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THE PILOT

Three meetings, two documents, live by day 14.

Most AI pilots fail because nobody agreed what success was. We publish the baseline before we build.

THE THREE MEETINGS

01

Diagnose.

One meeting on one workflow — the thing three people on your team do half their day. We count the volume, price the current gap, and name the number we will move.

Workflow Opportunity Memo · within 48 hours

02

Scope.

A working agent on your own account, answering your real messages, in the second meeting. Then the rules, the integrations, the owner and the baseline, written down.

Scoping & Deployment Brief · within 5 days

03

Decide.

The buying committee sees the baseline before anyone builds. A paid thirty-day pilot follows; the agent is live by day 14. If the number isn't moving by month six, the engagement is restructured.

live agent · day 14

THE TWO DOCUMENTS

WORKFLOW OPPORTUNITY MEMOwithin 48 hours

First touch and routing — an international school

The workflow
Every family's first reply, and where the question goes next.
The volume
One admissions season of enquiries, most of them after 3:00 PM, three families of staff behind one inbox — counted in the shadow week, not estimated.
The gap
The desk closes at 3:00 PM. The Sports Centre does not. Median first reply the next morning.
The cost of the gap
Repeat contacts, mis-routed questions, and applications that go quiet between the open day and the deadline.
The number we will move
First meaningful response · correct routing on the first pass · unresolved after SLA · repeat contact.
What Helm never decides
A placement. A safeguarding message. Welfare bypasses the desk entirely.
A specimen drawn from a real scope · sector named, client not

Workflow Opportunity Memo · within 48 hours

SCOPING & DEPLOYMENT BRIEFwithin 5 days

The router — one desk, every family, day 14

The rules
Answered from the published pages only · no placement given · no opinion on learning support · safeguarding to the Designated Safeguarding Lead, no automated reply.
Integrations
WhatsApp and Instagram in · the admissions sheet and the Sports Centre diary out · every route written as a row.
The owner
One named admissions officer; one named Sports Centre duty desk after 3:00 PM.
The baseline
A shadow week: what arrives, when, and how long the first reply takes today — published before build.
Day 14
Live on the school's own number. Weekly reading of what families asked and what the desk could not answer.
A specimen drawn from a real scope · sector named, client not

Scoping & Deployment Brief · within 5 days

THE SHAPES

Three shapes, no menu.

LaunchOne agent, one workflow, live in thirty days. For a team where one person owns both the channel and the number.
ScaleTwo to four agents sharing one memory, real integration into the calendar, the CRM or the ticketing system, four to eight weeks. For multi-location operators with an operations owner.
EnterpriseA bespoke stack embedded in one workflow, security review, a dedicated engineer, the first live agent within ninety days. For a buying committee.

Every engagement is placed in exactly one shape at scoping. Prices are discussed after the memo, never before it.

THE QUESTIONS WE GET

Asked on every first call.

“We need a proof of concept first.”

The pilot is the first thirty days. Live agent by day 14. If you don’t see value in the first month, we restructure. We don’t run free pilots — they don’t get prioritised, on either side.

“Our data isn’t ready.”

It rarely is. The setup phase handles the data readiness. We work with what you have — a sheet, a calendar, a price list, a FAQ page.

“Can you guarantee results?”

We guarantee deployment milestones and we baseline every KPI at scoping. We don’t guarantee results, because they depend partly on your team’s adoption. We do publish the dashboard every month and restructure the engagement if the number isn’t tracking by month six.

“We already tried AI and it didn’t work.”

Almost always a horizontal tool or a chat widget. This is one workflow, on your data, under your rules, with a person named for every exception.

“Who runs it after launch?”

We do. A named engineer, a weekly reading of what people asked and what it could not answer, and the dashboard.

“What happens if you go out of business?”

Everything we build is documented and exportable — you don’t lose the workflow. At enterprise tier, source-code escrow is available on request.

THE FACTS

What procurement asks first.

Helm Vision OÜ — a European Union company, registered in Estonia

Engineering in Cairo; operators in Madrid and Toronto

Hosted on AWS; every client is a separate tenant

Voice is never recorded

Everything we build is documented and exportable

Source-code escrow available at enterprise tier

One named engineer per engagement; a weekly reading; a monthly dashboard

THE ASK

Send us one workflow.

The thing three people on your team do half their day. We'll tell you within 48 hours whether it's a fit, what it would move, and what it would take.

Send it on WhatsApp or Send it by email