Automation and Operations
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Process
Team AI Assistant Rollout
Your team's ChatGPT Business or Microsoft 365 Copilot set up with shared assistants, ready prompts, clear rules and a written usage guide.
Buying AI assistant seats is easy. Getting a team to use them well is harder. Team AI Assistant Rollout sets up one platform properly, with data controls, sharing and up to two connectors. We build three shared assistants on your documents and write 30 prompts for your roles. A short usage policy and a written usage guide help people use it safely.
- Three shared assistants built on your own documents
- A prompt library of 30 prompts for up to three roles
- A usage policy and a written usage guide for staff
$4,875
15–25 working days
What it is
Team AI Assistant Rollout is a one-time service that sets up ChatGPT Business, Microsoft 365 Copilot or a similar team assistant. We review admin settings and configure data controls. Then we build three shared assistants, write 30 prompts, adapt a usage policy and write a usage guide for up to 25 people. A written adoption check comes after.
Why businesses buy it
Many teams buy AI assistant seats and then barely use them. People are unsure what is allowed, what data they can paste in and what the tool is good for. Shared assistants built on your own documents give everyone a useful place to start. A prompt library shows each role what good use looks like. A short usage policy sets clear rules on data. A written usage guide answers the common questions. The adoption check then shows who is using it and where more help is needed.
Problems this solves
AI assistant seats are paid for but barely used
Three shared assistants built on your documents and a library of 30 role-based prompts give people a useful place to start. A written usage guide shows them how.
Staff are unsure what company data they can paste in
We configure data controls and sharing, and adapt a two-page acceptable-use policy for your approval. It sets out what can go in and how to check outputs.
Staff have no written guidance on safe AI use
A written usage guide covers safe use, data rules and checking outputs. You can keep a dated copy for an Article 4 file; it is not legal advice.
Nobody knows whether the rollout is actually working
About a month after handover, we review usage from the platform's admin reports. Written recommendations show adoption by team and what to adjust next.
A good fit if
Your team of five to twenty-five people has AI assistant seats that are barely used.
You use ChatGPT Business, Microsoft 365 Copilot or a similar team AI assistant.
You want clear rules on what company data can go into the assistant.
You want written guidance on safe AI use that new starters can read too.
Not the right fit if
You need an AI agent built on your knowledge base outside these platforms. See AI Knowledge Agent.
You want a full AI usage policy with approvals and enforcement. See AI Usage Policy System.
You only need a written AI usage policy, without platform setup. See AI Usage Policy System.
You do not yet know where AI fits in your business. See AI and Automation Opportunity Audit.
How it works
- You invite us as an admin on your chosen platform and share the documents and roles the assistants should serve.
- We review your plan and admin settings, then configure data controls, sharing and up to two native connectors.
- We build three shared assistants on your documents and test each one with sample questions from your team.
- We write a library of 30 prompts across up to three roles and adapt a two-page acceptable-use policy.
- We write a usage guide that shows your team how to use the assistants safely.
- A month later, we review usage and send written recommendations on what to adjust.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Admin access by invite to the platform you have chosen.
- Seats already purchased for the people who will use it.
- Up to 20 documents for each of the three shared assistants.
- The roles that will use the assistant, such as sales, support or finance.
- One person who approves the usage policy.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Order placed. Admin access, documents and roles due within 72 hours.
Review and configure
Plan, admin settings, data controls, sharing and connectors set up.
Assistants
Three shared assistants built on your documents and tested.
Prompts and policy
Prompt library written and usage policy adapted for approval.
Usage guide
Written usage guide delivered with the prompt library.
Adoption check
Usage reviewed after a month, with written recommendations.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 15–25 working days | $4,875 |
What you receive at handover
- One platform configured with data controls, sharing and up to two connectors
- Three shared assistants built on your documents
- A prompt library of 30 prompts across up to three roles
- A two-page acceptable-use policy (legal sign-off is not included)
- A written usage guide for your team
- A usage review and written recommendations within post-launch support
Expected benefits and how to measure them
- Can raise day-to-day use of seats you already pay for
- Helps staff use AI with clear rules on data
- Gives every seat holder the same written guidance
- Active users per week
- Read weekly active users from the platform's admin reports and compare the month before setup with the month after handover.
- Shared assistant use
- Check conversation counts for each shared assistant in admin analytics, month on month.
- Seat holders reached
- Count seat holders who used a shared assistant at least once in the month, from admin analytics.
Before you start: Before setup, export active-user numbers from the admin console for the last month. Note how many seat holders have used the assistant at all.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The running cost is your AI assistant seat licenses, billed directly by the vendor, such as OpenAI or Microsoft. We do not add any tools or subscriptions of our own. Connector features can depend on your plan, so we check your plan during the admin review.
Ask about running costsCustom requirements
Add a note at checkout if you need something specific. If it fits within the Scope Card it is simply included. If it goes beyond it, you get a written Change Quote within two working days, and that work starts only once you accept it, with its time added to your delivery date.
Request a custom versionKeep it running
After handover, the workspace, assistants, prompts and policy all sit in your own account. The usage guide and prompt library are yours. We answer questions during the 30 days of post-launch support, which includes the adoption check. New starters can read the usage guide, and your admin can update the assistants as documents change.
How this compares
| Do it yourself | Hire a traditional agency | Upmark Labs | |
|---|---|---|---|
| Setup | Default settings, with each person working it out alone | Often part of a wider change program | Ours configures data controls, sharing and up to two connectors |
| Shared assistants | Individual chats with no shared knowledge | Depends on the scope agreed | Ours builds three shared assistants on your documents |
| Rules | No written policy on data | A policy drafted at day rates | Ours adapts a two-page acceptable-use policy for your approval |
| Guidance | Online videos, watched or not | Workshops priced separately | Ours writes a usage guide your team keeps for new starters |
Questions about this product
Which AI assistant platforms does the team rollout support?
One platform per rollout: ChatGPT Business, Microsoft 365 Copilot or a similar team AI assistant. You choose before ordering, and your seats must already be bought. Admin features differ by plan, so we review yours first. If you want a second platform set up, add a note at checkout for a Change Quote.
What are the three shared assistants used for?
Whatever your team asks about most. Common choices are a policy and HR assistant, a product assistant for sales and support, and a writing assistant in your style. Each is built on up to 20 of your documents and tested with sample questions from your team before handover.
Does the usage policy need a lawyer's sign-off?
We recommend it, but legal sign-off is not included. We adapt a two-page acceptable-use policy from our template to your tools and roles. It covers what data can go in, how to check outputs and who to ask. One person you name approves it, and your own adviser can review it.
Does the usage guide help with EU AI Act Article 4 on AI literacy?
It can help you prepare. The written usage guide covers safe use of the assistants, data rules and checking outputs, and you can keep a dated copy in your own Article 4 file. This is not legal advice, and it does not make your business compliant on its own.
How many people does the AI assistant rollout cover?
Up to 25 people who hold seats on the platform. The prompts and usage guide are written for up to three roles, so new starters can read them later too. If more than 25 people need to be covered, add a note at checkout. We send a written Change Quote for the extra work.
What happens at the adoption check after rollout?
About a month after handover, we review usage data from the platform's admin reports. We look at who is using it, which assistants are popular and where people seem stuck. Written recommendations then suggest small changes, such as clearer prompts or extra documents. It falls within the 30 days of post-launch support.
Can you connect the assistants to our CRM or other systems?
Up to two native connectors are included, such as Google Drive, SharePoint, OneDrive or Slack, where your plan supports them. Custom API agents and deeper integrations are not part of this rollout. If you need an agent that works across your own systems, look at AI Knowledge Agent.
Guides on this topic
All guides Get your AI seats working for the team
Order Team AI Assistant Rollout for shared assistants on your documents, ready prompts and clear data rules. A written usage guide brings your whole team along.
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