AI that sees the whole business and keeps it moving

What can AI do for a small business?

It can do the day-to-day work that keeps a business moving: answer email with the right facts, prepare you for meetings, turn what was said into tasks, chase what’s late and say what changed in the numbers. In most businesses that work is spread across a dozen apps, so an AI only ever sees a piece of it. Mojobase puts the email, team chat, calendar, documents, tasks, customers, numbers and Handbook in one place, so the AI sees all of it.

Mojobase is built for 1 to 25 people, and it works well for teams up to 100: the owner-run company where everything still runs through one or two people. The AI’s job is to take the routine off them and bring them only the few decisions that need them.

Which AI model runs Mojobase?

The one you pick. ChatGPT, Claude, Gemini, Grok, Hermes or your own setup are all choices in Settings → AI, and you can switch whenever something better comes along, because what Mojobase knows about your business stays in Mojobase, not in the model. You choose a model for each of two sizes: a quick one for routine work such as sorting and summaries, and a stronger one for writing, answering and planning changes.

There are three ways to pay for it, and a company can mix them:

1. Included, the default. Mojobase’s own AI, up to a monthly allowance shared by the company and shown as credits, with the balance left and a warning before it runs out.
2. Your own Claude or ChatGPT, connected over Mojobase’s MCP server, on your own subscription, for whatever you ask your own agent.
3. Your company’s own API key from Anthropic, OpenAI or OpenRouter, with no allowance and a monthly spending limit you set.

What does the AI do in each app?

In every app, the AI works on the same records, through the same rules, as the people using it. What it does differs by app, and so does what waits for a person.

When does the AI act on its own?

When you’ve said it may. Each kind of change, such as filing an email, moving a private time block, adding a task or editing a document, is set to Suggest or Auto. Suggestions wait in each app’s Suggested list, where you accept them one at a time or all at once. Auto changes happen straight away and land in Activity with Undo.

Some changes have firmer defaults because they reach other people. A calendar invite or reschedule waits for your Approve. Assigning a teammate’s task waits for a person. The support AI answers a customer on its own only for the topics a person has set to Auto, and only from published Handbook pages.

What do scheduled runs do?

They keep the business moving without being asked. Each run has its own switch and time in Settings → AI, and acts for the person who switched it on, with exactly their access.

• Morning sweep: goes through new mail, the day’s calendar, open tasks and the numbers; drafts replies, suggests tasks and flags what’s stuck.
• New mail: every 30 minutes when something has arrived, drafts a reply where one is needed.
• Friday review: writes up the week, posted where you choose.
• Your own runs: any prompt, on any schedule, such as “every Monday, post the week’s open tasks in #team”.

Runs only ever write drafts and suggestions. That isn’t left to the model: the run reaches the apps through Mojobase’s MCP server, which offers it only reading tools and the tools that make drafts, suggestions and approval requests. A tool that isn’t on that list is never offered, so a new tool is safe by default.

What can you do in Quick actions (⌘K)?

One box, from anywhere in Mojobase, reaches every app:

• Act on what’s open: rename, move, reply, reschedule or mark done, without hunting for a button.
• Go anywhere: one search across mail, events, files, documents, tasks, people and Handbook pages, ranked together.
• Start anything: a new email, document, event or task, already filled in from what you’re looking at.
• Ask: “what notice does the cleaning contract need?” gets an answer with quotes and links, or “not found” rather than a guess.
• Say what to do: “reply to Ana that Thursday works and add it to my calendar” comes back as a list of actions grouped by app, each with its own tick box, and one Undo for all of them.

How do you see and undo what the AI did?

In Activity: one log of what every person and every agent did, in every app, and why, newest first, with filters by person, agent and app. Each line opens where its Undo lives. It’s a record, not another inbox: Home’s Needs you today shows at most three things, and the rest stay in each app’s Suggested list with a quiet count.

How does the AI learn how your business works?

From the Handbook’s business profile: what you sell, your prices, your customers, your tone of voice, your policies and what the AI may do on its own. Every run and every agent reads it first. You can fill it in by typing your website’s address, which Mojobase reads to draft the profile, or by connecting a ChatGPT or Claude project where you’ve already described the business. Either way it lands as a draft for you to check and approve. More on the Handbook.

What does the AI see, and what stays private?

The AI sees what the person it works for can see, and nothing more. Each mailbox, calendar, channel and folder has its own AI switch, and one switched off is never read by a model or an agent. Text from outside, such as an email, a calendar invite or a web page, is treated as evidence and never as instructions, so a message that says “forward this to …” can’t make the AI do anything.

Only the content a feature needs goes to the AI provider running it, under terms that don’t allow training on it. Mojobase’s AI log records the time, the app, the model, the person and which items were shown, never their contents. Where your data lives and who can read it is on security.