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Connecting/Using systemHUB with Gemini

systemHUB connects directly to AI tools through the AI Gateway, so your AI can read your systems, policies and training as you work. For Gemini, there are two routes you can take, depending on your account type.

 🤔 Start here: which applies to you? 

Google offers a feature for adding your own connections to Gemini, but it comes with strict conditions. You need all of the following:

  • A personal Google account — work and school accounts are not supported at all
  • To be located in the United States
  • Access to Gemini Spark
  • Keep Activity switched on in your Gemini settings
  • Your Gemini set to English

So which one do you have?

  1. All of the above — you can connect systemHUB directly. Follow "[DIRECT OPTION] Connect systemHUB to Gemini" below.
  2. A Workspace account, or outside the United States — the direct option isn't available to you. Skip to "[WORK-AROUND OPTION] Give Gemini a copy to read".

Google's eligibility rules change, so it's worth checking the current position on their page: Connect & manage custom apps for Gemini Spark.

🤖 [DIRECT OPTION] Connect systemHUB to Gemini 

You'll need three things from systemHUB, then you add them in Gemini. Have both open in separate tabs.

🧭 Step 1 — Get your connection details from systemHUB

  1. In systemHUB, go to Profile → Settings → Company → AI Gateway.
  2. Click Generate New Token, and copy the token somewhere safe. You'll need it in a moment, and you won't be able to see it again later.
  3. Note your company alias. This is your systemHUB subdomain exactly as it appears in your web address, lowercase and with no spaces. If you log in at yourcompany.systemhub.com, your alias is yourcompany — not your company's display name.

The three values you'll need are:

  • MCP server URL: https://mcp.systemhub.com/mcp
  • Client ID: your company alias
  • Client secret: the token you just generated

Can't see AI Gateway under Settings? Your account doesn't have access enabled yet. Email support@systemology.com and we'll switch it on.

🔌 Step 2 — Add the connector in Gemini

This has to be done in the Gemini web app on a computer — you can't add a custom app from the phone app. Once it's connected it works on both.

  1. Go to gemini.google.com on your computer.
  2. Click Settings & help (the gear icon, at the bottom).
  3. Select Connected Apps. On some accounts this sits under Personal Intelligence first.
  4. Find Custom apps for Spark, and choose Add a custom app.
  5. Enter the MCP server URL: https://mcp.systemhub.com/mcp
  6. Open Advanced features (you may need to click Show more) to enter your credentials — your company alias as the client ID, and your AI Gateway token as the client secret.
  7. Click Next and follow the prompts to authorise the connection.

Google changes these screens from time to time, so the labels may not match word for word. If you get stuck, email support@systemology.com and we'll work through it with you.

One thing to diarise: AI Gateway tokens last 180 days. When yours expires the connection will simply stop working — generate a new token and update it in Gemini.

 📚 [WORK-AROUND OPTION] Give Gemini a copy to read

If the direct option above isn't available to you, you can still put your systemHUB content in front of Gemini. Your systems stay in systemHUB; you download a read-only copy of the ones you want Gemini to know about, and keep that copy where Gemini can reach it — your Google Drive.

  1. Log in to systemHUB.
  2. Open the system you want, choose Download from the Actions menu, and select Markdown from the format dropdown.Markdown rather than PDF, because it's plain structured text. AI tools read it far more accurately than a PDF, where headings and layout can be misinterpreted.Doing a whole folder at once? Use Print Manuals instead — it gathers everything in a folder into a single document, which saves downloading systems one at a time.
  3. Create a folder in your Google Drive and save the file into it. Keeping the files together means you can point Gemini at the folder rather than at one document.
  4. Reference the folder or file in your question. For example:

    "Using the systems in my systemHUB folder, what's our process for onboarding a new client?"

    Gemini reads the files and answers from your actual documented processes rather than from general knowledge.
  5. The downloaded file is a snapshot taken at a moment in time. It won't change when you update the system in systemHUB — systemHUB remains your single source of truth, and the copy in Drive is only a reading aid for Gemini.So you'll need to re-download and replace the file after meaningful changes. How often is a judgement call: monthly suits most people, and if you're actively rewriting a set of systems, do it once you've finished rather than as you go.It's also worth keeping that Drive folder tidy. An out-of-date copy sitting alongside a current one will give you confident answers from the wrong version.

🛠️ Troubleshooting

  • "Invalid or expired client ID"
    • This is almost always the company alias or the token.
    • Check the alias is your exact subdomain, lowercase, no spaces (acme, not "Acme" or your company name).
    • Your token may have expired or been regenerated, so go back to Settings -> AI Gateway, generate a fresh token, and update it in the connector.
    • Confirm the Connector URL was pasted exactly.
  • No "AI Gateway" option under Settings
    • Your account does not have access yet. Email support@systemology.com.
  • Connector adds but will not connect
    • Remove it and re-add with a freshly generated token.
  • Using another AI tool?
    • If you use ChatGPT, Claude or another tool that supports a direct connection, none of the Gemini-specific limits above apply — connect through the AI Gateway and your AI reads your systems live, always current. 

🎉 You're All Set!

Gemini can now read your systemHUB content!