A short call, no commitment, followed by a written outline. Or try Clara now by voice or chat.
Live requests
“I need to move my appointment to Friday.”
Appointment moved to Friday
Phone
Done
Documents list sent
Answered
Address update
Web chat
In your system
Lost-property report
Phone
Passed to team
Routine requests are handled from start to finish, so your people spend their time where judgement matters.
Answers without the wait
Calls and messages are answered straight away, including outside office hours and at peak times.
Less repetitive work
Your staff stop re-keying data, looking things up and booking by hand. Clara does it in your systems.
Smoother handovers
When a request needs a person, your team receives it with the conversation and details already gathered, so nobody has to repeat themselves.
Consistent answers
Replies follow your approved information and policies, in Portuguese and English.
Easier for everyone to reach
People choose voice or writing on the channel they already know, without installing anything. Anyone who finds one way difficult can use the other.
Results you can measure
You agree the measures at the start, such as requests resolved and cases passed to staff, and see how they change over time.
Passed to your team
New
Request
Fee waiver for a late payment
What Clara already did
Verified the account, collected the reason and the payment reference
WhatsApp, 23:14
Conversation attached
Service desk
Common starting points, each configured around your own process. Examples, not a limit.
Customer and citizen enquiries
Answering questions about services, accounts, orders and opening hours, from your approved information, at any hour.
Applications and status
Explaining how to apply for a service, which documents are needed and where an application stands.
Bookings and scheduling
Booking, moving or cancelling appointments and keeping the calendar up to date.
Complaints and incidents
Recording the details, confirming receipt with a reference and keeping the person informed until the case is closed.
Requests for approval
Collecting what a decision needs and passing the request to the person who approves it.
Reminders and follow-ups
Contacting people before an appointment, after a request or when something is missing.
Internal requests
Answering staff questions on HR or IT and opening the right ticket.
Service updates
Telling people about changes, delays or closures when they ask, from your approved updates.
Every request follows the same five steps, and Clara hands over to a person whenever someone asks or the case calls for one.
Change of address
In progress
Receive
Call received by phone
Understand
Change of address, identity checked
Check the rules
Allowed: update contact details
Act in your systems
Updating the record now
Record and hand over
Next: send confirmation and log
Needs a person? Passed to your team with the full conversation.
Clara’s permissions
Set by you
Read records
Update bookings
Send confirmations
Refunds and fee waivers
Needs approval
Approval needed: fee waiver
Details and conversation attached for your team.
Approve
Decline
Permissions
Choose what she can read, change and say. Anything outside that goes to the responsible team.
Approvals and uncertainty
You choose which actions wait for a person to approve them. If Clara has no approved answer or cannot finish a task, she says so and passes it to your team rather than guessing.
Data
You agree what is kept, where, who can see it and for how long, with your team and your data protection officer. Access follows your own security policies.
Transparency
Clara tells people they are speaking with an AI employee and how to reach a person. You set the wording.
Record and accountability
Every conversation, action and outcome is recorded and can be reviewed by the people you authorise. Your organisation stays in charge; we run and maintain Clara with you, correct what goes wrong and report on how she performs.
You keep your current systems. She can answer on your existing phone numbers and transfer calls to your team.
Clara connects to your existing tools through APIs and integrations agreed with your IT team. Your systems stay the source of truth: she reads what she needs, makes the agreed changes and records the result there.
We work through your security, access and data protection review with your IT team before anything goes live.
Connected systems
Last action: just now
Records
Scheduling
Ticketing
Clara
Read record, updated it, logged the result
Documents
Phone system
01
Choose the workflow
In a conversation with no commitment, we look at where requests and manual work pile up, agree one workflow and set out in writing what a pilot involves, so you can take it through your own approval process.
02
Pilot
We configure Clara, connect your systems and test with your team before going live. From your side we need a process owner and an IT contact.
03
Measure and decide
You review the agreed measures and decide with us whether to expand, adjust or stop. If you stop, we agree with you what happens to the data.
Book a meeting
In one conversation, with no commitment, we look at your requests, show what Clara could take on and outline a first pilot you can review internally.
Clara Mind is built and operated by Quadrant Sunshine, in Lisbon.