The terms below appear across this site and in every Staffhand scope. Each one is defined the way we use it. Where a term has a page of its own, the link is included.
Chief of staff AI
One AI with access to the company’s systems. It prepares the morning brief, routes work to the specialist agents, and brings decisions to the owner through a single approval queue. It coordinates. It does not do the specialist work itself. See what we build.
Specialist agent
An AI agent that owns one job, such as lead response, review management or inventory descriptions. Each one is tied to a finding in the digital audit and a job the owner asked for. Every specialist agent starts in approval mode.
Desk
Our word for the job a specialist agent owns. A follow-up and reviews desk, a website and local search desk, a coaching desk. One agent sits at each desk, and the audit sets how many desks a business needs. The full catalog is on example builds.
Approval mode
The default state of every agent. The agent drafts; a person approves, changes or holds the draft before anything goes out. One-to-one messages are approved individually. Automated templates are approved once before they run. Nothing customer-facing leaves in approval mode without a person’s sign-off.
Approval queue
The one place where every draft that needs sign-off lands, from every agent. The owner, or the named approver, clears it rather than checking five tools. Posts, messages, replies, site changes and ad budget moves all wait here.
Morning brief
A daily summary the chief of staff prepares for the owner: what came in overnight, what needs a decision, and what each agent plans to do next. For a dealership it covers yesterday’s sales, leads, response times, appointments, funding exceptions, aged units, reviews and ad spend.
Action log
A live record of every action every agent takes, with a time stamp, visible to the owner at any time. Every send, post, change and draft is in it.
Weekly report
A plain-English report the owner receives each week covering agent activity and marketing results, tied to attribution and measured against the business’s starting point. It says what is working, what is not, and where to move money, for the owner to approve.
Digital audit
The scored review of a business’s website, search presence, reviews, social accounts and lead handling that starts every engagement. It uses public pages only, submits nothing and signs into nothing, and each finding is labeled by how it was verified. The scores set the scope. See how it works.
Baseline
The business’s own revenue history, used as the reference point for every results claim and, where it applies, for revenue share pricing. It is drawn from accounting records, point-of-sale or billing systems and bank statements over recent months, the last year and longer, so seasonality and existing growth are already counted. Both sides sign off on it.
Revenue share above a baseline
An ongoing fee structure in which Staffhand earns a share only of revenue above the agreed baseline, with a monthly cap. At or below the baseline, the business pays no share. It is used where it fits, alongside a fixed build fee, and exact figures come with your scope. See pricing.
Attribution
Tying each lead, appointment and sale back to the source that started it, with actual spend from the ad platforms and accounting system attached. It produces cost per lead, per appointment and per sale by channel, and it is set up during the audit so there is a recorded starting point.
Personal chief of staff
A smaller build for one owner or leader. It handles that person’s calendar, inbox, tasks, priorities and individual follow-ups, drafts email without ever auto-sending, and draws on the company chief of staff for the morning brief and business questions. It works only with the access that person grants.
Human oversight
Staffhand people review what the agents do: templates before they reach the owner’s queue, output during the build, and exceptions after. Nothing runs unattended. This is separate from the owner’s approval and in addition to it.
Pass-through tool costs
AI usage and third-party software such as CRM, texting and email tools, billed at cost with no markup and itemized monthly. They are not part of the build fee. Usage limits are set with the owner, with an alert before anything unusual.
Client-owned accounts
Every account, all data and everything Staffhand builds is set up in the client’s own accounts and stays in the client’s name from day one. If the client leaves, Staffhand does a full handoff and nothing is lost.
Lead capture
Catching every inquiry, whether by form, call, text, chat or direct message, confirming it arrived, recording its source, replying promptly and getting it to a person with the details intact. A lead capture desk owns this job. Price, trade value, credit and financing questions are never answered by the AI; they go to a person.
Local search
How a business appears when someone nearby searches for its service: the Google Business Profile, map rankings, listings on other platforms, and the city and service words on the website. A website and local search desk keeps those consistent and current, with every change approved. See the questions page for more.
Start with a digital audit
Every term above shows up in the scope we write after an audit of your business. The audit scores your website, search presence, reviews, social and lead handling, and your build names the desks those scores justify. Start with a digital audit.
