OpsPromptAI

How it works

Simple for the crew. Simple for the office.

We do the setup. Your office adds the documents. Your crew scans a QR card and signs in with the account they already have. Here is every step, what your IT has to do (usually nothing), and what the AI does when someone asks a question.

Setup

Five steps to your crew's first answer

  1. We set up your app

    You get your own app at yourcompany.opspromptai.com, with your company's name and logo on it. Your office can change the name, logo, greeting and suggested questions any time on the Settings page.

  2. Your office adds your documents

    On the Publish page, drop in your handbook, service procedures, manuals and policies as PDF, Word or Excel files. Your originals stay wherever you keep them today; you publish a copy for the assistant to answer from.

    • PDFs work best for long documents, because answers link to the exact page
    • Keep one current version of each document: when one changes, publish the new version in its place
    • Add your company forms and training videos on their own tabs

  3. We add your people

    Send us a spreadsheet of names and email addresses. We set everyone up ahead of time, so there are no invitation emails to chase. With Enhanced, your admin adds people and sets their levels afterward from the People page.

  4. Hang the QR cards

    We produce QR cards and posters for the shop, the trailers and the trucks. Each person scans once, signs in with the Microsoft 365 or Google Workspace account they already have, and adds the app to their home screen. On a desktop, they just open the address in a browser.

  5. Start with a pilot, then everyone

    We recommend a two-week pilot with 5 to 15 people across different roles, including at least one skeptic. Then roll it out to everyone with a short note from you. It lands better coming from the owner than from IT, and we'll draft it for you.

What IT does

Usually nothing.

OpsPromptAI runs on Microsoft Azure and uses the accounts your people already have. There is nothing to install on your computers or servers.

Microsoft 365

Under standard settings, nothing. People sign in with their work account as they do for Outlook and Teams.

Google Workspace

A one-time sign-in setup with your Google admin, so people sign in with Google as they do for Gmail.

Locked-down accounts

Some companies block sign-in to outside apps on purpose. Then one setting needs changing; we'll know from the first test sign-in and walk your admin through it.

An example day

A day in the field, without the callbacks

Every one of these used to be a phone call to the office.

  1. "Do we get paid for drive time to the first job?"The answer from the handbook, with the page, before the truck leaves the yard.
  2. "Furnace lights, then shuts off after a few seconds."The likely cause, a guided procedure that starts with the safety steps, and the company's video on cleaning the flame sensor.
  3. "What's the per diem for an overnight job?"Answered at lunch, when nobody at the office picks up.
  4. "Where's the vehicle damage report?"The current form, as a link, filled in on the phone.
  5. "¿Cuántos días de vacaciones tengo el primer año?"The answer in Spanish, citing the English handbook by name.
  6. "My paycheck looks short this week."Straight to HR with their contact details. The question never goes to the AI and isn't stored.

The office's week

A few minutes a week keeps it sharp

The assistant gets better the same way a new hire does: someone notices what it didn't know and fills the gap.

  1. Check the gapsKnowledge Gaps lists the questions your documents couldn't answer this week, with no names attached.
  2. Publish the answerAdd or update the document that covers it. "Index now" makes it live.
  3. Glance at InsightsWhat's being asked, how much was answered, and which documents are getting old.
  4. Post a noticeA short message to everyone, or one level, for up to 30 days.

With Enhanced, the assistant does part of this for you: it drafts answers to gaps, re-checks them after you publish, and suggests fixes to guided procedures from field feedback. You approve everything.

What happens inside

What happens when someone asks a question

  1. Sensitive topics are caught first

    Personal questions about pay, leave, accommodations, harassment and similar matters go straight to your HR contact. They never reach the AI, and their words are never stored. General policy questions, like "what is the bereavement policy?", are answered from your handbook.

  2. Only the documents they're cleared for are searched

    The assistant looks through your published documents for the passages that match, and only through documents the person's level allows.

  3. A short answer is written from those passages only

    The AI, running in Microsoft Azure, writes a plain answer from the passages it found, and cites the document and page.

  4. If nothing matches, it says so

    No guessing. The person is pointed to the right contact, and the question goes on your Knowledge Gaps list.

Ready to see it with your documents?

Two hours with the real app: ask like a technician, publish like the office, see Insights.

Book a demo