Organization Context Management

Your district already has guidance for attendance, phones, grading, and AI use, but it usually lives in PDFs that teachers and leaders have to track down. Organization Context Management gives SchoolAI the documents themselves, so responses can use your district-approved resources and show which ones they used.

Organization Context Management is a page where organization owners keep the documents SchoolAI should work from. In the app, it's called Context Management.

Each file is reviewed before it can be used. You then choose its availability: Always on (used automatically in assistant chats), On demand (people add it to a chat or Space when they need it), or Disabled (not used anywhere). When you no longer need a file you can Archive it.

When a response in Dot uses your documents, a sources button (for example, "3 sources") appears under it. Sources lists the documents the response used, so leaders and teachers can check it against the original.

Context Management does not connect to your Google Drive or other cloud storage live. Files are copied in when you upload them. It also isn't built to hold full curriculum content like complete units, lessons, or publisher materials.

Where to find it: Click your avatar in the bottom-left corner to open the profile menu. Under your organization's name, select Context Management. The page reads "Organization resources and assets in one place." Only organization owners on Scale plans see it.

The Context Management page lists each resource with its Name, Type, Status, Availability, and when it was Updated. Use Search resources and the All statuses filter to find a file. The counter at the top shows how many files are Always on, for example, "3 of 20 Always on."

Select Add resource, then drag a file onto Drag files here or choose Browse files. Upload one file at a time. Each file is reviewed on its own.

File requirements

Don't upload student records, IEPs or other documents with student information, restricted safety plans, or content you don't have the rights to use. System review checks files against SchoolAI's AI policy.

Start with the documents people ask about most, for example:

While a file is reviewed, it shows Pending and "Preparing resource...". When it passes, the file becomes Active and the version is marked Current.

If a file doesn't pass, it shows Failed and its availability reads Unavailable. See “If a file fails review” below.

Open a file, or use the Availability dropdown on its row:

For example, keep the handbook and phone policy Always on, so a question like "Can a 9th grader use their phone at lunch?" can be answered from Policy 5136. Set Grade 4 Math Pacing Guide 2026-27.pdf to On demand so Grade 4 teachers can add it when they're planning.

Because only 20 files can be Always on, save those slots for documents that apply to most questions, like your handbook and core policies. Use On demand for everything else.

When a document changes, open it and select Upload new version.

The new version is reviewed first, and the previous version stays in use until it passes. For example, after you upload Student and Family Handbook 2026-27.pdf as a new version of the 2025–26 handbook, the file reads "Preparing a new version — version 1 is still in use." The new version shows Pending until review finishes, then Current, and the earlier version is marked Previous.

Version history lists each version with its file type, size, date, and uploader, and marks it Current, Pending, Previous, or Flagged (failed review). Preview or download a version to check it. The file's details also show its Description and Availability.

Select the pencil next to the title to rename it, for example to "Student and Family Handbook 2026–27."

A file that doesn't pass review shows Failed in the list, and its availability reads Unavailable. Open it to see Latest version failed review and the reason it was rejected. Each rejection lists one reason. The rejected version isn't deleted; it's marked Flagged in version history and isn't used.

Fix what the reason points to, then choose Upload new version. If an earlier version passed, the list shows "Version N failed review — version M is still in use," and the earlier version keeps working. If nothing has passed yet, it shows "Version 1 failed review — no active version."

To retire a file for good, choose Archive from its Availability dropdown, or from the ⋮ menu on its row, or in its details. You'll be asked to confirm. Archiving can't be undone: archived files stay in the list with the status Archived, but they can't be turned back on.

To stop using a file for now, set it to Disabled instead.

Look for the sources button under a response, for example "3 sources." Hover it to see the first few titles and the number of total sources in the list. Select it to open Sources, which groups what the response used:

For example, after asking "How can I reduce absenteeism?", Sources should list Attendance Response Protocol 2026-27.pdf. Download it and compare the tiers in the response with the protocol.

Always on files are included automatically in assistant chats. To use an On demand file:

Only files that passed review are listed.

To use your organization's files in a Space for staff, choose This is a Staff operations Space on the Create a Space page. Then select Add files, then SchoolAI files, and choose the files you want.

Who can add or change files? Organization owners on Scale plans. Other users can't upload or change organization resources.

Who benefits from the files? Anyone in your organization using SchoolAI experiences that include organization resources: Dot, assistants, tools, and staff Spaces.

Does it read our Google Drive or website live? No. Files are copied in when you upload them. To update a file, upload a new version. Web pages can't currently be added as resources.

What kinds of documents work well? Documents about your curriculum: curriculum policy, teaching-practice guides, implementation guides, pacing guides, and curriculum maps. For example, Grade 4 Math Pacing Guide 2026-27.pdf or Tier 1 Mathematics Instructional Practices Guide K-8.pdf.

Can we upload complete units, lessons, or our publisher's materials? Context Management isn't built for full curriculum content. Only upload content your organization has the rights to use.

Why is my file still pending? It's in system review, which can take a few minutes. If the review job fails, or the file has been pending for 15 minutes or more, Retry review appears. Use it to run the review again. Retry doesn't change a rejection. To fix a rejected file, upload a new version.

Why did my file fail review? Open the file to see the reason, use the table in step 5 to fix it, then upload a new version. There's no manual approval for a failed file.

Does system review keep student information out? No. It checks files against SchoolAI's AI policy. It doesn't scan for student information, viruses, or copyrighted material. Don't upload student records, IEPs, restricted safety plans, or content you don't have rights to.

What happens if a new version fails review? The last approved version stays active and keeps its availability setting.

Can I edit the description? You can rename the file. The description is generated automatically and can't be edited.

Can I make a file available to only one school or grade? No. Availability applies across your organization.

Two of my documents disagree. Which one wins? Neither. SchoolAI doesn't decide which document takes priority. It looks across your available resources and grounds its response in the ones that seem most relevant, so conflicting documents can lead to mixed answers. Keep only adopted versions Always on, and disable or archive drafts and superseded documents.

Does every response list sources? Only responses that read or searched your organization resources, or used web search, show a sources button.

Are responses always correct if they use our documents? No. Responses can still make mistakes. Use Sources to open the document and verify important details.

I don't see Context Management. What should I do? Context Management is available to organization owners on Scale plans. If you're an owner on a Scale plan and don't see it, contact your SchoolAI account team.