How it works
How we install Nova: five steps from intake to live.
No months-long project and no software you have to figure out yourself. Below is exactly what happens in each step: what we do, what we need from you, and how long it takes.
app.novotai.nl
THIS MONTH40 messages
answered automatically by Nova
app.novotai.nl
RESPONSE TIME< 30 sec.
average time to first reply
app.novotai.nl
AVAILABILITY24/7
always reachable, nights and weekends included
01Intake30 min→02Data import3–5 business days→03Shadow week5 business days→04Go-liveday 1 with a safety net→05Tuningmonthly
Turnkey integration
We build, connect, and calibrate everything for you. We configure the entire system and integrate it seamlessly with your existing systems.
Instant ROI
Noticeable time savings and an immediate reduction in workload for your team from day one.
Dedicated AI expert
A single point of contact at Novotai for all your questions, modifications, and updates.
Intake conversation
In 30 minutes, we map out your business processes.
What we do
- The conversation can take place over the phone, at our office in Haarlem, or at your business location
- We discuss how your current customer communication is handled and what you want to automate
- We define the tone of voice that fits your business, and which topics should always be handled by a human
Data import
We teach Nova how your business communicates.
What we do
- Analyse your customer communication through a read-only connection — modifying or sending is technically impossible
- Identify the most common questions, standing agreements and the preferred answer style
- Structure this into a dedicated knowledge base that forms the foundation for the shadow week
Shadow week
Nova runs alongside for a week on trial, without sending anything yet.
What we do
- Put Nova in trial mode: every incoming message gets a draft answer prepared
- Send you one overview every morning with all drafts from the day before
- Process your verdict the same evening, so each day is better than the last
04
day 1 with a safety net
Go-live with a safety net
Nova goes live and handles messages on her own, only where she is certain.
What we do
- Switch on sending with three fixed rules: certain → straight out the door · doubt → to your team first, with a proposal · outside her territory → forwarded without answering
- Watch along live during office hours the entire first week and step in on doubt
- Ensure the AI strictly adheres to the pre-agreed escalation rules
Monthly tuning
Every month we improve Nova based on the results.
What we do
- Report: how many answered, how many forwarded, how often someone asked for a human
- Adjust: new answers in, the confidence threshold up or down
- Add recurring questions to your knowledge base as fixed answers
These five steps are identical for Nova Air (EU cloud) and Nova Vault (your own server in your building) — only where your data lives differs. Compare the two options →
Peace of mind from day one
Our goal is to make the integration of Nova as seamless as possible. By shadowing your workflow for a week, you will know exactly what the AI will reply before a single message is ever sent to a customer. This gives you absolute control and peace of mind.
After going live, we continue to fine-tune and optimize the AI monthly based on real-world data. This ensures Nova grows with your business while maintaining guaranteed quality.