gtwelve

AI agents — one connected operating layer

A useful agent does one job well. Many connected agents can save time across the business.

Think of them as small specialists. Each handles a defined task: gathering information, preparing work, updating records, following up or surfacing a decision. Connect several and routine work moves without being copied and chased at every step.

Review a workflow

Sixteen practical starting points

What could an agent handle?

These small agents are examples, not fixed packages. One can remove a specific bottleneck. Several can work in sequence so the same information moves through the business without being entered again.

01Capture and qualify

Turn incoming demand into organised work.

The first route gathers the right information, identifies what has arrived and gives it an owner.

  1. 01.1

    Enquiry triage agent

    Starts when
    A form, email or message arrives.
    Agent handles
    Reads the request, identifies the service and urgency, then prepares a clean summary.
    Human control
    A person handles uncertain or sensitive requests.
  2. 01.2

    Call capture agent

    Starts when
    A call is missed or reaches an agreed overflow point.
    Agent handles
    Answers, gathers the caller’s details and creates a structured enquiry for the team.
    Human control
    Pricing, commitments and exceptions transfer to a person.
  3. 01.3

    Information collection agent

    Starts when
    An enquiry is missing photos, documents or essential details.
    Agent handles
    Requests the missing items and keeps them with the correct record when they arrive.
    Human control
    The team decides whether the information is sufficient.
  4. 01.4

    Routing and ownership agent

    Starts when
    A complete enquiry is ready for action.
    Agent handles
    Assigns the right person, creates the next task and sets the response window.
    Human control
    Unusual or high-value work can require manual assignment.

02Prepare and hand over

Move work forward without repeated copying.

Once the request is understood, agents can prepare the routine work around it and hand decisions to people.

  1. 02.1

    Client onboarding agent

    Starts when
    A new client or instruction is confirmed.
    Agent handles
    Creates the onboarding record, requests agreed information and prepares the internal checklist.
    Human control
    A person approves the client and any commercial terms.
  2. 02.2

    Task handover agent

    Starts when
    Work reaches the next team, supplier or department.
    Agent handles
    Packages the useful context, creates the task and confirms who owns the next action.
    Human control
    The receiving person can amend priority and scope.
  3. 02.3

    Record update agent

    Starts when
    A conversation, document or status change is recorded.
    Agent handles
    Summarises the update and writes agreed fields back to the customer or job record.
    Human control
    Important client-facing records can be held for approval.
  4. 02.4

    Draft preparation agent

    Starts when
    A reply, brief, update or internal note is needed.
    Agent handles
    Prepares a draft using the approved business information and the context already gathered.
    Human control
    A person reviews and sends important communication.

03Keep momentum

Make the next action difficult to forget.

Connected follow-up prevents useful work from disappearing into inboxes or relying on memory.

  1. 03.1

    Follow-up agent

    Starts when
    An enquiry or task has had no action within the agreed time.
    Agent handles
    Reminds the owner, prepares the next message and records that follow-up is due.
    Human control
    The team chooses whether and how to contact the client.
  2. 03.2

    Quote progress agent

    Starts when
    A quote is sent or reaches a review date.
    Agent handles
    Tracks its status, prepares a polite follow-up and highlights replies that need attention.
    Human control
    Pricing and negotiation always remain with a person.
  3. 03.3

    Appointment coordination agent

    Starts when
    A meeting, visit or viewing needs to be arranged.
    Agent handles
    Offers agreed availability, records the selection and sends the relevant confirmation.
    Human control
    Exceptions and rescheduling rules remain configurable.
  4. 03.4

    Exception and escalation agent

    Starts when
    A deadline, rule or expected step is missed.
    Agent handles
    Identifies the exception, gathers the context and alerts the correct decision-maker.
    Human control
    The agent escalates; it does not make the sensitive decision.

04See and improve

Give the business a clearer operating picture.

The final route turns activity across the system into useful summaries, answers and priorities.

  1. 04.1

    Daily operations brief

    Starts when
    The working day begins or an agreed reporting time arrives.
    Agent handles
    Summarises new work, overdue actions, exceptions and the decisions needed today.
    Human control
    The brief points to source records rather than inventing conclusions.
  2. 04.2

    Inbox and request agent

    Starts when
    Shared inboxes or request queues receive new items.
    Agent handles
    Groups related messages, removes obvious noise and prepares the priority queue.
    Human control
    Deletion and sensitive classification stay under agreed rules.
  3. 04.3

    Business knowledge agent

    Starts when
    A team member asks how a service, rule or process works.
    Agent handles
    Finds the answer from the maintained business information and cites the source.
    Human control
    Unknown or conflicting information is flagged rather than guessed.
  4. 04.4

    Management signal agent

    Starts when
    A workflow pattern crosses an agreed threshold.
    Agent handles
    Highlights recurring delays, lost handovers or growing demand and prepares the evidence.
    Human control
    Managers interpret the signal and decide what changes.

The gtwelve approach

One system. Clear boundaries.

01

Listen

The agent reacts to an agreed event across forms, calls, inboxes, calendars, documents or existing business software.

02

Act

It completes the repeatable part: gathering, preparing, updating, routing or reminding according to defined rules.

03

Escalate

Important decisions, exceptions and commitments reach a person with the useful context already assembled.

Start a conversation

Which job should the first agent take off your team?

Choose the problems that sound familiar. We’ll use your answers to identify a focused first agent and the systems it should connect.

Prefer to talk? Call 07949 337575.

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