Managing entries

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Knowledge Hub entries let you share videos, policies, procedures and handbooks with your team. Only managers and admins can create, edit or delete entries. Creating an entry is a three-stage process: first you fill in the entry details, then you write the content, then you optionally attach a video.

Creating an entry on web

  1. Go to the Hub tab
  2. Tap the blue menu button when it appears
  3. Tap New Entry
  4. The New Entry screen opens as a three-stage form

Stage 1: Entry details

Fill in the following fields:

  • Title (text input, required) -- a descriptive name for the entry
  • Tag (dropdown, required) -- select an existing tag, or type a new name in the text field below and tap Add to create one
  • Visibility (selector, required) -- choose All teams to make the entry visible to everyone, or Specific teams to pick individual teams from a multi-select list
  • Public Sharing (selector, optional) -- Disabled by default. Set to Enabled to generate a shareable link anyone can view without signing in
  • Mandatory (selector, optional) -- No by default. Set to Yes and the AI assistant will nudge staff who have not read or watched the entry
  • Review Interval (dropdown, optional) -- how often staff should re-read or re-watch the entry. Options are None, Monthly (30 days), Quarterly (90 days), Bi-annually (180 days), Annually (365 days), Every 2 years or Every 3 years. When an interval is set, the AI assistant reminds staff when it expires

Tap Next in the header to continue.

Stage 2: Written content

This stage is required for all entries.

  1. Write your content in the rich text editor. The placeholder reads "Write your policy, procedure, or handbook content here..."
  2. The content must contain actual text -- empty formatting alone is not accepted

Tap Next in the header to continue.

Stage 3: Video (optional)

You can attach a video file or skip this step entirely for a text-only entry.

  1. Drag a file into the upload area, or click the area to select a file from your computer
  2. Accepted formats include MP4, MOV, WebM and other video formats
  3. Once selected, the file name and size are shown. Tap the X to remove it and pick a different file

Tap Create in the header to finish. If you included a video, the entry appears in the list straight away while the video processes in the background.

Creating an entry on mobile

  1. Go to the Hub tab
  2. Tap the blue plus button in the top-right corner
  3. Fill in the same fields as on web across the three stages
  4. On the video stage, tap Select Video to pick a file from your device
  5. Tap Create to finish

Editing an entry on web

  1. Find the entry in the Hub list
  2. Open the actions menu on the entry row
  3. Tap Edit Entry
  4. The same three-stage form opens with all fields pre-filled
  5. Make your changes and step through each stage using Next
  6. On the video stage, if a video already exists you will see Existing video (tap to replace). Tap it to choose a new file
  7. Tap Save in the header to apply your changes

Editing an entry on mobile

  1. Find the entry in the Hub list
  2. Tap the three-dot menu on the entry row
  3. Tap Edit
  4. The edit screen opens with all fields pre-filled
  5. Make your changes and tap Save

Deleting an entry on web

  1. Open the actions menu on the entry row
  2. Tap Delete Entry
  3. A confirmation popup appears with the message "Are you sure you want to delete this? This action cannot be undone."
  4. Tap Delete to confirm

Deletion is permanent. There is no way to recover a deleted entry.

Deleting an entry on mobile

  1. Open the entry in edit mode
  2. Scroll to the bottom of the screen
  3. Tap the red Delete button
  4. Confirm when prompted

Video transcriptions

When you upload a video, Pilla automatically generates a transcript once processing is complete. Transcripts cannot be edited. If the video contains no speech, no transcript is created. Replacing a video file generates a new transcript for the replacement.

Tips

  • You can create text-only entries by skipping the video stage entirely -- useful for policies and handbooks that do not need a video
  • Use tags to organise entries by topic (e.g. "Health & Safety", "Onboarding") so staff can find what they need quickly
  • Set an entry to Mandatory and choose a Review Interval to create a recurring training cycle that the AI assistant manages for you
  • Public sharing links work without a Pilla account, so you can send them to contractors or external partners
  • If you replace a video file on an existing entry, the old transcript is removed and a new one is generated automatically
  • Team visibility controls which staff can see the entry -- if someone reports they cannot find it, check the visibility setting
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