather than relying on a single prompt or template, Marloo draws on a structured, layered body of knowledge so that every meeting note, document and Ask Marloo answer reflects your regulatory environment, your firm's standards and your own way of working — consistently, every time.
​

Because the Knowledge Base sits underneath the whole product, improvements you make to it lift the quality of outputs across every feature at once. Upload your terms of business once and every adviser's documents reference them correctly.
​

The three tiers of knowledge

The Knowledge Base is organised into three layers. Each one builds on the layer below it, and each is a separate tab within Knowledge.

1. Regional knowledge

Set and maintained by Marloo. This is the base layer that applies to every firm in your region - the regulatory, tax and market references that all advisers in that region rely on. In the UK, for example, this includes sources such as the FCA Handbook, HMRC rates and allowances, FSCS compensation limits and the Bank of England base rate. Australian and New Zealand firms see the equivalent sources for their regulators.
​

Regional knowledge acts as a standardisation floor: outputs start from an accurate, region-appropriate baseline before any firm or personal context is layered on top. It is read-only for firms - Marloo curates and updates these sources centrally so you do not have to.
​

2. Company knowledge

Managed by your firm's admins. This is where the enterprise value lives: a consistent, firm-defined foundation that every user in the business builds on. An adviser who joined last week produces documents grounded in the same standards as a director who has been there for twenty years.
​

The Company tab contains:

  • Company instructions - short, firm-wide rules that apply to everything Marloo generates for any user. Your firm's legal name, formatting conventions ("always express fees as percentages"), compliance reminders and tone of voice. Keep these concise; detailed wordings belong in files.

  • Files - your advice framework, compliance documentation, terms of business, standard recommendation wordings, fee schedules, disclaimers, risk profile descriptions and any other company-wide context you want Marloo to draw on.

  • Web links - pages Marloo can reference, such as your firm's website or a provider's product documentation. Add a short description with each link so Marloo knows when it is relevant.

  • Dictionary - firm-specific terms, product names and preferred spellings so they are recognised and written correctly across meetings and documents.

Use the Add button to add a file or web link, or choose Help me write instructions to have Ask Marloo interview you and draft your company instructions for you.
​

3. User knowledge

Individual to you. Where company knowledge sets the standards, user knowledge shapes the style. Set your own instructions and preferences - how you like summaries structured, the level of detail you want, phrases you always or never use - and add any files or web links that are specific to how you work. Everything here applies only to your own outputs and sits within the standards your firm has set in company knowledge.
​

As with the Company tab, use Add to upload a file or link, or Help me write instructions to have Ask Marloo draft your instructions from a short conversation.
​

How the Knowledge Base is used across Marloo

  • Meeting notes and summaries - regional references, company instructions and your personal preferences all shape how a meeting is summarised and what is emphasised.

  • Document generation - company knowledge is used when you select the relevant files under Company files at generation time, alongside the client's data and your template. Template instructions can also reference a company file by name.

  • Client records - the knowledge that informs how client information is structured and interpreted.

  • Ask Marloo - Ask Marloo in Global Chat can search your company knowledge. Ask Marloo opened from a client record searches that client and their group only, unless you reference a company file directly. See Ask Marloo AI — FAQ.

  • Skills - reusable Ask Marloo workflows are created and managed from Knowledge > Skills. See Create and use skills in Marloo.

Getting started

If you are a firm admin

  • Start with the documents every adviser relies on: terms of business, advice framework, standard wordings and compliance disclaimers.

  • Name each file clearly and keep each one focused on a single topic. "Standard Insurance Recommendation Wordings" is easier for Marloo to find and apply than "Compliance pack v3".

  • Write company instructions for the rules that apply everywhere, and let the files carry the detail.

If you are an adviser

  • Set your user instructions, or use Help me write instructions to have Ask Marloo draft them for you.

  • Add any files or links that are specific to how you work.

  • When generating documents, check the relevant company files are selected under Company files.

Frequently asked questions

Can I edit or add to regional knowledge?

No. Regional knowledge is curated and maintained by Marloo and is read-only for firms. If you want Marloo to reference a specific source — a provider's product disclosure document, a platform's fee schedule, your own regulatory summaries — add it to Company knowledge as a file or web link instead. If you think a regional source is incorrect or out of date, let us know through the support chat.

Who can manage company knowledge?

Firm admins. Everyone in the firm benefits from it and can see it, but only admins can add, update or remove company instructions, files and links. This is deliberate — it keeps the firm-wide foundation consistent.

What is the difference between company instructions and user instructions?

Company instructions set the standards for everyone: legal names, compliance rules, formatting conventions. User instructions shape your personal style within those standards: how you like things structured, the level of detail, phrases you prefer. Both apply at the same time, with company instructions taking precedence where they overlap.

Should client documents go in company knowledge?

No. Company knowledge is for firm-level material that applies across all clients. Client-specific documents — fact finds, valuations, existing policy documents — belong on the client's record, where Marloo will use them for that client only. See Connecting Microsoft 365 (SharePoint) for syncing client files automatically.

I added instructions and my outputs changed in ways I did not want. What should I do?

Instructions are powerful, so start small. Add one or two specific rules, run a real meeting or document through, and refine from there. If an instruction is making things worse, edit or delete it — Marloo will return to its previous behaviour. Avoid restating things that are already in your templates, as the two can pull against each other.

I am a paraplanner working for several advisers. Whose style does Marloo use?

User instructions reflect you, the person logged in. Where you draft on behalf of advisers with different styles, keep adviser-specific preferences in the relevant document templates rather than your user instructions, and keep firm-wide standards in company knowledge. That way your own preferences do not override the adviser's voice.

My company knowledge isn't appearing in generated documents. What should I check?

First, confirm the relevant file is selected under Company files when generating. Second, check that your template instructions reference the file by name — for example, "Use the wordings from 'Standard Insurance Recommendation Wordings' for the insurance section." Third, if the file was uploaded moments ago, give it a minute to finish processing and try again.

Which plan includes the Knowledge Base?

The Knowledge Base is included on Plus and above, with unlimited company knowledge documents. Because it improves output quality across the whole product, every user on these plans has access to it.

Related articles

Did this answer your question?