Before you start
- Block one working day. You'll spend about six hours; the rest is waiting for tools to connect.
- Have the admin logins for your email, files and CRM at hand.
- Pick the one job you'd most like off your plate this week. That's your first agent.
Connect your tools.
Start where your company already writes things down: email, shared files, the CRM and the team chat. You sign in to each one, choose what it may read and that's it. The brain reads only what you switch on.
- Open Sources and switch on your email and your file storage first.
- Add the CRM and the chat channels where client work is discussed. Skip personal and social channels.
- For each source, pick the folders, inboxes or channels it may read.
3 sources on. Try switching them.
Decide who sees what.
Do this before anyone else logs in. Knowledge spaces group what the brain knows, and each space has its own list of roles that can open it. The rule then follows people everywhere: in the dashboard, in their own AI and in the agents working on their behalf.
- Create four spaces to start: Clients, Sales, Finance and Leadership.
- Send each source to the space it belongs in. The finance inbox goes to Finance, not to Clients.
- Choose which roles can open each space. When in doubt, leave it closed and open it later.
Write down what isn't written anywhere.
Every company runs on things that live only in someone's head: the real price list, what you never promise, how you sign off an email. Write them in one document the brain reads. One hour here saves your agents a hundred wrong guesses.
Company basics
1. Prices and discounts we actually give
2. What we never promise
3. How we write: tone, sign-off, words we avoid
4. The ten questions clients ask most, with our answers
Put it in a folder you connected.If the document lives in Google Drive or Notion and that source is on, the brain reads it with everything else. No upload needed.
Invite the team, with their own AI.
Invite each person with a role. Then, if they already use Claude, ChatGPT or Cursor, they can connect it to the brain by pasting one address and signing in. Team AI access is in beta and today covers knowledge, tasks and projects, always within that person's permissions.
https://brain.example.com/mcpSwitch on one agent.
One. Pick the job you chose this morning and open that agent. It arrives with a brief, a schedule and approval rules already written; your job is to make them yours. If you need help choosing, read how to hire your first AI agent.
- Read the brief and change anything that doesn't sound like your company.
- Set the schedule. Morning jobs work best before the team starts.
- Leave every outgoing action on "asks first" for the whole first week.
- Choose where approvals reach you.
Approve its first work.
Run the agent once by hand so you don't have to wait for tomorrow. Its first drafts arrive where you chose. Read each one as if a new assistant wrote it: approve what's right, edit what isn't, and write every edit back into the brief as a rule.
Inbox assistant16:42
Bluebird Co asked to move Thursday's review. I drafted a reply offering Friday at 10:00, which is free in your calendar. Send it?
Hi Ana, no problem. Would Friday at 10:00 work for you? Same link as always.
Approved. Sent to Bluebird Co.
Every weekday evening it brings active clients up to date from the sources you connected. Tomorrow morning, open any client and check its living file: status, decisions, commitments and open questions, each with its source.