SOLUTIONS · OPERATIONS AND CHIEFS OF STAFF
Give your AI chief of staff the company’s decision notes and operating guides. Answer recurring questions with their sources attached.
Where's the latest travel policy?
The employee handbook links to the travel policy updated in October. The operations lead owns that version. 1
Travel policy
What did we agree with the landlord about the break clause?
The signed lease sets the break date and notice period. The property note names the person responsible for notice. 1
Landlord and vendor terms
Who approves spend over $10k?
The purchasing policy routes spend above $10,000 to the budget owner and finance reviewer. 1
Approvals
Brief me for the leadership offsite
The offsite brief lists the three decisions, their owners and the supporting notes for each. 1
Meeting prep
Your chiefs of staff and operations leads share answers with sources.
Chiefs of staff
Where's the latest travel policy?
On request
Who owns the October version of the travel policy?
Before deciding
Source answer: The employee handbook links to the travel policy updated in October. The operations lead owns that version.
Sources: Travel policy (Google Drive); Tern Works · Supporting notes (Notion).
Operations leads
What did we agree with the landlord about the break clause?
Weekly
Who is responsible for serving notice under the signed lease?
Before deciding
Source answer: The signed lease sets the break date and notice period. The property note names the person responsible for notice.
Sources: Landlord and vendor terms (Notion); Tern Works · Supporting notes (Google Drive).
Executive assistants
Who approves spend over $10k?
On request
Who must review a purchase above $10,000?
Before deciding
Source answer: The purchasing policy routes spend above $10,000 to the budget owner and finance reviewer.
Sources: Approvals (Google Drive); Tern Works · Supporting notes (Notion).
Office managers
Brief me for the leadership offsite
Weekly
Who owns each decision in the offsite brief?
Before deciding
Source answer: The offsite brief lists the three decisions, their owners and the supporting notes for each.
Sources: Meeting prep (Notion); Tern Works · Supporting notes (Google Drive).
Chiefs of staff
When does the cleaning contract renew?
On request
Which signed clause sets the cleaning agreement’s renewal notice?
Before deciding
Source answer: The vendor register records the renewal date. The signed cleaning agreement provides the notice clause.
Sources: Vendor contracts (Google Drive); Tern Works · Supporting notes (Notion).
Operations leads
Who owns this request, and which policy should the agent use to route it?
Weekly
Which policy and owner should the agent consult before routing the request?
Before deciding
Source answer: HeyBrain returns the policy and responsible owner. The connected agent routes the request through its own tools.
Sources: Routing (Notion); Tern Works · Supporting notes (Google Drive).
Search the handbook and ask colleagues for the travel-policy owner.
Find the travel policy updated in October, with the operations lead named as its owner.
Read the lease and property notes separately to prepare a break notice.
Find the signed lease’s break date and notice period, alongside the property note’s notice owner.
Ask around for the approval route for spend above $10,000.
Find the budget owner and finance reviewer required by the purchasing policy.
Assemble offsite decisions, owners and background notes by hand.
Ask the offsite brief for the three decisions, their owners and supporting notes.
ONE CONNECTED BRAIN
Bring Google Drive, Notion and your uploads into one cited answer.
FOLLOW THE SOURCE
Open the citation. Read the original wording and surrounding detail.
PERMISSIONS IN EVERY ANSWER
Same question, different permissions. Review the request and sources in the access record.
Answers respect source access.
Set its scope. Revoke its key.
Review requesters, sources and access decisions.
Check provider data use and retention.
Connect your model to governed knowledge.
Review data handling, providers and international transfers.
Read the privacy policyLESS CONTEXT. LOWER COST.
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FAQ
The employee handbook links to the travel policy updated in October. The operations lead owns that version. Ask follow-ups in the same conversation and open each citation to check the surrounding detail, then share the source with colleagues who can access the same collection.
The signed lease sets the break date and notice period. The property note names the person responsible for notice. Connect the relevant Drive folder or Notion pages, or upload documents, then follow citations to their original passages from the AI tools your colleagues already use.
Connect Google Drive, Notion and document uploads; Claude, Cursor and Codex ask your company knowledge through HeyBrain MCP. Keep decisions and references available where your team works. HeyBrain supplies knowledge; agents use their own tools for actions requested by the user.
People and agents receive answers from sources they can open. Workspace rules restrict the audience; each agent has its own key and scope. Administrators review requesters, times and source references in activity records alongside workspace membership and source access rules.
Connect your team’s current brief, decision notes and working guide, invite the people who need them and ask a familiar question. Open its source citations before expanding the collection. Align workspace membership and individual agent scopes with each team’s responsibilities.
HeyBrain sends only the context a task needs instead of repeatedly passing whole documents to your AI tool. Use the context calculator to compare the amount you send and your input price. Your team shares the same connected knowledge across tools, so every new conversation can start with the relevant passages and their sources.
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