Use cases › Team know-how
Your team’s know-how stays with the company, even when people change
Example scenario: how it could work in your business.
In short. In the order office of a distribution SME, Rilvo Coworker could gather the team’s procedures, exceptions and answers over time (“how do we handle a return from supplier X?”) in one shared memory, kept in the company’s dedicated environment. Newcomers ask in the team channel and find the answers colleagues have already given. The team decides what gets saved.
The context
In many SMEs, the real procedures aren’t written down anywhere: they live in the heads of people who have been there for years. When someone retires, changes jobs or goes on holiday, colleagues lose time working out how things are done, and newcomers ask different people the same questions. With tools tied to individual accounts, even what an AI assistant has learned stays with one person.
What the agent could do, step by step
Listens when the team asks it to remember
“remember: returns from supplier X must be authorised first by the purchasing manager”.
Organises the knowledge
into readable procedures, in files people can browse and correct.
Answers questions
in the team channel, citing the saved procedure and who provided it.
Flags when an answer is missing
or looks outdated, and asks whoever knows to confirm it.
Helps newcomers
on request, it prepares a summary of the main procedures for their role.
Suggests updating
a procedure when the team agrees a new way of working; a person confirms the change.
How the team works with it
Channel
The team’s channel or group on Slack, Telegram or Discord.
Who approves what
The team decides what goes into the shared memory. Whoever is responsible for an area confirms the procedures for it.
What stays out
Personal data that isn’t needed, assessments of people, special categories of data. We agree this at the start.
Benefits
What the fee covers and what’s on quote
Included in the Rilvo Coworker fee
€249/month + VAT
Activation, the team channel, shared memory, instructions on what to save and who confirms, answers in the channel, AI usage subject to reasonable use, maintenance and human support.
Separate, on quote
Bringing in existing documents (manuals, shared folders, wikis) and organising them, for example in Open Knowledge Format (OKF), and connections to management software or other company systems.
FAQ
Where is the knowledge kept?
In your company’s private dedicated environment in Europe. To answer, the agent sends the relevant parts to the AI model provider.
Your agent runs on a dedicated server in Germany; AI requests are processed by OpenAI and Anthropic, possibly in the United States.
Who can see what?
People in the channel see the answers given in the channel. If you need separate areas (for example accounts and warehouse), you can have separate agents, one per area, each with its own memory. We define this at activation.
What if a saved procedure is wrong?
Anyone on the team can flag it in the channel. The area’s owner confirms the correction.
Can we start from the documents we already have?
Yes, as a separate project, on quote: we look together at which documents you have and how to organise them.
More use cases
Real example
A development coworker in the team’s Slack channel
The team asks, the agent opens a pull request on GitHub, people review it and decide.
Example scenario
Accounting and payroll firms
Document checklists, the deadline list and draft reminders in the firm’s group. Every message to clients is checked and sent by a person.
Example scenario: how it could work in your business.
Got procedures that only live in someone’s head? Contact us to talk it through.