Build your Business Brain

Business Brain is the knowledge Yesoma's AI uses to draft replies that actually sound like your business — your services, prices, policies, FAQs, and tone. The richer your Brain, the sharper every draft.

The four parts

Services

What you sell, with prices (or a range). Open Business Brain → Services and add each service: name, price, duration, what's included. Even a short description is enough for the AI to start drafting on-topic replies.

If a customer asks about a service you haven't saved, Yesoma flags it as missing info rather than guessing.

Policies

Refund, cancellation, deposit, rescheduling, late arrival, no-show, travel. Open Business Brain → Policies. Write each policy in plain language — Yesoma reuses your exact wording when the question comes up.

A policy entry like "50% deposit required to lock in the date. Refundable up to 14 days before the appointment." turns into a clear, on-voice reply when a customer asks about deposits.

FAQs

Short Q&A pairs. Open Business Brain → FAQs. Whenever you find yourself typing the same answer twice — turn it into an FAQ. Yesoma will pull it into the draft next time.

Tone

Open Business Brain → Tone. Add 3–5 sample replies you wrote yourself, plus any phrases you always use ("Happy to help!") or always avoid ("Hey hun"). Every AI draft mirrors that voice from then on.

The fast path

Don't try to build the whole Brain on day one. Start with:

1. 3–5 services with prices.
2. 2–3 policies (whichever you get asked about most: deposit, cancellation, refund).
3. Tone: 3 sample replies in your real voice.

That's enough for the AI to write usable drafts. Add the rest as customer questions surface them — every inquiry that flags "missing info" is a tap-to-save shortcut into the Brain.

What "missing info" looks like

When the AI doesn't have the answer to a customer's question, the draft says so explicitly — and the inquiry shows a yellow Missing info signal in the inbox. Click it to either type the answer once and save it to the Brain in the same tap, or skip and reply manually.

This is the design choice that keeps Yesoma honest: it never makes up a price or a policy you didn't tell it.

Inspect the evidence behind an answer

Open Business Brain → Answer Lab and ask a customer-style question. Yesoma labels the result Fully supported, Partially supported, Needs human input, or Conflicting evidence. Open Answer evidence to see every approved fact that was available to that generation.

When a fact came from a reviewed Customer-safe file, the citation includes the source title, version, exact Page, Paragraph, or Line, and its supporting quote. Choose Open evidence to reveal that source in Knowledge. A fact entered directly in Services, Policies, FAQs, or the business profile is labeled Saved directly in Business Brain. Internal-guidance and Restricted files are reference-only and never appear as customer-reply evidence.

New Case drafts show the same record under Grounded in. If you edit, polish, or replace the AI draft with a template, Yesoma marks the draft as changed because the original evidence may not support new claims. If a cited source later becomes Superseded or Archived, the historical citation remains intact but displays a re-check warning. If an active canonical fact has only non-current source lineage, a new answer keeps that lineage, lowers its support confidence, and asks you to confirm the fact. A pending source conflict is labeled Conflicting evidence and requires a human decision before the claim should be trusted.

Already have it in a spreadsheet?

If your services, policies, or FAQs already live in a Google Sheet or an export from another tool, you don't need to retype them. Each Business Brain section has an Import CSV button — upload (or paste) the rows, preview them, and Yesoma adds the new ones in one pass. Duplicates are skipped automatically (by name for services, type + title for policies, question for FAQs).

See Bulk import from a spreadsheet for the column names + a downloadable starter template.

Already have it in a document or SOP?

Open Business Brain → Knowledge → Knowledge sources, then choose Add knowledge source. Drop a PDF, DOCX, or plain-text (.txt) file onto the upload area or choose it with the file picker, confirm the filename shown, select its boundary, and choose Upload & review. Yesoma accepts a private source up to 10 MB and turns it into review proposals for services, policies, FAQs, and operating guidance. Legacy .doc, rich-text, and image-only files are not supported.

Before uploading, choose the source's boundary:

• Customer-safe — approved items can become trusted Services, Policies, or FAQs and ground future customer replies.
• Internal guidance — leadership reference only; never used in customer replies.
• Restricted — reference only and visible to Workspace Owners and Admins. Managers cannot upload or view restricted sources.

After extraction, review the exact Page (PDF), Paragraph (DOCX), or Line (TXT) and supporting excerpt for every item. If extraction fails after the file is stored, choose Retry extraction to read that same source again without uploading a duplicate. Approve all clear handles proposals that do not overlap saved knowledge. When Yesoma finds a matching service, policy, or FAQ, choose Keep saved or Use source instead of allowing an automatic overwrite. Warnings call out sensitive records, contradictory wording, unreadable or omitted areas, and dates that may need verification. DOCX images and secondary areas such as headers, footers, and footnotes need a separate human check when they contain policy information.

When every proposal has a decision, Yesoma replaces the open checklist with a compact Review complete receipt. Use View services or View policies & FAQs to inspect approved customer-safe facts, View source for approved reference-only material, and View decisions when you need the full evidence history. Rejected and kept-saved proposals include Reconsider, which reopens only that proposal for review; approved facts stay in their canonical section and link there for any later edit. Completed warnings are counted in the receipt and appear as Recorded warnings inside View decisions, so the audit trail remains available without leaving an active warning panel open.

Uploading does not approve anything. Every file is treated as untrusted input, verified on the server, stored privately, and opened through a short-lived private link. Upload business knowledge only—do not upload passwords, API keys, payment-card data, medical records, or individual customer files. Archiving the source preserves its review history and does not silently remove a fact already copied into the canonical Business Brain.

When a reviewed manual, guide, price list, FAQ, or SOP has a newer edition, use Replace source on the exact Current source. The replacement may use any supported format. Yesoma creates a Candidate version with the same visibility. The current version stays current while the candidate is uploaded, extracted, and reviewed. When every proposal has a decision, the candidate becomes Current and the prior version becomes Superseded; its file, evidence, and decisions remain available. A source family can have only one active candidate at a time.

The candidate shows a comparison with the previous version: new, changed, removed, and unchanged claims. Matching proposals are labeled New, Changed, or Unchanged. Identical structured content under a renamed heading is treated as unchanged when it can be paired safely. Claims absent from the newer version appear separately, with a reminder that Yesoma has not deleted anything from Business Brain. Update or retire an approved Service, Policy, FAQ, or guidance item separately if it should no longer be used. Add knowledge source always starts an independent source—even when its filename matches another upload—because filenames do not establish identity.

Keep a reviewed source current

Expand a reviewed Current source to manage its freshness plan. Select a Review owner, choose the exact Next review date, add an optional note, and choose Save review plan. Workspace Owners and Admins can assign an active Workspace Owner, Admin, or Manager. Managers can confirm the Customer-safe or Internal-guidance sources assigned to them. Restricted sources remain Workspace Owner/Admin-only. Saving keeps Knowledge and the same source open. The note moves from the input into Review activity, where Yesoma shows its author, timestamp, assigned reviewer, cadence, and next-review date.

When the date approaches, the source shows Due soon. After the date passes, it shows Review overdue and appears in the Knowledge Hub's Freshness due count. Check the source, then choose Confirm source is current if the same file still applies. Yesoma records who confirmed it and when, shows a persistent confirmation receipt, and retains the action under Review activity. It also renews the next review using the saved cadence. If the plan was saved and confirmed on the same day, that calculation can produce the same visible next-review date. If the document changed, use Replace source and review the new Candidate instead—confirmation never approves changed content.

An overdue source is not deleted or silently untrusted. New customer-facing answers can still cite its approved facts, but Yesoma lowers the support state and asks for a human confirmation. Historical answer evidence stays intact and adds a current freshness warning. Confirming the source restores normal grounding for the next generated answer. A promoted replacement keeps the source family's assigned reviewer and cadence.

Work the review queue

Open Business Brain → Reviews to see governance work in one place. Needs attention combines overdue and due-soon source checks, Current sources without a review schedule, and Candidate sources with proposal decisions still waiting. Switch between All review work and Assigned to me, or narrow the queue to Overdue, Due soon, Proposal review, Unscheduled, or All sources. Each row shows the reviewer or shared-review scope, exact due state or decision count, conflicts, file, and version. Choose Open review to return to Knowledge with that exact source expanded.

The notification bell reminds the assigned Workspace Owner, Admin, or Manager when a Current source is due within 14 days or overdue. The reminder also opens the exact source. Reminders and queue rows are derived from the current review plan; they do not confirm, approve, reject, retire, or otherwise change trusted knowledge. Complete those actions inside the source so the existing evidence and permission checks remain in control. Once work no longer matches the active filter, it leaves that view while its audit trail remains under Review activity.

Related

• Quickstart: set up your workspace
• Bulk import from a spreadsheet — move your existing services / policies / FAQs in one shot.
• Set up your Business Brain from your website — review facts already published on your site.
• Use Community templates and playbooks — adopt vetted policies and replies from other Yesoma businesses.