Family & referrer correspondence
A coordinator's inbox is mostly the same administrative questions, each one needing a look at the file before it can be answered. This agent drafts the routine replies using your standard wording and the detail from the connected file, and leaves them in the drafts folder. Anything touching care, a complaint or a safeguarding concern is stopped and handed to a person instead.
Step by step
Connect the shared mailbox
The coordination mailbox is connected along with the administrative records the replies draw on, and nothing beyond that.
Agree the subjects it may draft
Visiting arrangements, document requests, invoicing questions, appointment logistics. Everything else is out of scope by default rather than by exception.
Load your standard wording
The agent drafts in the phrasing your organisation already uses, so replies read like your team and not like a template.
It drafts the routine replies
Each draft answers the question with the detail from the file, and cites where in the file that detail came from.
It stops on sensitive subjects
Care, complaints and safeguarding are never drafted. Those messages are flagged and routed to the named person, unanswered.
The coordinator reads and sends
Every reply is read and sent by a person. Nothing leaves the drafts folder on its own, ever.
Exactly what this agent can see, touch and change
The same five controls sit behind every Askollo agent. These are this one's settings — visible before you build it, not buried in an admin screen afterwards.
Context
What reaches the modelService coordinators and administrators holding a shared mailbox, in organisations where the same administrative questions arrive every week.
Escalation
When it asks a personThe coordinator reads and sends every reply; nothing leaves the drafts folder on its own
Applications & Rights
Which tools it uses, and what it may do in each
SharePointRead only
Google DriveRead only
GmailReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.Verification
How you know it’s rightEvery claim links to the document it came from. A statement the agent cannot cite does not make it into the output — which is what makes the result reviewable in minutes rather than re-read end to end.
Who it’s for
Service coordinators and administrators holding a shared mailbox, in organisations where the same administrative questions arrive every week.
What you’ll need
- The shared mailbox connected
- An agreed list of subjects it may draft
- Your standard wording supplied
- A named person for anything sensitive
What you get
- Draft replies waiting in the mailbox
- A source reference inside each draft
- A routed list of sensitive messages
What it doesn’t do
It handles administrative correspondence only. Anything about a person's care, a complaint or a safeguarding matter is stopped and passed to a named person rather than drafted, and it sends nothing itself under any configuration.
We build the first one with you
Not a template you configure alone. We sit with your team, build it on real data, and hand over the controls.
Scope
One session with the people who actually do the work. We agree what the agent reads, what it may write, and who approves.
Co-build
Built on your own data, not a sandbox. You watch it being made, so you know why it behaves the way it does.
Handover
You own the controls. Change the context, tighten the rights, move the approval gate — without coming back to us.
Parts of the work currently spread across the categories below. It does not replace any of those products outright.
Frequently asked
How is a sensitive message actually detected?
Against the subject list your team writes in the co-build, not a generic classifier. Anything the agent is unsure about is treated as sensitive and routed, because the cost of a wrong stop is a small delay and the cost of a wrong draft is much higher.
Can it ever send automatically?
No. This one is built so that the send is a person's action, and we do not offer an automatic mode for it. If a reply is urgent, it is quicker for the coordinator to press send on a ready draft than to write from scratch.
What personal data does it touch?
Only what you connect, which for this agent is the administrative record rather than the care record. Your information governance lead sets the scope in the build and the rights are per source.
Will families notice a difference?
They should notice replies arriving sooner and reading consistently, because the agent removes the drafting delay rather than the person. Every message they receive has been read and sent by a member of your team.