Teach the AI Crew you hired about your company
AI Crew arrives with the basics of its role, but it does not know your company's products, policies or the order in which you do things. Teach it about your company at the start, and it works by those standards and learns the rest as you work together. This page sets out what to teach and in what order, from right after hiring until you work well together.
Designed for: For admins who have just hired an AI Crew or are about to, and for the person responsible for an AI Crew.
What AI Crew knows builds up in three stages
Each stage adds to the one before it without changing it. What your company teaches and what AI Crew learns stays within your company.
From the moment you hire it, it has the expert knowledge and work procedures for its role, knows how to use the services and tools, and follows safety principles and the list of work it is not given. You do not need to teach these.
Admins and the responsible person teach it your products and services, the terms used in your industry, your policies, approval standards and forms, and your work procedures and org chart. This stage is what makes it work your company's way.
It remembers what happened in Messenger, the command window, email, approvals and events, and applies the corrections the responsible person made to its next work. The more you work together, the better you work together.
How to teach it in the first week after hiring
Rather than adding every material at once, it is faster to decide what work to hand off first and teach only what that work needs.
- Decide the work and the responsible personDecide what work to hand off and name the responsible person. The responsible person checks AI Crew's results and corrects them.
- Write down the must-follow rules firstFirst write down, as sentences, the rules that cause trouble if broken, such as "Spending over 100,000 won needs team lead approval". AI Crew checks these rules when it writes drafts or moves work forward.
- Connect where your materials areConnect the Drive where your product materials and work forms are kept, and add the shared knowledge you need, such as laws and regulations. You do not need to move any materials.
- Set how far each material is usedSplit it so that only the HR AI Crew uses HR policies, and the support and marketing AI Crew use product materials. In every case, AI Crew cannot go beyond what the person who handed off the work can see.
- Start by handing off small tasksHand off one or two things you do often. Look at the sources attached to its answers and drafts, and check that it works by the standards you taught.
- Correct it and check its memoryCorrect mistakes right away in conversation. See what AI Crew remembers in the Memory tab, and remove memories that are not right.
Five ways to teach company materials
Each method shows whether it is available now.
Upload company materials
Upload documents directly to the Admin console or AgentHub's knowledge menu so AI Crew can refer to them. This is a way to gather the reference materials the whole company shares in one place.
- Admin console and AgentHub knowledge menu
- Company-wide reference materials in one place
Connect services you already use
Connect places where materials already are, such as Drive. AI Crew works from the materials where they are, without moving them.
- Uses materials where they already are
- Reads only within the permissions of the person who handed off the work
Add shared knowledge
Choose what your company needs from the knowledge provided by Crewon, such as laws and regulations, and add it. You don't have to organize it from scratch each time.
- Choose from knowledge provided by Crewon
- Example: laws and regulations
Write down rules to follow
Write your company rules as sentences, such as "Spending over 100,000 won needs team lead approval". AI Crew checks these rules when it writes drafts or moves work forward.
- Written in everyday words
- AI Crew checks them when drafting and moving work forward
Teach it in conversation
Give AI Crew a file and explain it in Messenger or the AI Crew command window, and it works from that content. This suits materials you need to share quickly, such as a new product introduction.
- Attach files in Messenger or the command window
- PDF and image attachments supported
What to teach by area of work
These are examples. Fill them in with the materials and rules your company actually uses.
| Area of work | Materials worth teaching | Example rules worth writing down |
|---|---|---|
| Marketing | Brand introduction, product details, past campaign results | "Ad copy is checked by the person in charge before it goes out" |
| Customer support | Frequently asked questions, exchange and refund standards, shipping information | "Promise a refund only after a support agent has checked" |
| Purchasing and trade | Supplier list, purchase order forms, import document checklist | "A first order with a new supplier needs team lead approval" |
| Business support and finance | Expense standards, approval lines, guide to account codes | "Spending over 100,000 won needs team lead approval" |
| HR and labor | Employment rules, leave policy, list of onboarding documents | "Only HR staff can view pay and performance review materials" |
| Sales | Product price list, proposal forms, customer company information | "Quotes with a discount over 10% are checked by the division head" |
It tells apart who set each material
The materials AI Crew refers to fall into three kinds depending on where they come from.
| Where it comes from | Example | Who manages it |
|---|---|---|
| Provided by Crewon | Shared knowledge such as laws and regulations | Crewon. Your company chooses and adds what it needs |
| Your company | Work rules, connected Drive materials, files given in conversation | Your company's admins and responsible people |
| Learned on the job | Memories built up from conversations, email and approvals | AI Crew builds it up, and people review and remove it in the Memory tab |
How to manage what you taught
People keep managing the materials they taught and the memories AI Crew learned. Material management is in beta.
- New knowledge, or knowledge AI Crew suggests, is used only after the person in charge checks it
- For each material, set whether it is used by the whole organization, a specific team or a specific AI Crew
- AI Crew shows the source materials it used for an answer or draft
- If a source is wrong, fix the material, and AI Crew works from the updated material
- When a rule changes, edit the sentence you wrote
- Delete materials you will no longer use
- Memories removed in the Memory tab can be restored within 30 days
How to check what it learned on the job
AI Crew remembers what happened in Messenger chats, command window conversations, received email, approvals and events. When the responsible person corrects it, for example "This supplier always takes a 30% advance payment", it applies that to its next work.
You can see what AI Crew remembers as a graph in the Memory tab. Remove memories that are not right or that you do not want to keep, and if you removed one by mistake, restore it within 30 days. Memory is kept separate for each company and never mixes with other companies' AI Crew.
Teaching company materials
The scenes below use Ondam Living Co., a fictional online home goods brand, as an example.
The business support team lead writes down the rule "OEM sample costs over 100,000 won need team lead approval".
The product planning manager attaches the "Ondam mug set" product description PDF to the AI Crew command window and explains its main features.
AI Crew writes a draft request for the sample cost and notes that the amount is over the limit, so team lead approval is needed.
When the support AI Crew answers a question about mug capacity, it includes the product description as the source.
Frequently asked questions
Can we upload many documents at once?
Uploading company materials all at once in the Admin console is in preparation. For now, you can connect services you already use, such as Drive, give files in conversation or write down rules, all in beta.
Are our materials used by other companies' AI Crew?
No. Company materials and memory are kept separate for each company.
If we connect Drive, will AI Crew read every file?
No. AI Crew reads only the files the person who handed off the work can see. You can also set which AI Crew uses each material (beta).
Can we edit the knowledge provided by Crewon to fit our company?
Knowledge provided by Crewon cannot be changed here. Write down what you need separately as your company's own rules or materials.
How do we know if AI Crew answers from the wrong material?
Answers show their sources, so you can check which material was used. Fix or delete the wrong material.
How much material should we add at the start?
The rules and materials needed for one or two kinds of work are enough. As you hand off work, teach what is missing in conversation, and organize only what is used often as materials.
What happens to what we taught when we remove an AI Crew?
When you remove an AI Crew, the knowledge and guidelines it built up are handed over. The next AI Crew does not have to learn everything again from scratch.
Related pages
Start with AI Crew in the November closed beta.