Automation CZEN

Automation · People, data and knowledge

Second brain: a company knowledge base for AI

We build a second brain – a company knowledge base made from your procedures, price lists and policies – and connect it to the AI you already use. People ask in their own language and get an answer with a link to the document it is based on.

Free audit · 30 minutes What we build it on

Sound familiar?

According to the Czech Statistical Office (ČSÚ), in 2026 half of medium-sized and just under a third of small companies used artificial intelligence. But AI that does not know your procedures, price lists and agreements gives generic answers.

  • “Only a few people know everything, and when they leave, we have a problem.”

  • “A new colleague keeps asking the same questions for three weeks.”

  • “We have five versions of the price list on the drive and nobody knows which one is valid.”

  • “We paid for Copilot and nobody uses it.”

  • “People put company data into ChatGPT and we do not know what to do about it.”

  • “Machine procedures are on paper next to the machine, or nowhere.”

Flow

How the assistant answers – and where we keep watch

The assistant answers from documents the person asking is allowed to see. Your people decide what in them is valid.

  1. 01

    Question

    An employee asks in their own language, in a tool they know.

    Person: They do not need to know which folder the document is in.

  2. 02

    Permissions

    The assistant sees only what the person asking sees.

    Person: You decide what does not belong in the knowledge base at all, such as payroll or personnel files.

  3. 03

    Search

    It searches approved documents that have an owner and a review date.

    Person: The owner keeps their page up to date.

  4. 04

    Answer

    A short answer with a link to the document it is based on.

    Person: For important matters, they open the source and check it.

  5. 05

    Gap

    When the answer is not in the materials, the assistant says so and the question goes to a list of missing guides.

    Person: The owner adds the guide.

What we build for you

An AI assistant for businesses is only as good as the materials it answers from. That is why we start with knowledge, not with a chatbot.

01

Company wiki in your tool

A structure on Google Drive, in SharePoint, Notion or Obsidian. Templates for procedures, decisions, onboarding a new hire and frequently asked questions. Every page has an owner and a review date.

02

Writing standard operating procedures (SOPs)

We write up procedures from interviews and recordings, and each one is approved by its owner. We convert paper instructions and merge duplicates.

03

Digital work instructions at the machine

A QR code at the machine or workstation opens the current version of the procedure, with photos, on a phone. Who owns the procedure and when they last reviewed it is visible right away.

04

AI assistant over your documents

It answers from verified company sources and shows the document each answer is based on. When the answer is not in the materials, it is set up to say it does not know. Built on Gemini, Copilot, Claude or as a custom solution.

05

Connection to company systems

Context from Raynet, POHODA or ABRA Flexi, for example “what terms does client X have”. Always read-only and with limited permissions.

06

AI rules, policies and training

How the AI should write, what it may do and when it should ask a person. Plus an internal policy on which tools people may use and what not to put into them, and a short training for the team.

07

Maintenance and additions

The knowledge base grows with the company. We watch for outdated pages and send an overview of questions the assistant could not answer. That becomes the list of missing guides.

Commonly used software

What we build it on

First, what you already pay for. Gemini in Google Workspace for businesses, Microsoft 365 Copilot and Claude Team can all work with company documents. What matters is what is in them and who has access to them.

  • Google Workspace and Gemini

    Gemini in Gmail is in all plans; in Docs, Drive and Meet from the Business Standard plan. Gemini Notebook answers from the sources you add to it. Google states that it does not use company data to train models.

  • Microsoft 365 Copilot

    It answers across Outlook, Teams, SharePoint and OneDrive, from data the user has access to.

  • Claude Team and Notion Business

    Claude Team has connectors, enterprise search and Claude for Microsoft 365. Anthropic states that by default it does not train on your content. Notion Business has Notion Agent and search that also covers connected apps.

  • Obsidian

    Notes are plain Markdown files in a folder the company owns. Paying for a commercial license is not required.

  • Custom assistant (RAG)

    A custom assistant over Google Drive, SharePoint, Notion or a folder of Markdown files. It keeps up with changes to your documents. Runs in an EU cloud or on your own server.

  • Raynet, POHODA, ABRA Flexi

    Raynet has an official MCP server for AI assistants (MCP is a standard through which AI reads data from other systems). Open-source MCP servers exist for POHODA and ABRA Flexi. The assistant can then also answer from data in the CRM or accounting.

Are your documents scattered across emails and binders? That is a starting point too. We do not add personal mailboxes to the knowledge base across the board, only selected shared mailboxes.

When you do not need us

We do not sell licenses. When the tool you already have is enough, we tell you.

You pay for Google Workspace Business Standard or Notion Business and your documents are in order
You already have Gemini, or Notion Agent, in your plan. Try what you pay for first. Get in touch when the AI starts answering from old versions.
You need answers from a few documents for one team
Gemini Notebook over selected sources is enough for that. It is included even in the basic Google Workspace plan. You do not need to build a knowledge base for it.
You are looking for a customer chatbot for your website
That is a different service. This is about knowledge inside the company: procedures, price lists, policies and answers for your people.

Second brain at our company and at clients

Our own operations · PackLabs

PackLabs second brain

We run our own company, PackLabs, on a second brain that AI works with. In it, the AI finds how the company works, who we work for and which rules it must follow, and uses that to prepare orders, plan and sort documents. We build the same approach for you.

Reference · FS Composites

Company knowledge and work structure

For FS Composites we built the company’s knowledge and work structure and automated routine tasks.

Automation references

How it works

  1. 01

    Free audit

    30 minutes. How you use AI today, where your know-how is and what slows you down.

    Output: Recommended next step

  2. 02

    Knowledge audit

    We go through drives, documents and sharing. With the people who know the company, we also write down what exists only in their heads.

    Output: Knowledge map and proposed structure

  3. 03

    Pilot

    One team, one area. We build the structure, write down the procedures and test the assistant on your real questions.

    Output: Verified questions and answers

  4. 04

    Rollout

    Further departments, permission setup and a short training for the team.

    Output: Knowledge base and assistant in operation

  5. 05

    Maintenance

    Checking outdated pages and an overview of questions the assistant could not answer.

    Output: Ongoing support (optional)

Frequently asked questions

What is a second brain, or a knowledge base for AI?
One place holding procedures, price lists, policies, agreements with clients and decisions. Every page has an owner and a review date. On top of it runs an AI assistant that answers based on your company and shows which document it draws on.
Do we need new software for this?
Often not. With Google Workspace Business Standard you have Gemini in Docs, Drive and Meet. With Microsoft 365 it is the Microsoft 365 Copilot add-on license. We recommend a tool based on what you already pay for, and a new license only where it makes sense.
Won’t a colleague see payroll or contracts through the AI?
The assistant may only see what the person asking sees. Microsoft 365 Copilot respects user permissions, but it also exposes everything that is shared more widely than it should be. That is why we clean up sharing before rollout. You decide what does not belong in the knowledge base at all, such as payroll or personnel files.
Where is the data and is the AI trained on it?
It depends on the tool and plan. For Gemini in Workspace, Google states that it does not use company data to train models. For Claude Team, Anthropic states that by default it does not train on your content. A custom assistant can run in an EU cloud or on your own server. We go through the terms of the specific tool before rollout.
What if the AI gives a wrong answer?
Each answer has a link to the source, so it can be checked right away. We set up the assistant to say “I don’t know” when the answer is missing from the materials. We collect such questions and they become a list of guides to add. We measure quality on a set of real questions from your company.
Is it a RAG chatbot?
Technically, often yes. RAG means the AI first finds passages in your documents and answers from them, not from the general internet. The difference is what lies underneath. Without clean, up-to-date documents with an owner, even a good RAG chatbot answers badly.
Is Obsidian suitable for businesses?
For a smaller team or management, yes. Notes are plain Markdown files in a folder you own, and paying for a commercial license is not required. However, a shared vault through Obsidian Sync has at most 20 collaborators with the same permissions. For a larger team or sensitive areas we recommend Google Drive, SharePoint or Notion.
What does the AI Act require of us?
Since February 2025, Article 4 of the AI Act applies: companies that use AI must take measures to support the AI literacy of the people who work with it. After the 2026 amendment, they do not have to guarantee a specific level for each individual. We help with a policy and a short training. We do not provide legal interpretation for your company.
How much does it cost and how long does it take?
It depends on the systems and the scope. We do not have a price list on the website because no two companies are the same. You get the price and timeline after the audit, in advance and in writing.

Related

Moving to Google Workspace

Company accounts, shared drives and email on your domain. The foundation Gemini then runs on.

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Recruiting and onboarding

A new hire starts without explaining the same things over and over.

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Documents and contracts

Templates, generation and a register of contracts.

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Data migration and cleansing

Data without duplicates that answers can be based on.

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Enquiry — AI knowledge base

Tell us what you are dealing with. We start with a free 30-minute audit.

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