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.
Example view
SHADOW WEEKDraft
Nova prepares an answer; you decide whether it may go out
Example view
GO-LIVESafety net
When Nova is unsure, the message goes to your team first
Example view
EVERY MONTHTuning
We adjust answers as soon as something changes in your business
01Intake15 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.
Live in four weeks
From the intake conversation to go-live, the process takes about four weeks. Below you can see what happens in each step and how long that step takes.
Dedicated AI expert
A single point of contact at Novot AI for all your questions, modifications, and updates.
Intake conversation
In 15 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
What you do
- Reserve 15 minutes
- Appoint one contact person who can make decisions
Technical Output: completed intake profile and agreements on the next steps.
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
What you do
- Grant one-time read-only access using our step-by-step guide
- Optionally provide additional documentation: price lists, terms or internal guidelines
Technical Read-only connection per channel, via OAuth or an app-specific password — never password sharing. Messages travel encrypted; we do not keep the content beyond the processing itself. On Nova Air the processing runs on infrastructure in the EU. On Nova Vault: on the server at your own premises.
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
What you do
- Go through the drafts in a few minutes a day: good, wrong or adjusted
- Watch the quality climb day by day and decide when we may go live
Technical Drafts in a dashboard: “what Nova would do” next to “what I would do”, reviewed with a single keystroke. Sentiment and lead classification runs in parallel; doubtful cases automatically go to the precise engine for a double-check.
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
What you do
- Handle only the doubtful cases — each with a ready-made proposal attached
- Tell us what should be tighter or looser
Technical Every reply gets a confidence score, with a threshold configurable per customer. Below the threshold: routing to your team with the AI suggestion as a prepared draft — never sent automatically.
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
What you do
- Briefly review the numbers and give the go-ahead
- Tell us what changes in your business: new services, prices, opening hours
Technical Dashboard with clustered escalation reasons and the human-request rate as quality indicator. Recurring questions enter the knowledge base as new canonical answers. What happens to your data if you stop is set out in the data processing agreement: within 30 days we return it in a common, machine-readable format, or we delete it — your choice.
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 keep tuning Nova every month: new answers in, the confidence threshold up or down, and adjustments as soon as something changes in your business. That way Nova grows with your business.