Every answer, one search away.
An AI workspace that searches seven connected tools, answers questions in plain English and sends leadership a weekly report — with 80% less time spent on manual analysis and reporting.
The client
The agency runs 15 offices across Australia and New Zealand, with London and Dubai next. Years of know-how — winning campaigns, vendor history, training, processes — sat across seven tools: Outlook, Monday.com, HubSpot, Box and Dice, Notion, Google Drive and Slack.
Before opening overseas, the leadership team wanted all of it in one place, so every new office could learn from the ones before it on day one.
The challenge
Answers lived in seven different tools. Finding a past campaign meant digging through inboxes or asking someone who might remember — and every performance report was pulled out of Box and Dice by hand.
The marketing team had no quick way to see what their best campaigns had in common, so new campaigns ran on gut feel. The CFO spent hours building agent and office reports. And every new office would make it harder: more people, more data, the same scattered tools.
What we did.
Connected seven sources
Outlook, Monday.com, HubSpot, Box and Dice, Notion, Google Drive and Slack now feed one private knowledge base, with clear rules on what goes in.
Built the Brain
An AI workspace where anyone can ask a question in plain English and get an answer in the agency’s own voice — with links to where it came from.
Automated the reporting
An analytics layer reads Box and Dice, spots what winning campaigns share, and sends leadership a report every Monday at 8am.
How it works.
Ask in plain English. Get an answer you can check.
- 01Staff
Asks a question
Anyone can ask, like “Which agents beat their target last quarter, and what did their campaigns have in common?”
- 02AI
Searches every source
It searches by meaning, not keywords, across all seven tools — but only the ones that person is allowed to see.
- 03AI
Finds the pattern
It pulls sales from Box and Dice, timelines from Monday.com and emails from Outlook, then looks for what they share.
- 04AI
Answers with sources
The answer comes back in plain English, with each point linked to the record it came from, so it can be checked.
- 05Leadership
Gets the weekly report
Every Monday at 8am, leadership gets a report on all 15 offices — and can reply with a follow-up question.
What changed.
For agents and staff
“How did we handle this last time?” is now one search away. A past proposal, a vendor’s history or a training guide, found in seconds instead of by asking around.
For marketing
Campaigns are built on evidence, not gut feel. The team can see what their top 20 campaigns of the last 18 months had in common, and start the next one from there.
For leadership
Reports that took hours now arrive on their own every Monday, with about 80% less time on manual analysis. And the same system is ready for London and Dubai.
The results.
Confirmed by the clientUnder the hood.
- Private knowledge base
- Company data sits in its own isolated database, encrypted in transit and at rest. It’s never shared with other clients.
- Search by meaning
- Retrieval-augmented generation finds the right document by what it means, not the exact words — then answers from it.
- Answers with sources
- Every answer links back to the email, record or file it came from, so nobody has to take the AI’s word for it.
- Access by role
- Leadership, marketing, finance and office staff each see only what their role allows. Sign-in uses multi-factor authentication.
- Guardrails on content
- The agency chose which inboxes, folders and content types go in, and which stay out.
- In their own voice
- The AI is tuned to the agency’s tone and internal language, so answers sound like them.
Ready to work smoother?
Tell us what’s slowing you down. We’ll come back within a day with a few ideas — no obligation.
Start a project hello@thinkswift.com.au