AI Assistants
Internal knowledge assistants and training resources
An internal assistant that answers your team's questions from approved documents, with links back to the source.
Staff can't find procedures or approved information.
Your team finds approved answers quickly, with links back to the source where practical.
$1,000–$3,500 setup + $100–$300/mo Estimate
Respects access permissions.
Overview
How it works
Every business has the answers somewhere: a procedures document, a pricing sheet, an onboarding guide, an old email. The trouble is finding them. Your internal knowledge assistant lets your team ask a question in plain words and get an answer drawn from the documents you've approved.
Each answer comes with a link back to the source, so your team can check the original and trust what they're reading. When the approved documents don't cover a question, the assistant says so and points the person to whoever owns that topic. It doesn't guess.
It respects access permissions. A crew member sees answers from crew documents. A manager can also see answers from management documents. Nobody gets an answer from a document they aren't allowed to open.
It's built the same way as our customer-facing assistants: approved knowledge only, clear rules, honest handoffs, and a record you can review.
What it looks like
A typical walkthrough
For example, here's how a landscaping company's team uses the knowledge assistant during a normal week.
A new hire has a question
On their first week, a crew member asks how to log hours for a job that ran long. The assistant answers from the timekeeping procedure and links to it.
A crew lead checks a procedure
On site, a crew lead asks which mix ratio the company uses for a fertilizer product. The assistant answers from the approved product sheet and shows the source.
A question it can't answer
Someone asks about a policy that was never written down. The assistant says it can't find an approved answer and names the person who handles that topic.
Permissions in action
A crew member asks about manager pay rules. The assistant doesn't answer from management documents, because that person doesn't have access to them.
The office manager updates a document
The office manager approves a revised safety checklist. From then on, the assistant answers from the new version.
The owner reviews gaps
At the end of the week, the owner reviews questions the assistant couldn't answer and decides which ones need a written procedure.
Under the hood
How our system does it
Approved documents only
The assistant answers from a library of documents you've approved, such as procedures, policies, product sheets, and training guides. Drafts and unapproved files aren't used.
Every answer links to its source
Each answer names and links the document it came from. Your team can open the original to check details, and it's easy to spot when a document needs updating.
Access permissions are enforced
Documents carry the same access groups as the people asking. Before answering, the system checks who's asking and only searches documents that person is allowed to see.
Unknowns go to a person
When the approved documents don't contain an answer, the assistant says so plainly. It points the person to the topic owner you've named, rather than filling the gap with a guess.
Rules it can't break
You can list statements the assistant must never make. Every answer is checked against those rules before it's shown, the same way our customer-facing assistants work.
Questions are treated as untrusted
A question can't change the assistant's rules, open documents outside a person's permissions, or make it take actions. It answers questions. It doesn't change files or systems.
Powered by Claude
Claude, the AI model from Anthropic, reads the relevant approved passages and writes a short, plain answer. If the AI service is unavailable, the assistant tells the person and points them to the source documents.
A record you can review
Questions, answers, and unanswered questions are logged in your dashboard, with retention you set. You see what your team asks most and where your documentation has gaps.
Works with
What it does
What it does
Answers team questions
Gives short, plain answers from your approved documents.
Links to the source
Shows which document each answer came from, with a link to open it.
Respects permissions
Only answers from documents the person asking is allowed to see.
Admits gaps
Says when it can't find an approved answer and names who to ask.
Stays current
Uses the latest approved version of each document.
Follows your rules
Checks every answer against the statements it must never make.
Logs questions
Records questions and unanswered topics so you can improve your documents.
What it can do for you
Why it helps
Less time hunting for answers
Your team asks a question instead of digging through folders and email.
Smoother onboarding
New hires find approved procedures on their own and ask fewer repeat questions.
Consistent answers
Everyone gets the same approved information, with the source attached.
A clear view of documentation gaps
Unanswered questions show which procedures are missing or out of date.
What you control
Your rules, your approvals
- Which documents are approved and used
- Who can see which documents
- Topic owners for questions the assistant can't answer
- Statements the assistant must never make
- How long questions and answers are kept
- Turning the assistant on or off at any time
Who it's for
Is this a good fit?
- Growing teams with procedures spread across documents and email
- Businesses that onboard new staff or seasonal crews regularly
- Owners who answer the same internal questions over and over
- Probably not the right fit if your procedures aren't written down yet, though we can help you start
How we work
From first conversation to live
Discovery
We look at where your documents live, what your team asks most, and who should see what.
Setup on your business profile
We gather your approved documents, access groups, topic owners, and rules into one business profile.
Test in safe mode
We ask real questions together, check sources and permissions, and fix gaps before your team uses it.
Go live
We open the assistant to your team, starting with the groups you choose.
Ongoing review
We review unanswered questions with you, add or update documents, and adjust permissions as your team changes.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- Internal knowledge assistant for your team
- Approved document library built from your business profile
- Source links on every answer
- Access permissions by group
- Handoff to topic owners for unanswered questions
- Must-not-say rule checks on every answer
- Question log and gap review in your dashboard
- Testing in safe mode and ongoing review
Not included
- Writing your procedures from scratch, unless agreed in writing
- AI usage and document storage charges from third-party providers, which are confirmed per project
- Answers from documents you haven't approved
- Changes to your files or systems made by the assistant
What you'll provide
- The documents you want the assistant to use, approved by you
- Your team members and their access groups
- Topic owners for each area of your business
- Anything the assistant must never say
- Admin access to your document storage, if documents live in Microsoft 365
Safeguards
Controls built in
- Answers come only from approved documents, with a source link
- Permissions are checked before every answer
- Unknown answers go to a named person instead of a guess
- Every answer is checked against your must-not-say rules
- Questions can't change rules, widen access, or trigger actions
- You own your documents and question logs, with retention you set
FAQ
Questions owners ask
Where do the answers come from?
Only from documents you've approved. Each answer includes a link to its source, so your team can check the original.
Can a crew member see manager-only information?
No. The assistant checks who's asking and only answers from documents that person is allowed to see.
What happens when the answer isn't in our documents?
The assistant says it can't find an approved answer and points the person to the topic owner you've named. Those questions also show up in your review, so you can fill the gap.
How do we keep it up to date?
When you approve a new version of a document, the assistant uses that version from then on. We review gaps and updates with you as part of ongoing support.
Can it edit documents or take actions?
No. It answers questions from your approved documents. It doesn't change files or make changes in your systems.
How much does it cost?
Scope and price are confirmed in writing after a short conversation about your documents, team, and permissions.
Put internal knowledge assistants and training resources to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.