Features & agent tools¶
Use this chapter as a dictionary of what Studio OS can help with: what a term means, who handles the work, and what you can ask for. The linked guides show longer examples. This inventory describes the implementation checked on 13 September 2026. Your company's enabled agents, permissions, integrations and deployed version determine what is available in your workspace. Agents → Skills and Admin → Integrations show the current setup.
What “the agent can do it” means¶
A tool is an action the platform gives an agent: read a document, update a project, prepare a quote, or request permission to send a campaign. You ask in ordinary language; you do not need to know tool names. A skill adds instructions for using tools for a particular kind of work. An integration connects those tools to an outside system.
Reading, planning and internal record updates can happen during the agent's work. Drafts, invoice posting, campaign sends and other approval-gated actions need their corresponding review, unless a supported step was explicitly pre-approved in its workflow. Permission to prepare something does not itself approve sending or publishing it. Calendar tools can create or change bookings when booking intent is clear; specify whether you want suggestions or an actual booking. See Operating Studio OS.
Which agent should I ask?¶
These are the available specialist roles; a company may enable only some of them. Tool names in the last column are examples you may see in activity records, not commands you need to type. Liisa uses coded finance operations; the other agents use conversational tools.
| Agent | Work they can handle | Example request · example tools |
|---|---|---|
| Sven — coordination | Explain company status and decisions, record company context, delegate work, read plans and activity, write playbooks and recurring instructions. | “What needs my decision today, and why?” · agent_activity, explain_decision, save_automation |
| Kairi — sales and CRM | Maintain clients and deals, read correspondence, qualify inquiries, estimate and draft quotes, prepare replies, find calendar slots and manage bookings; request every client invoice and keep the client card complete — contracts, invoices and payments. | “Prepare a quote using our current prices; flag missing scope.” · get_rate_card, calculate_estimate, create_quote |
| Madis — delivery | Plan projects, phases and tasks; record scope, progress, effort and costs; prepare project replies; ask Kairi when work is to be billed; find subcontractors. | “Log two hours on this project yesterday and show its economics.” · log_effort, get_project_economics, draft_project_reply |
| Liisa — finance | Prepare invoices, post approved invoices, fetch PDFs, reconcile accounting/payment status, flag overdue invoices, process purchase documents for review. | “Prepare the invoice for the completed milestone.” Invoices are requested through Kairi (or Sven). · draft_invoice, sync_accounting |
| Ralf — research | Search the web, read accessible pages, compare options, save sourced reports and prepare knowledge documents; monitor public IT tenders when enabled. | “Compare three suppliers and include sources and unknowns.” · web_search, fetch_url, save_research_report |
| Piret — people | Read Wemply employees, schedules, absences, leave balances, timesheets and wage reports; flag a human follow-up. | “Who is absent next week?” · get_absences, get_schedule, get_wage_report |
| Leo — legal | Read and review actual contract text, draft NDAs and terms, save legal drafts, file documents and raise decisions or signing follow-ups. | “Review this contract against our template and mark unresolved terms.” · read_document, save_legal_document |
| Romet — technical advice | Inspect supported technical drawings, read project documents, save technical notes and flag decisions. | “Inspect this drawing and list the missing dimensions.” · inspect_technical_drawing, save_technical_note |
| Tõnis — marketing | Prepare Mautic campaigns for a defined audience, report campaign engagement, read LinkedIn Page posts/comments and propose posts or replies for approval. | “Who clicked our last campaign, and what follow-up would you suggest?” · get_campaign_report, list_campaign_audience, request_linkedin_post |
Read Your AI team for the roles and handoffs in context.
Your attention and company direction¶
| Term | Meaning and available help |
|---|---|
| Dashboard / Board review | The current company picture: pipeline, projects, finance, risks and decisions. Sven explains the evidence and what needs attention. Analytics provides additional reporting views. |
| My work | The shared destination for work waiting on a person: approvals, drafts and assigned tasks. Tasks matched to your user identity appear in your personal queue. |
| Draft | Editable proposed content with recipients, attachments and delivery status. You review the actual message; approved automatic sending depends on company settings. |
| Approval / decision | Permission for a specified action, with a rationale, reviewer and decision history. Rejection can include feedback for the agent. |
| Human task | Work a teammate must do. An agent can assign and follow up; the person reports progress, a blocker or completion. A free-text external assignee does not create a user account. |
| Objective | An outcome an agent works toward over time. Tasks are concrete actions supporting it; company goals also hold targets used in management reviews. |
| Company knowledge | The compiled picture of your business: introduction answers, operating rules, curated facts, decisions, goals and commercial policy. Tell Sven about your company; review it in Admin → Company Profile. |
| Knowledge reconciliation | Sven checks company knowledge for material contradictions and proposes corrections for approval. Compare now requests the same check from Company Profile. |
| Chat, voice and conversations | Talk to agents with business context and attachments; Sven also has a voice interface where configured. Conversation history preserves prior discussions, and agents can open relevant platform views beside chat. |
See Operating Studio OS for the daily review routine.
Clients, sales and scheduling¶
| Term | Meaning and available help |
|---|---|
| Client / contact | The lasting customer relationship and the people linked to it. Kairi keeps identity, correspondence, notes and the standing client picture together. |
| Deal / pipeline | One sales opportunity for a client, progressing through New, Qualified and Proposal to Won or Lost. A new piece of business gets a new deal. |
| CRM search / saved view | Search company facts and save a fixed, named list of matching clients. Kairi can hand that exact list to Tõnis as a campaign audience. |
| Company profile / register facts | Business-register facts and a sourced description of what a client company does help qualification and search. Coverage depends on the available data; unknown facts remain unknown. |
| Email intake / routing | Connected inbound mail is matched to clients and deals or projects. Kairi handles sales; actionable delivery mail goes to Madis. Relevant attachments can be filed with the work. |
| Price list / commercial policy | Approved prices, discount limits and quote rules. Kairi can turn an uploaded price list into a dated revision for approval; uploading alone does not change live prices. |
| Estimate / quote / proposal | An estimate calculates scope against known rates. A structured quote stores priced lines and produces a numbered PDF; a prose proposal explains the offer. Kairi can use earlier work as evidence and flag missing prices. |
| Acceptance / won handoff | Customer acceptance is evidence for the studio's win review. Confirmation moves the deal to Won and creates the linked delivery project and frozen sales brief. |
| Calendar / availability | Read events, find free slots and create or update bookings through connected Google Calendar. An availability suggestion is not a reservation. |
| Service agreement | The recurring commercial relationship: scope, fee, cadence, status, term and an attached contract PDF. It is separate from the project where delivery is tracked. |
Examples: Winning the work, Adding clients, deals & projects, and the pricing example below.
Delivery, retainers and finance¶
| Term | Meaning and available help |
|---|---|
| Project / brief / scope | A delivery record with client, agreed work, status, dates, files and history. Madis can create and update projects; a won deal brings its sales brief. Internal projects track your own work. |
| Phase / task / timeline | Phases describe delivery stages; tasks describe actions, owners and dates. Madis plans and updates them. Ordinary projects offer timeline, board and list views, plus project audit tools. |
| Retainer / period | Recurring delivery for a client, billed monthly, quarterly or annually. Retainers use calendar periods in place of delivery phases. The routine opens and closes periods and prepares invoices; Madis handles the work within them. |
| Included hours / overage / extras | A retainer may include an hour allowance or be unmetered. Incurred included work consumes the allowance. Separately billable extras do not; excess included hours need a configured overage price before they can be charged. |
| Carried task / late entry | Unfinished retainer tasks remain tied to their original period and appear as carried work later. Effort belongs to the date it occurred. Late billable work can produce an adjustment invoice for review. |
| Effort / cost ledger | Record hours, materials, subcontractor costs and other project costs. Madis can log effort and costs and void erroneous entries. Committed costs and incurred costs are different; billable amounts and internal costs are also different. |
| Project economics | Administrator views of recorded costs, revenue, margin and unbilled work; retainers also show period finances and history. Missing cost rates limit what the figures can tell you. |
| Time and materials | Billing from recorded, billable, uninvoiced work. Madis records the work; Kairi asks for the invoice through whoever invoices in your company (Liisa, or a person and your accountant), and the invoice then appears on the client's card. |
| Invoice / payment status | Liisa prepares invoices and posts approved ones through connected accounting. PDF retrieval, payment reconciliation and overdue scans depend on provider capabilities and configuration. A local draft is not an issued invoice. |
| Purchase document | A receipt or supplier invoice submitted for classification and cost approval. Processing the document is separate from paying the supplier. |
| Subcontractor request | Madis can search opted-in Studio Network suppliers, prepare an approval-gated request and check its response. Finding a supplier does not place an order. |
Examples: Running the project, Studio Network, and the retainer example below.
Documents and specialist work¶
| Term | Meaning and available help |
|---|---|
| Knowledge / documents | Shared company files and extracted text. Agents can search, list and read documents where supported, then link them to the relevant client or project. An unreadable attachment may need a readable version. |
| Folders / templates | Reusable filing structures and source documents. Madis can organise project folders, apply templates and link files; legal and technical specialists can file their outputs. Drive operations need the connection. |
| Memory / operating rule | Durable context an agent can recall. It helps continuity; current amounts and business status still come from their live records. Company-wide corrections follow the relevant review flow. |
| Research report / tender monitoring | Ralf saves findings, sources, recommendations and unknowns. The optional tender routine monitors public IT procurement opportunities; authenticated tender documents are not supported. |
| Legal draft / technical note | Leo produces contract drafts and review notes; Romet produces drawing observations and technical advice. These are reviewable outputs, not collected signatures or completed physical work. |
| Staffing / timesheet / wage report | Piret reads the corresponding Wemply records when connected. Piret can surface issues; automatic staffing-gap watching and payroll handoff are not yet implemented. |
Marketing, sharing and customer access¶
| Term | Meaning and available help |
|---|---|
| Campaign / audience | Tõnis prepares an unsent Mautic email for an explicit set of contacts or a saved CRM view, previews exclusions and requests approval to send. Contact syncing/importing is a separate action. |
| Campaign report | Delivery, bounces, opens, clicks, unsubscribes and recipient-level follow-up lists from Mautic. Open tracking can overstate attention; reading a report does not import recipients into CRM. |
| LinkedIn Page | Tõnis reads the connected company Page's posts and comments, checks for new comments and proposes exact post/reply text. Publication requires approval. |
| Client portal | An enabled client contact signs in with an email magic link to send messages and files and see replies, shared offers, project progress, agreements and issued invoices. Access is controlled from client settings. |
| Portal messages and files | The client starts a general or project-linked conversation and attaches documents. The team receives a notification and replies from the client record’s Messages tab, where it can also start conversations and share files. All enabled contacts for that client see the same history. |
| Portal offer acceptance | The client reviews the shared offer, explicitly consents and receives an acceptance receipt. Studio confirmation still follows. This is not qualified electronic signing of the PDF. |
| Public project link | A token link for a limited project-progress view, separate from the signed-in client portal. It does not expose the internal project workspace. |
| Studio Network | Opt-in discovery of selected services and prices, quote/availability requests and agent-assisted supplier contact. Internal CRM, mail, costs and calendars are not published with the catalogue. |
Read Studio Network and the campaign and portal examples below.
Automatic work and its controls¶
| Term | Meaning and available help |
|---|---|
| Consultation / handoff | A consultation asks another specialist for judgment; a handoff gives them work to carry out. The resulting work and responses stay linked to their context. |
| Case / follow-up | An ongoing piece of agent work with an objective, next action and a reason to resume, such as a reply or due date. Waiting is distinct from completion. |
| Automation / trigger | A routine started by a schedule or supported event. Administrators can tune built-in routines or write a plain-language objective and select a responsible agent in Admin → AI → Automations → Advanced. Sven can author these from chat for an administrator. |
| Workflow / playbook | An outcome with a trigger and optional timed steps. Each step has a goal and time offset; the agent prepares the action when it is due. See the control comparison. |
| Work cycle / responsibility check | Background routines that advance assigned work or check standing duties. A check does not necessarily invoke a model or create new work. |
| Autonomy / maturity | Controls how much new work agents initiate. Human-led mode still processes incoming business and assigned work; it is not a global pause. |
| Pause / schedules / budgets | Controls for background work, timing and model spending. Explicit reviews and manual actions remain available during a global autonomy pause. |
| Activity / history | Records of actions, tool results, decisions and changes. Ask Sven to explain a decision or open the relevant agent, client, project or conversation history. |
| Permissions / integrations | Roles and connected services determine which actions and data are available. Enabling a skill does not supply missing credentials or grant administrator rights. |
See Operating Studio OS for controls and review queues.
Responsibilities, Workflows and Skills¶
These controls answer different questions. Tegevuskavad is labelled Workflows in the current English interface; older references call the timed sequences Playbooks.
| Surface | Question it answers | Where to find it |
|---|---|---|
| Responsibilities / Vastutused | What must this agent keep under control, and is it true now? | The agent's Responsibilities tab, currently for Kairi, Madis and Sven. |
| Workflows / Tegevuskavad | What should happen, what starts it, and are there timed follow-up steps? | The agent's Instructions tab; the same editor appears in the Admin automation overview. |
| Skills / Oskused | Which tools and scheduled operations are available, and how should a specialist workflow be performed? | The agent's Skills tab. |
Responsibilities are measured outcomes¶
Kairi's responsibilities cover known client-matter status, a next action for live opportunities and promises kept under control. Madis covers executable project plans, delivery progress and controlled project economics. Sven checks that delegated work moves and that the team's responsibilities are met.
The read-only scorecard shows Met, At risk, Breached, Waiting on someone or Unknown, with the last check, issue count and individual situations. Expand a duty to see the affected records and who is needed next. An incomplete or failed measurement is labelled; an unknown result does not mean the duty is met. Opening this tab does not start agent work. Responsibility checks handle the follow-up under the current autonomy and budget settings; human-led mode still measures gaps but does not initiate new work from them.
Workflows can include timed plans¶
The shared editor starts with an outcome in ordinary language, a responsible agent and a supported trigger or schedule. Add timed steps when needed: each has a goal, a day offset from the start and an approval setting. These offsets are not dependencies on completion of the previous step. Stop when the client replies controls whether a reply stops the sequence. The agent prepares each step from the context available when it becomes due.
For example, a client onboarding plan can request a welcome on day 0, check missing information on day 3 and review progress on day 10. The expanded workflow shows its trigger, recent result, open work and next step. Administrators can create, edit, enable, delete or manually run workflows; other members can inspect them. Sven can author them for an administrator in chat.
Edits apply to future starts. Already-armed timed steps and approvals retain their original instructions; changing, disabling or deleting the definition does not recall those steps. Needs approval is a meaningful setting: turning it off pre-approves that step's supported actions, with an audit record, rather than requiring a fresh manual decision each time. Check both step approval and approved-draft sending settings when reviewing a communication plan.
Skills combine permissions and workflow guidance¶
The Skills tab puts three kinds of entry together: callable capabilities, scheduled operations and versioned workflow skills. A disabled callable capability is removed from the agent's toolkit. Scheduled entries control their corresponding routine; not every entry is toggleable. Coming soon entries describe planned work.
Current workflow skills cover Kairi's commercial offers, Madis's project setup and Tõnis's LinkedIn community work. They supply instructions and configurable rules; they do not grant extra tool permissions. Disabling a skill also blocks the tools it governs. Administrators can change workflow-skill configuration; prices and products live under Admin → Company Profile. Enabling a skill neither starts a recurring workflow nor supplies a missing external connection.
Example: Kairi's responsibility identifies an opportunity with no next action; a workflow sets the follow-up timing; her commercial-offer skill guides preparation of the quote; tools read prices and create the draft. You review the resulting proposal through its approval flow.
Examples you can adapt¶
Update a price list¶
Upload the source document and tell Kairi: “Use this price list from 1 October. Prepare the pricing update and ask about anything ambiguous.” Review the proposed policy, its dates and source before approval. Quotes then use the policy applicable to their pricing date; old quotes retain their pricing snapshot.
Run a monthly retainer¶
Create a client-linked retainer project with a monthly fee. Leave included hours blank for an unmetered service, or set an allowance and an overage rate. Ask Madis: “Log two hours for this client on 30 September; this work is included in the retainer.” Explicitly identify separately billable extras when recording them.
The background routine closes ended periods and prepares the fee, priced overage and extras for invoice review. Late entries can produce adjustments without charging the fee again. Periods respect the service term, and opening a period snapshots its pricing. Unused hours do not roll over. Short first or last periods do not imply automatic fee proration.
For monthly planning, an administrator can ask Sven: “When a retainer period opens, have Madis plan payroll for the client's agreed payday, TSD by the 10th and the VAT return by the 20th, accounting for non-working days.” This uses the supported period-opened trigger and an agent instruction. It does not submit payroll or tax returns, and it is not a dedicated recurring-task engine; check for duplicate tasks if rerunning it.
Sille's accounting practice follows a full working month, including the distinct payroll and TSD dates and the month-of-payment rule.
Prepare a targeted campaign¶
Ask Kairi: “Save a list of five suitable clients for our new service and give it to Tõnis.” Then ask Tõnis to prepare the campaign for that saved list. Review the actual recipients, exclusions, subject and body before requesting send approval. Afterwards, ask for click results and a suggested sales follow-up. This needs the Mautic integration.
Share an offer and work with the client in the portal¶
Enable portal access for the intended contact in client settings. Share the selected offer in the portal; an unsent private draft is not automatically visible. The client can read and download the offer, accept with explicit consent and keep the receipt. The studio still reviews the win before delivery begins. Issued invoices and eligible agreements have their own portal sections.
The client opens Messages → New message, optionally selects a related project and adds a question or files. The team receives a Studio notification and opens the client record's Messages tab. Replies and files shared by the team appear in the same conversation. A network failure preserves the text and selected files for retry; successfully sent content remains available after signing in again.
Supported files are PDF, JPG, PNG, WebP, XLSX, DOCX and UTF-8 CSV or TXT. Each file can be up to 10 MB; each message allows up to 10 files and 40 MB in total. Files are stored as documents linked to the client and selected project. The portal exposes only attachments explicitly shared in a conversation, not every internal document linked to that client. Location and other image metadata are removed from photos.
The team writes replies, which the client reads in the portal; there are currently no separate reply emails or automatic AI replies. Uploading does not automatically complete tasks. Payment initiation and qualified e-signing remain planned.
Set a recurring instruction¶
As an administrator, ask Sven: “Every Monday at 9, have Tõnis check our company LinkedIn comments and prepare replies that need attention.” Sven can save the schedule, objective and responsible agent. You can inspect and change it under Automations. Tõnis prepares the work with his enabled tools; posting still waits for approval. Sven authors the instruction; it runs under a supported specialist, rather than Sven owning that recurring case.
Boundaries to keep in mind¶
Some adjacent capabilities are still planned: automatic contract-renewal watching, Piret's staffing-gap and payroll handoff routines, cash-flow alerts, a dedicated retainer portfolio screen and unused-allowance rollover. The existing integrations also do not constitute a system for doing each accounting client's bookkeeping or filing their statutory returns. Use the live agent Skills list and integration status to check availability before relying on a routine.