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Use case · BrainBase

One brain for the business. Owned, searchable, exportable.

SOPs in a Drive folder nobody opens. Training PDFs from 2022. Supplier numbers in a WhatsApp thread. We consolidate it into one searchable brain — versioned, permissioned, and yours to export the day you stop paying us.

Set up BrainBase
KB1,247 docs · indexed across SOPs, suppliers, training, contractsLive
Section
Docs
Last updated
Owner
1
SOPs & procedures
312
2 days ago
Ops lead
2
Training & onboarding
184
1 wk ago
HR
3
Suppliers & contracts
96
3 days ago
Owner
4
Compliance & legal
58
today
Compliance
5
Brand & tone of voice
41
2 wks ago
Marketing
6
Searchable, indexed
1,247
live
All
Found · day 14The brain.

One search box. Every SOP, supplier, training doc — indexed, versioned, exportable.

Index · liveSearchPermissionsExport+
1 brain Replaces 4–6 Drive folders9 hrs Typical owner admin saved / weekDay 1 New starters productive100% Exportable, ours-not-theirs
What's in the build

Six pieces, one brain.

From the messy Drive folders, the WhatsApp threads, the printed binder behind reception. Consolidated, indexed, versioned. The opposite of Notion-templates-and-hope.

01 · Ingest

Whatever you've got, in.

Drive folders, Notion pages, Word docs, PDFs, the binder you scan in. We ingest, clean, structure. The mess becomes content.

  • Drive · Notion · Word · PDF
  • OCR for scanned docs
  • Auto-deduplication
  • Source-of-truth flagging
02 · Structure

Sections that match your business.

SOPs, training, suppliers, compliance, brand — sections written for how you operate, not for how a SaaS template thinks businesses should be.

  • Custom section taxonomy
  • Per-role landing pages
  • Cross-linked entries
  • Versioned, with diff history
03 · Search

Semantic search that actually finds.

Keyword search plus semantic — "how do I handle a refund" finds the SOP titled "Returns & partial refund flow". Returns the answer, not just the link.

  • Keyword + semantic hybrid
  • Inline answer extraction
  • Source-cited results
  • Per-section scoping
04 · Permissions

Per-role access, transparent.

Reception sees the front-desk SOPs, treatment staff see clinical protocols, owner sees everything. Per-role, per-section, audited.

  • Per-role access matrix
  • Per-document overrides
  • Audit log of who saw what
  • SSO-ready
05 · AI assistant

Ask the brain, get the answer.

Optional AI assistant on top of your indexed content. Trained only on your docs, cites the source, never hallucinates a procedure that doesn't exist.

  • Retrieval-augmented (RAG)
  • Source-citation enforced
  • Per-role scoping
  • Owner-reviewed answers
06 · Export

Yours to leave with.

Day one, day one thousand — your content is exportable. Markdown, JSON, PDF. The brain is yours; we're not building lock-in.

  • Markdown · JSON · PDF export
  • Versioned export history
  • API access included
  • No retainer required
Method

Read · Find · Write.

Two weeks reading what you've actually got — the Drive folders, the printed binder, the Slack threads — before we structure a brain. The build follows the chaos, not the brief.

  1. 01

    Read

    Two weeks cataloguing every place knowledge lives. Drive, Notion, WhatsApp, the cabinet, the head of the senior staff member. The audit is the deliverable.

  2. 02

    Find

    The biggest gap gets prioritised — usually onboarding or compliance. We propose the smallest brain that closes the gap and gives you a foundation to grow.

  3. 03

    Write

    We ingest, structure, index, permission. Ninety days of stabilisation while staff use it for real. Documented, exportable, owned by you.

Sample engagement

The salon group that fired the training PDF.

Four locations. Twenty-two stylists. New-starter onboarding lived in a 2022 PDF.

A multi-location salon group ran new-starter training off a single PDF, with WhatsApp answering the rest. Nobody knew what was current. Three-week build: BrainBase with SOPs, service menu, supplier list, training videos, brand voice — indexed and searchable. Day one of week four: new stylists onboarding without owner intervention.

How we measure: nine new starters onboarded across the engagement; owner intervention time tracked via shared diary; 1,408 brain queries logged with helpful/not-helpful flags from staff.

1 brainreplaced 6 Drive folders
Day 1new starters productive
9 hrsowner training time / week saved
Other use cases

Five more builds, same method.

Each one a tightly-scoped fix for a row that's bleeding on the P&L.

Bookings

Enquiry, deposit, reminder, no-show recovery, rebook. The full loop, not a calendar widget.

Customer comms

WhatsApp, email, phone, DM, walk-in — one queue. Routed by skill, owner, and SLA.

Dashboards

Your P&L, bookings, ops, suppliers, forecast — six instruments, calibrated.

AI tools

Trained on your voice, your docs, your customers. Custom, not generic.

Websites & apps

Hand-coded, fast, owned. The opposite of Webflow lock-in.

Set up BrainBase.

One call. No deck. We come prepared.

Send the brief