Gemini Notebook for Answers from Your Own SOP Notes and Manuals

1. Make a folder on your computer or in Google Drive called "Crew notebook sources".
2. Add your own documents: van checklist, opening and closing routine, supply list, equipment manuals you own, safety notes you wrote.
3. Check that each file is readable text. Scanned photos of pages may not work as well as typed documents or text-based PDFs.
4. Remove names, phone numbers, addresses and gate codes from anything you add.
5. Rename each file so it is clear, such as "Van checklist 2026" or "Pressure washer manual, edition 3".

What you should see: a folder of clearly named files. Troubleshooting: If a manual is only a paper booklet, look for the maker's PDF on their website. Do not re-type someone else's manual.

Google's Workspace page says Gemini Notebook works from sources you upload and gives citations. Menu names may differ on your screen.

1. Open Gemini Notebook from your Google account (search for "Gemini Notebook" or open it from the Google apps menu).
2. Choose the option to create a new notebook.
3. Name it "Crew questions".

What you should see: an empty notebook with a place to add sources. Troubleshooting: If you reach an older NotebookLM address, Google's page says NotebookLM is now Gemini Notebook, so the same product should open. If it does not, search for the new name.

1. Choose the option to add a source.
2. Google's page lists Google Docs, Google Slides, PDFs, text and markdown files, web URLs and pasted text among the supported source types. Pick the files from Step 1.
3. Wait until each file appears in the sources list.

What you should see: your files listed as sources, each with its name. Troubleshooting: If a file fails to load, save it as a PDF or a Google Doc and try again. Google's page states limits per source, so split a very large manual into parts.

1. Find the chat or question box for the notebook.
2. Type: "What does my van checklist say to check before the first job?"
3. Read the answer. Look for the numbered citations that point to passages in your sources.
4. Open the citation to see the original passage.

What you should see: an answer in a few lines, with small numbers linking to the exact passage in the van checklist. Troubleshooting: If there are no citations, ask, "Show me the passage in the sources that says this." If it cannot, treat the answer as unconfirmed.

Ask the notebook to follow a house rule for its answers. Paste this at the start of a chat or into any option for custom instructions that your version offers:

Answer only from the sources in this notebook. If the sources do not cover the question, say "Not in my sources" and do not guess. Name the source file for each answer. Do not give legal, safety-regulation or product-warranty advice. Say to check the source document or the right professional.

What you should see: answers that name the source file, and a clear "Not in my sources" when the notebook does not know. Troubleshooting: If it still guesses, repeat the rule in the message and ask the question again.

Google's page says your sources stay private unless you choose to share a notebook. If you want a crew lead to use it, look for the share option and add only the people you intend. Check first that everything in the notebook is something you are comfortable sharing, including any franchisor material you were cleared to add.

What you should see: a list of people with access, which you can change later. Troubleshooting: If sharing is missing, check your account type. Some options depend on the plan.