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Staff Knowledge Assistant

Help your team find answers in the procedures and training material you already have.

The right procedure. Within reach.

Made for Restaurants, marinas, retail and businesses with crews or seasonal staff.

  • Your team’s approved handbook, procedures and training.
  • Source-referenced answers and manager escalation.
  • Ten answer/source test questions, plus team-access checks.
A look at the workflowFictional example · not a live integration
TEAM QUESTION

“It’s my first closing shift at the café. What do I do at the front counter, and who signs off?”

  • Closing checklist
  • Source reference
  • Shift-lead sign-off
ANSWER FROM THE EXAMPLE STAFF GUIDE
Front-counter checklist
  1. Wipe the counter and restock takeaway supplies.
  2. Record unfinished tasks in the shift log.
  3. Ask the shift lead to review before you leave.
Source to check
Staff guide → Closing → Front counter, page 4. The example guide requires shift-lead sign-off.
When the guide has no answer
“The approved guide doesn’t cover that situation. Please check with your shift lead rather than improvising a new procedure.”
Fictional staff-guide excerpt for demonstration. Your setup uses your approved documents.

Your team stays in controlYour approved material guides the answer. Missing information goes to a manager.

Your assistant setup

One business. One agreed setup.

$1,250USD · one-time base package
  • One team with one shared access level in a supported customer-owned workspace.
  • Your approved handbook, procedures and training material for the agreed team knowledge base.
  • Source-referencing answer instructions, an onboarding checklist and manager escalation.
  • Ten agreed answer/source/escalation test questions and provider-native access checks.

Fixed price for the base package. We confirm the platform, access and package fit in writing, then send your one-time Stripe invoice with a payment link. Scope, delivery timing and cancellation terms are agreed before invoicing.

Discuss my setup

Your own platform account is required. Subscription and usage fees are paid separately to the provider. Hartwell does not host your assistant. Ongoing maintenance is optional and quoted separately.

Need additional workflows, teams or connections? Request a custom quote. Scheduled or event-triggered actions are included only when explicitly scoped and tested.

SEE IT IN MOTION

A closer look at Staff Knowledge Assistant.

Illustrative workflow with example information. Your setup is tailored to the agreed platform and scope. Use fullscreen for a closer look, or explore the written example above.

Set up together. Yours to run.

  1. Agree the setup

    Your workflow, platform and information handling, confirmed in writing.

  2. Configure & test

    Check the agreed workflow together in your own account.

  3. Hand it over

    A practical walkthrough, with checks after our temporary access is removed.

Handoff included. Help when you need it.

  • Editable setup, a short operating guide and one 45-minute handoff.
  • One consolidated revision request within the agreed scope, during the 14 calendar days after handoff.
  • Up to 60 minutes of usage help during the same 14 days.

New workflows, source material, platforms or integrations need a separate quote. Corrections needed to meet the agreed acceptance checks are separate from the usage-help allowance.

Optional ongoing maintenance

Want help keeping the setup current? Ask for a separate maintenance quote covering agreed updates, check-ins and support. No maintenance plan is required, and no monthly fee starts with this purchase.

Discuss ongoing help
Setup scope & boundaries

What’s included

One supported customer-owned assistant for one team, using one shared access level through the platform’s existing controls. Includes the approved handbook, procedures and training material selected for the team knowledge base; source-referencing answer instructions; one onboarding checklist; and ten agreed acceptance questions covering answers, source references and escalation. We review your clean, searchable materials and agree the source set, covered topics and intended users before invoicing. Team size and access depend on your provider’s plan; additional teams, access roles or substantial document cleanup are separately quoted. Platform support and access suitability are confirmed before invoicing.

Where your team takes over

The assistant is limited to the approved material and intended users. New policy writing, document cleanup/OCR, HR or payroll decisions, sensitive employee records, different access roles, custom access systems, and HR/POS connections need a separate scope or are excluded. You keep the source material current.

Supported connections, information handling and provider costs are confirmed in your written quote before work begins. Later changes and ongoing maintenance are optional and quoted separately.