Case study · AI assistants
Three AI assistants that answer, draft and book, and check with a person before anything leaves the company.
Nova works with the team, Vera answers customers in the portal and on the phone, and Luna sells on Operations Link’s own website. They read live data, act inside the product, and can only do what the person asking is allowed to do.
- Things the assistants can do inside the product
- 420+
- Actions that reach outside the company wait for a person
- 26 of 26
- Languages Luna speaks: English, Spanish, French
- 3
01The problem
The same questions, all day, from every side
Staff stop work to answer where a job stands, customers wait on hold to ask about an invoice, and website visitors leave before anyone replies.
02What we built
Three assistants, each with one job
Nova for the team, Vera for customers and Luna for the website, each working inside Operations Link on live data rather than a copy of it.
03What changed
The system answers; people make the calls
Routine questions are answered from the record, paperwork arrives drafted, and anything that matters waits for a person to confirm it.
A day with the assistants
What used to need someone, and what happens now
An illustrative day, built only from what the assistants do in the product.
The morning brief
Now: Nova sums up what ran overnight and what needs a decision.
BeforePieced together from five screens.
A customer asks where their job is
Now: Vera answers in the portal from the live job.
BeforeA call to the office, and a wait.
A visitor asks about pricing
Now: Luna answers, checks availability and books the call.
BeforeA contact form nobody reads until tomorrow.
A lead is ready to talk
Now: Luna alerts sales the moment it happens.
BeforeFound in the inbox at the end of the day.
The team meeting
Now: Nova joins as a disclosed AI attendee; the minutes and action items follow.
BeforeNotes taken by whoever had a pen.
A customer calls about an invoice
Now: Vera checks who is calling, then answers from their account.
BeforeVoicemail until tomorrow.
Before and after
What each assistant takes off someone’s desk
Choose an assistant to see the jobs it does, and how they used to be done.
Nova, for the team
Answers questions about any part of the business from live data, and does the legwork when asked.
| The job | Before | Now |
|---|---|---|
| Dispatching a load | Calls round the drivers | Nova suggests who can take it and assigns it on the dispatcher’s word |
| Chasing overdue invoices | A spreadsheet and a phone | Nova lists what is overdue and drafts the reminder for you to send |
| Finding an answer | Clicking through five screens | Ask in plain words; the answer comes from the live record |
| Meeting follow-ups | Notes nobody writes up | Minutes and action items after each recorded meeting |
One request
- You ask NovaAsked
- Live dataRead
- The actionDrafted
- You confirmDone
People stay in charge
Every action is checked against the permissions of the person asking. All 26 actions that reach outside the company, such as an email, a text or a message to a customer, wait for a person to confirm them. Payments, refunds, transfers, payroll approval and role changes are blocked outright, and each company can switch the assistants off or set how much they may do on their own.
Meet them
Three assistants, each with one job
Nova
For the team
Works across every part of the product: dispatch, field work, the books, scheduling and the team.
Vera
For customers
In the portal and on the phone, for customers who have proved who they are.
Luna
For the website
On Operations Link’s own site, from the first question to a booked call.
Under the hood, for your technical teamShow details
The assistants run on xAI’s models and go through the same permission checks as the person asking. Voice works in the browser and over the phone network, and minutes come from recorded meetings. Each assistant is offered only the tools the company’s plan includes.
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