Smart Office

Smart Office is a unified digital environment for managing your office and business processes. It integrates CRM , ERP , document management, email, access control, cameras, climate control, and other equipment. Artificial intelligence helps manage data, tracks events, and performs authorized routine actions.

When systems operate separately, employees transfer data manually, search for documents in different sources, and coordinate decisions through email. Office access and equipment are managed through separate applications. Managers must aggregate data from multiple systems to understand what's happening within the company and the office itself.

Smart Office connects work processes and building infrastructure in a single system.

The system helps employees:

• find information about clients, transactions, documents and requests;
• prepare drafts of documents, letters, and responses using AI;
• process requests for office access and resolve issues related to the workspace;
• receive notifications about tasks, approvals and equipment events;
• work with the necessary services from a computer or phone.

The system allows the manager to:

• see current indicators, tasks and process status in one place;
• control access to the office and receive information about security system events;
• monitor the condition of equipment and engineering systems, including climate control;
• learn in a timely manner about failures, deviations and issues requiring solutions;
• assign responsibilities and monitor task completion.

CortexIntellect implements Smart Office: we analyze company processes, select and supply equipment, perform installation, integrate devices with CRM, ERP, and email, configure the AI agent, and train the team. Our engineers have over ten years of experience developing CRM and ERP systems and integrating equipment. A single team is responsible for implementation and post-launch support.

An AI agent can be implemented in Smart Office. An employee or manager assigns a task to it using spoken language from a computer or phone. The agent uses information from connected CRM, ERP, documents, and building systems, and performs actions within the scope of its assigned permissions .

Examples of tasks for an AI agent:

• "Prepare a summary of overdue transactions, review documents for approval, and assign tasks to those responsible."
• "Find the latest version of the client's contract and prepare a letter briefly outlining the changes."
• "Check which office access requests are pending and forward them to the responsible parties."
• "Show today's engineering system events and let me know which equipment needs attention."

The agent collects data from the required sources, suggests or performs authorized actions, and displays the results along with a history of their actions. Issues requiring human intervention are referred to a staff member.

In addition to AI agents for Smart Office, CortexIntellect also develops other AI-based solutions. Learn more on the AI development page.

First, we study the company's processes, existing software, and office equipment. We determine where employees perform manual work, which systems need to be integrated, and which scenarios will yield the greatest benefit. Based on the results, we develop a implementation plan and launch the integration in stages to avoid disrupting the company's operations.

CortexIntellect is responsible for the entire project cycle:

1. Design. We survey the premises, describe work scenarios, and plan the infrastructure.
2. Equipment. We select, supply, and install smart devices for access control, video surveillance, climate control, meeting room booking, and utility system monitoring. Depending on the application, these may include terminals and turnstiles, electronic locks, card and QR code readers, IP cameras, sensors, and booking panels.
3. Integration. We connect equipment to workflows, email, document management, and existing company systems. If necessary, we develop CRM and ERP systems tailored to business needs, create the necessary software modules, and configure the AI agent. We integrate each device into a specific workflow.
4. Launch and support. We test the system, train employees, and provide post-implementation support.

If ready-made solutions aren't suitable, we develop hardware and software components tailored to the project's needs . Where possible, we retain existing equipment: we check compatibility and connect it via supported protocols and APIs.

Company data is connected, and each employee's workspace is tailored to their tasks and access rights . During implementation, we design interfaces for specific roles from the manager to the receptionist:

• The manager sees indicators, team tasks, the condition of premises and equipment, as well as issues highlighted by the AI.
• The manager works with transactions, approvals and documents.
• The employee receives his tasks and access only to the necessary data.

Interfaces are accessible on suitable devices computers, dashboards, or smartphones. Access rights, approval routes, vacation substitutions, and action history are configured according to company rules. Notifications are sent to the system, email, messenger, or phone. Roles and work screens can be reconfigured as processes change.

Smart Office software connects business systems with office equipment. Data on clients, documents, and tasks is supplemented by events from access control systems, sensors, and other devices. CortexIntellect has been developing CRM and ERP systems for over ten years: we can create new components, enhance existing systems, or integrate products a company already uses.

The Smart Office software base may include:

• CRM for sales and service. Stores information about clients, transactions, and requests, helps manage tasks, prepare documents, and analyze sales.
• ERP for company management. Integrates data on finances, budgets, procurement, inventory, contracts, and projects.
• An AI agent. Receives instructions in simple terms: searches for information, prepares documents and reports, and creates tasks. The agent operates within the scope of its assigned rights and maintains a history of its actions. If necessary, we can add document recognition, call transcription, and anomaly detection.
• Document management. Helps fill out templates, approve documents, and store them in an archive with search, versioning, and decision history. We can also enable electronic signatures if needed.
• Portals and personal accounts. Provide clients, suppliers, and employees with access to relevant orders, documents, requests, and internal services.
• Mobile apps and PWAs. Allow you to manage tasks, approvals, metrics, and notifications from your phone. We can also add mobile passes and code scanning if needed.
• Integrations. Connect Smart Office with email, calendars, instant messaging, telephony, accounting systems, banking, and BI services. Equipment events can also trigger actions in business systems.

Smart Office's composition is determined by the company's needs. It can include only the necessary components, and then add, replace, or remove them as needs change.