Meet Your New Team
Outermind deploys a team of specialized AI agents, each designed for a specific task. Start with one, scale to many.
AI Chief of Staff
An autonomous AI executive working under your direction.
The ultimate AI team member. Your AICOS manages corporate goals, creates strategic projects, and orchestrates other AI agents to accomplish complex initiatives. It learns your organization's people, processes, and culture, then works autonomously while keeping you in control of major decisions. With intelligent execution profiles, it automatically adapts its approach based on the task: deep planning for daily operations, fast responses for quick questions, and quality-focused research for complex emails. The result is up to 60% faster chat responses and 40-70% lower AI costs.
Key Capabilities:
manage_goalsTrack and execute on corporate goals assigned by Business Owner
create_projectsBreak goals into structured projects with milestones and deadlines
orchestrate_agentsDelegate work to SME agents and coordinate their output
intelligent_profilesAutomatically adapts model, tools, and strategy based on task type for speed and efficiency
learn_organizationBuild knowledge of your people, processes, and culture
daily_executionAutonomous wake-up cycle to review progress and execute tasks
real_time_streamingSee responses arrive in real time during chat conversations
escalate_decisionsSeek human approval via unified multi-channel notifications (Email + Teams) with one-click action tokens
multi_identityRecognizes the Business Owner across multiple email addresses, so subsidiary, personal, or alternate domains never cause a lockout
quality_feedbackRate AI responses to continuously improve performance over time
AI Personal Assistant
A dedicated AI assistant for every employee.
Stop losing hours to inbox triage, meeting prep, and status updates. The AI Personal Assistant gives each team member their own always-on assistant that monitors their inbox, drafts replies, tracks personal goals, conducts research, and manages projects. Employees personalize their PA with a custom name, avatar, and communication style. A three-tier privacy model (Private, Metadata Only, Full Visibility) gives organizations control over oversight while respecting employee autonomy. The PA wakes up on a configurable schedule to proactively work on assigned goals, then delivers a summary so your team starts every day with clarity instead of chaos. Reach your PA through the dedicated PA Hub, email, or Microsoft Teams.
Key Capabilities:
inbox_managementMonitor mailbox, draft replies, categorize messages, and flag urgent items for attention
goal_trackingSet personal goals and let the PA create projects, track tasks, and report progress autonomously
research_assistantResearch topics on demand with concise summaries, key findings, and source citations
meeting_preparationReview calendar, gather context from email and CRM, and prepare briefing notes
full_personalizationCustom name, avatar, communication style (professional, casual, concise, detailed), and natural-language behavioral instructions
proactive_schedulingWakes up 1-4 times daily within working hours to work on goals and deliver progress summaries
privacy_firstThree-tier privacy model (Private, Metadata Only, Full Visibility) balances admin oversight with employee autonomy
two_tier_governanceAdmins approve a tool and model pool; employees select from it. No permission escalation, full flexibility
multi_channelInteract via the PA Hub dashboard, email, or Microsoft Teams. Your PA is always just a message away
daily_summariesReceive email or in-app summaries of everything your PA accomplished each cycle or day
Subject Matter Expert
Enterprise AI search. Instant answers from your docs.
Powered by Azure AI Search and RAG (Retrieval-Augmented Generation), the Subject Matter Expert searches your email archives, corporate knowledge bases, SharePoint, Google Drive, OneDrive, and Notion using semantic understanding, not just keywords. Answer questions about company policies, employee handbooks, benefits, and procedures. Every answer cites its sources, eliminating guesswork and hallucinations.
Key Capabilities:
search_sharepointRAG across SharePoint sites and OneDrive
search_google_driveRAG across Google Workspace Shared Drives
lookup_employeeQuery Entra ID for employee details and org structure
crmSearch, create, and update contacts, companies, and deals in HubSpot with schema-aware intelligence
multi_mailboxMonitor multiple email mailboxes from a single tenant
search_mailboxSearch any mailbox in your organization for relevant emails with granular access controls per agent
notify_userUnified multi-channel notifications via Email and Teams with one-click approve/deny. Configurable per approval type with auto-recipient resolution and complete audit trail
atlassian_toolsSearch, create, update, and manage Jira issues plus search and create Confluence pages
request_human_inputUnified notifications dispatch approvals to Email and Teams simultaneously with secure one-click action tokens
manage_projectPlan, schedule, and track multi-week projects with milestones
index_knowledgeAuto-capture valuable insights and research into your knowledge base
mine_mailboxAutonomously build knowledge bases from email archives when agents identify information gaps
external_knowledgeConnect pre-existing Azure AI Search indexes as agent knowledge sources with three strategies: Knowledge Base, Direct Search, and Search with Synthesis
Operations Agent
Read/Write access to SQL databases and APIs.
The power user's dream. Connect the Operations Agent to your Azure SQL database, legacy ERP, GitHub repositories, or any API. It manages GitHub issues and PRs, monitors CI/CD pipelines, executes SQL queries, updates records, and triggers webhooks - all with full audit logging and write protection controls.
Key Capabilities:
sme_orchestrationAdvanced SME agent orchestration and coordination
onedrive_toolsSearch, read, edit, and create documents in users' OneDrive for Business accounts with per-user security scoping
query_quickbooksQuery QuickBooks Online for customers, vendors, invoices, bills, payments, and financial reports (P&L, Balance Sheet, Cash Flow)
query_xeroQuery Xero for invoices, contacts, payments, fixed assets, and financial reports including P&L, Balance Sheet, and Trial Balance
ninjaone_toolsQuery NinjaOne RMM for organizations, device health, active alerts, and detailed device intelligence
crayon_toolsQuery Crayon Cloud IQ for cloud organizations, Microsoft 365 subscriptions, Azure usage, and billing data
pax8_toolsQuery Pax8 for companies, subscriptions, Azure intelligence, invoices, and product catalog data
notion_toolsSearch, query databases, read, create, and update Notion pages with schema-aware intelligence that adapts to your workspace structure
query_sqlRead/write access to Azure SQL and Postgres databases
http_webhookConnect to any third-party API or legacy ERP
crm_advancedManage associations, log engagements, run marketing lists and campaigns in HubSpot
github_tools25 GitHub operations: manage issues and PRs, monitor CI/CD workflows, browse repos, and trigger builds. Real-time webhooks for event-driven automation
send_smsSend SMS notifications via Twilio
azure_ai_searchAdvanced vector search across massive datasets
orchestrate_campaignCoordinate multi-channel campaigns with external APIs and data
Mailbox Assistant
Drafts replies while you sleep.
Your first line of defense against inbox overload. The Mailbox Assistant learns your tone, analyzes email threads, and drafts personalized responses. Configure it to send automatically for routine queries or hold everything for your review—you're in control.
Key Capabilities:
create_draft_replySave draft replies to your Outlook Drafts folder for review
reply_emailSend email replies (autonomy level configurable per agent)
web_searchSearch the web for public information via Bing/Google
calendar_manageCheck availability, book, and manage meetings
read_fileRead attached PDFs and documents in email threads
lookup_vipCheck if sender is a VIP contact for priority handling
request_human_approvalEscalate to manager via email and Teams with one-click approve/deny action tokens
invoke_smeInvoke specialist SME agents for domain-specific tasks
caiooYour AI Chief of Staff with intelligent execution profiles that adapt to every interaction type
AI Personal Assistant: Multiply Every Employee
The AI Chief of Staff runs your business. The Personal Assistant empowers every person in it. Give each team member a dedicated AI that adapts to their role, goals, and working style.
Two-Phase Setup: Admin Provisions, Employee Personalizes
IT admins assign the PA User role, select a shared mailbox, define available tools and LLM models, set privacy policies, and configure execution limits. A guided wizard makes it fast.
Each employee completes a 6-step setup wizard: profile, goals, tools, personalization (name, avatar, style), schedule, and activation. The result is a PA built exactly to their needs.
For the Employee
- ✓Choose a custom name, avatar, and communication style for your PA
- ✓Set goals like "Inbox Management" or "Research Assistant"
- ✓Chat with your PA through the PA Hub, email, or Microsoft Teams
- ✓Control what personal data your PA can access
- ✓Get daily or per-cycle summaries of what was accomplished
- ✓Configure wake-up frequency and working hours
- ✓Write natural-language instructions to shape PA behavior
For the Admin
- ✓Provision PAs with a guided setup wizard
- ✓Define which tools and LLM models are available
- ✓Set three-tier privacy policies (Private, Metadata Only, Full Visibility)
- ✓Monitor usage, costs, and execution metrics with multi-dimensional cost tracking
- ✓Pause, resume, or deactivate any PA instantly
- ✓Set daily execution limits for cost control
- ✓Two-tier tool gating prevents permission escalation
How It Operates
- ✓Wakes up 1-4 times per day on a configurable schedule
- ✓Responds immediately to new emails and chat messages
- ✓Plans and prioritizes work based on active goals
- ✓Decomposes goals into projects with tasks automatically
- ✓Executes using admin-approved tools within employee selections
- ✓Delivers summary reports via email or in-app
- ✓Learns preferences over time through Intelligent Memory
The PA Hub: Your Personal Command Center
Dashboard
Status overview, metrics, recent activity, and quick actions at a glance
Goals & Projects
Create goals and watch your PA decompose them into projects and tasks
Chat
Real-time conversations with full history. Ask questions and assign work instantly
Insights
Analytics on execution metrics, goal progress, tool usage, and productivity trends
Built for Every Role
Sales Manager
Pipeline updates, client follow-ups, daily deal summaries
Software Engineer
Code review alerts, technical research, status update drafts
Executive
Daily briefings, meeting prep, board communications
HR Manager
Candidate tracking, recruitment pipeline, hiring summaries
The SuperAgent Architecture
Behind the scenes, a SuperAgent orchestrates everything. It reads incoming messages, understands intent, and routes work to specialist agents—each optimized for specific tasks.
SuperAgent
The orchestrator. Analyzes context, plans multi-step workflows, and delegates to specialists.
Drafts replies, manages threads
Searches SharePoint, OneDrive, Google Drive, Notion, queries databases
Books meetings, checks availability
Explains capabilities, guides users
Your Custom Workflow Engine
The SuperAgent is powered by a workflow engine that's completely tailored to your business. Define routing rules, approval chains, and escalation paths—trained on your processes.
"Emails from @bigclient.com → executive sign-off required"
"Product questions with 90%+ match → auto-reply enabled"
"Discount above 20% → manager approval via messaging or email, one tap to approve"
"Contacts tagged "VIP" → priority queue + CC account manager"
""Where is my order?" + order found → auto-reply with tracking"
"Manager unresponsive 4 hours → auto-escalate to backup approver"
You define the rules. The SuperAgent learns your business logic and applies it consistently across thousands of interactions—while keeping humans in control of what matters most.
Your AI Never Does the Same Work Twice
Agent Artifacts automatically cache and reuse AI-generated reports, analyses, and research. Reduce costs, speed up responses, and build a searchable library of AI-generated outputs.
Never Do the Same Work Twice
When someone asks for last quarter's sales report, the agent finds it instantly instead of regenerating from scratch.
Cross-Agent Knowledge Sharing
Research done by one agent is available to all. The sales agent can reference the support agent's analysis.
Automatic Similar Request Detection
Asking for "Q3 revenue breakdown"? The agent surfaces the existing "Q3 financial summary" as a starting point.
Searchable AI Output Library
Every report, analysis, and research document your agents create—organized and searchable.
Real Cost Savings
With BYOK pricing, every token saved is money in your pocket. Here's how artifacts reduce your AI spending.
Weekly Team Status Report
Customer FAQ Responses
Quarterly Analysis Documents
How Artifacts Work
Agent Creates Output
Report, analysis, or research is generated
Automatic Caching
Output is saved with context and metadata
Smart Matching
Similar requests surface existing artifacts
Reuse or Update
Return cached version or build upon it
Smart AI is efficient AI. Your agents learn what outputs are valuable and reuse them automatically—saving you time and money while building an ever-growing library of organizational knowledge.
Ask Questions About Your AI Team's Activity
Activity Search lets you query your agent execution history using natural language. Find patterns, debug issues, and understand exactly what your AI agents have been doing.
Search Like You Talk
No complex query syntax. Just describe what you're looking for.
"What happened with Acme Corp last week?"
Find all interactions with a specific company
"Show me all escalations about billing"
Surface decisions that needed human input
"Which agents processed invoices yesterday?"
Track agent activity by topic and time
"Find errors related to email sending"
Debug issues across your AI team
AI-Generated Summaries
Every agent execution gets a natural language description of what happened, who was involved, and what actions were taken.
Entity Extraction
Automatically identifies companies, people, and topics from each execution for precise filtering.
Semantic Understanding
Search by meaning, not keywords. Ask questions like you would ask a colleague.
Agent Self-Reflection
Agents can search their own history to learn from past interactions and provide better context.
Automatic Activity Indexing
Every time an agent completes a task, Outermind automatically generates an AI summary, extracts key entities, and indexes everything for instant search. No manual logging required.
Email processed, task finished, or escalation created
Natural language description with entities and topics
Semantic search enabled for meaning-based queries
Find it with natural language in seconds
Search history retention scales with your plan
Stay Informed Without Logging In
Daily Activity Summary delivers comprehensive reports about your AI agents directly to your inbox. Know exactly what happened, how much it cost, and what needs attention.
Outermind Daily Activity Summary
noreply@outermind.ai
Subject: Outermind Daily Activity Summary - January 15, 2026
47
Executions
42
Completed
3
Escalated
2
Errors
Cost Summary
+ Agent activity, escalation details, error logs...
Quick Stats
At-a-glance metrics showing total executions, completed tasks, escalations, and errors.
Cost Tracking
Token usage and cost breakdown so you always know what your AI team is costing.
Agent Breakdown
See which agents are doing the most work and how they perform individually.
Escalation Alerts
Never miss an escalation - get notified of every decision that needed human input.
Configure Once, Stay Informed Forever
Set your preferred schedule, choose which sections to include, and add your team. Outermind handles the rest - aggregating data, generating reports, and delivering them right when you need them.
Daily at 5 PM, weekly on Mondays, or custom CRON
Direct emails, roles, or specific users
Costs, escalations, errors, agent breakdown
Professional HTML emails in your inbox
Schedule flexibility scales with your plan
Complete Visibility Into Your AI Operations
The Usage Dashboard gives you comprehensive cost, performance, and health analytics for all AI agent activity. Track spending, monitor reliability, and optimize performance with data-driven insights.
7 Comprehensive Dashboard Sections
Interactive charts, KPI cards, and sortable tables give you complete control
Daily Cost Trends
Track AI spending over time with stacked area charts showing costs by agent, model, and trigger type
Per-Agent Breakdown
See which agents drive cost, their success rates, average duration, and execution patterns
Execution Health
Composite health scores (0-100), tool reliability metrics, and error analysis across your AI team
Model & Tool Analytics
Understand which AI models and tools are used most, their costs, and token efficiency
Complete Cost Visibility
Track every dollar spent across agents, mailboxes, models, and trigger types. No surprises.
Performance Monitoring
Monitor execution success rates, duration patterns, and identify bottlenecks before they impact operations.
Health Scoring
Get instant insight into AI reliability with composite health scores that flag degradation early.
Optimization Insights
Identify high-cost agents, underperforming tools, and opportunities to reduce spending without sacrificing quality.
Business Value, Not Just Metrics
The Usage Dashboard transforms raw execution data into actionable business intelligence. Know exactly where your AI budget goes, which agents deliver ROI, and where to optimize.
Forecast monthly AI costs based on historical trends and usage patterns
Identify high-cost, low-value agents and adjust configurations
Catch reliability issues before they impact customer experience
Show executives exactly where AI delivers value and where it doesn't
Analyze any time period with flexible date ranges
Long-Running Project Management
Outermind agents don't just handle one-off tasks—they can plan, schedule, and manage multi-week projects from start to finish.
Professional Plan & Above
GTM Campaign Launch
Coordinate a product launch across marketing, sales, and support.
- •Research competitor positioning and market timing
- •Schedule stakeholder briefings and approval checkpoints
- •Coordinate content creation across email, social, and blog
- •Track launch milestones and send status updates
- •Compile post-launch metrics from CRM and analytics
Change Management
Roll out new processes or tools with stakeholder buy-in.
- •Draft communication plans for affected departments
- •Schedule training sessions and track attendance
- •Send milestone reminders and progress updates
- •Collect feedback via automated check-ins
- •Generate adoption reports from usage data
Social Media Campaign
Plan and execute multi-week content campaigns.
- •Build content calendar with themes and posting schedule
- •Draft posts aligned with campaign messaging
- •Coordinate approval workflows with stakeholders
- •Schedule posts and monitor engagement
- •Compile weekly performance summaries
Client Onboarding Program
Guide new clients through a structured onboarding journey.
- •Send welcome sequences with next steps
- •Collect required documents and track submissions
- •Schedule kickoff and milestone meetings
- •Send automated check-ins at key intervals
- •Escalate blockers to account managers
RFP Response Coordination
Manage complex proposal responses across teams.
- •Parse RFP requirements and create response outline
- •Assign sections to subject matter experts
- •Track completion status and send reminders
- •Compile and format final submission
- •Coordinate review cycles and approval chains
Hiring Campaign
Run a structured recruiting process from posting to offer.
- •Draft job descriptions and coordinate postings
- •Screen incoming applications against criteria
- •Schedule interviews and send candidate prep materials
- •Collect interviewer feedback and summarize
- •Track pipeline metrics and time-to-hire
How It Works
Tell the agent what you want to accomplish, and it creates a project plan with milestones. As work progresses, the agent schedules follow-ups, sends reminders, coordinates with stakeholders, and keeps you updated—all while awaiting your approval for key decisions.
How It Works
Email Arrives
New email lands in your monitored mailbox
Agent Analyzes
AI reads the email, understands context, and plans a response
Tools Execute
Agent searches SharePoint, OneDrive, Google Drive, Notion, checks CRM, queries databases, manages GitHub issues, and accesses platform knowledge as needed
You Approve
Approve via messaging, email, or the admin console before sending
Real-World Use Cases
See how Outermind handles everyday business scenarios.
Client Asks for a Quote
"Hi, can you send me pricing for 50 units of Product X?"
Agent searches CRM for customer tier, checks inventory in ERP, pulls latest pricing from SharePoint, OneDrive, or Google Drive, and drafts a personalized quote.
Quote drafted and waiting for your approval in 30 seconds.
Discount Request Needs Approval
"Can we get 25% off for a bulk order?"
Agent recognizes discount exceeds threshold and sends manager an interactive approval card in Teams with full context and Approve/Deny buttons. Manager taps "Approve" from the Teams mobile app.
Manager approved in 2 minutes from their phone. Agent sends confirmed quote with discount applied.
Vendor Payment Inquiry
"What's our outstanding balance with TechSupply Corp?"
Agent queries QuickBooks Online for vendor bills and payments, calculates current balance, and provides a breakdown of unpaid invoices.
Real-time vendor balance with payment history delivered in seconds.
Support Ticket from VIP
"Our integration stopped working this morning."
Agent recognizes VIP contact, searches knowledge base for similar issues, checks recent system logs, and drafts a detailed response with troubleshooting steps.
Priority response drafted with relevant documentation attached.
Exception Requires Human Judgment
"We need to return a product outside the normal return window."
Agent flags policy exception, looks up customer history (5 years, $50K LTV), and escalates to manager via messaging or email with a recommendation to approve.
Manager reviews context, approves with one tap from their phone. Agent processes return and notifies customer.
Quick Answer via @Mention
@Outermind what is our refund policy for enterprise clients?
Agent searches your knowledge base across SharePoint and OneDrive, finds the enterprise refund policy, and responds in-thread with a cited answer and document link.
Accurate answer delivered in 8 seconds. No email sent, no portal opened, no context switching.
Bug Report Becomes GitHub Issue
"The checkout page crashes when I try to apply a coupon code."
Agent searches existing GitHub issues for duplicates, creates a new issue with detailed reproduction steps, assigns to the relevant team, and adds priority labels based on customer tier. If the CI pipeline fails overnight, a separate webhook triggers the agent to fetch logs and create a failure report.
GitHub issue created and assigned in seconds. Customer notified with issue link for tracking. Build failures surfaced before the team arrives.
Personal Assistant Handles Your Day
Your PA wakes up at 8 AM and scans your inbox, calendar, and active goals before you sit down.
PA drafts replies to 12 routine messages, flags 3 urgent items for your attention, prepares briefing notes for your 10 AM client call, and updates progress on two active projects. It sends you a morning summary via email or the PA Hub.
You start your day with a clear inbox, prepared meeting notes, and a progress report. Hours saved before your first coffee.
Coming Soon
We're constantly expanding our integration capabilities. Here's what's on the roadmap.
Slack Integration
Complete team messaging integration: channels, 1:1 chat, interactive approval cards, @mentions, and proactive notifications
Q1 2026Twitter/X Integration
Post tweets, monitor mentions, engage followers
Q2 2026Instagram Integration
Create posts, manage stories, respond to comments
Q2 2026
Social Media Manager
Your wordsmith. Keeps your social presence active.
Build your brand while you focus on your business. The Social Media Manager drafts LinkedIn posts that match your voice, monitors comments and suggests replies, creates Instagram content, and keeps your Twitter active—all with your approval before anything goes live.
Key Capabilities:
linkedin_postCreate and publish LinkedIn posts on your behalf
linkedin_commentsMonitor and draft replies to LinkedIn comments
social_analyticsTrack engagement metrics across platforms
content_calendarPlan and schedule posts across all channels