An Aivell turns incoming emails into structured tickets — requester, category, priority, status — in your database or sheet. Each new message is checked against a private index first, so duplicates and follow-ups attach to the existing ticket instead of opening a fresh one. Everything runs on a box inside your office.
starts when: A request lands in your support@ mailbox
Requests arrive as prose. “The heating in flat 4B is dead again, also the hallway light flickers, my number is…” — one email, two issues, zero structure. Somebody reads it, decides what it is, retypes it into a list, and answers the sender. Then the sender writes again the next morning, a colleague files it as a new item, and now two people are chasing the same boiler.
That translation work — from paragraph to record — is quietly enormous. Administrative overhead of this kind costs firms around $17,000 per employee per year, and the duplicates it produces cost more: double dispatches, contradictory status updates, and requesters who conclude nobody is listening.
The result is a request list that is actually true: one ticket per problem, statuses that mean something, and a full audit trail of who reported what and when — none of it ever leaving your building.
No flowcharts, no code — a chore is just a message to your Aivell, in your own words. It shapes it into a solid, guarded procedure and follows it to the letter. This one:
read every new message in support@; skip newsletters and out-of-office replies
check the ticket index first — is this a follow-up or a duplicate of something open?
if it is, attach the message to the existing ticket; never open a second one
new issue: create a ticket with requester, building, category and a plain summary
heating, water or electrical failures are priority high — and email Stefan directly
anything mentioning injury or damage is priority high too, whatever the wording
reply with the ticket number, in the sender's language
index the new ticket so tomorrow's duplicates can find it
mark a ticket closed only when the assigned fixer replies "done"
Connected with single-click passkeys — no copied tokens, no OAuth hell.
Every tool can be limited to exactly what this chore needs. For this one, you might set:
Every ticket is indexed in a knowledge base on the box. A new message is compared against that index — same sender, same broken boiler, same rough wording — before anything is created. Matches attach to the open ticket; only genuinely new issues get a number.
Yes. The Aivell writes wherever your rows live — a proper database, or a shared spreadsheet with one line per ticket. You get numbering, status and deduplication without buying and learning a helpdesk product.
Nowhere. Reading, matching and ticket-writing all happen onboard, behind your firewall. Nothing is uploaded to an AI provider, which is exactly what you want when the mail describes someone's flat.
You do, in writing. The chore lists the words and situations that mean priority high — no heat, water leak, injury — and who gets alerted. Changing the escalation rule is editing one line, and the audit trail shows every decision made under it.
Your info@ mailbox, triaged by a private AI colleague — classified, routed, and the routine ones answered. Behind your firewall, around the clock.
Password questions and how-do-I requests answered from your own runbooks; real incidents structured and escalated. All behind your firewall.
A webhook fires in one system, your Aivell writes the record correctly into the other — on-premise glue between your tools, with guardrails on every insert.
Portal leads answered in a minute, viewings booked, buyers qualified — an on-premise AI colleague that keeps client data inside your agency.
An Aivell is an on-premise AI colleague: a small box that plugs into your network, runs its own AI onboard and takes the repetitive work off your desk. Prompts, documents, data — nothing ever leaves your office. Unplug the internet: it keeps working.
You describe each task as a chore, in plain language. Your Aivell turns it into a solid, guarded procedure and runs it in the background — with guardrails on every tool, a complete audit trail, and approvals in your hand when you want them. One-time setup, fixed monthly fee. No tokens, no overages.
onboard inference · air-gapped · fixed monthly fee