Organize what you already have

Before an agent can help, it must be able to read what you know. Today that knowledge is in a binder in the kitchen, a spreadsheet on the chef's laptop and a box of invoices.

Ines starts with folders. In the sidebar, next to Workspace, she selects the plus sign, then Folder. The window New folder opens, and she types the name: Menu and recipes.

She makes six folders. Menu and recipes. Suppliers. People and rota. Guests and events. Numbers. Compliance. Use the words your team already says.

Next, the documents. Do not start with everything. Start with the set that changes together: the summer menu, the recipe specs, the allergen matrix and the supplier price list. A menu change touches all four, so they live side by side.

The price list comes from the supplier as a file. Ines uploads it in Drive. Then she adds it to the Knowledge Base. This step matters. An agent searches a file only after it is in the Knowledge Base.

Some things stay out of the Space. The food safety diary stays in the kitchen: a person takes each temperature and signs each check. Guest names and allergy notes stay in the booking system. The Space gets the count and the dietary needs, not the names.

Now the most important page. It is named ACTVOX.md. The agents read it before they work in this Space. Ines writes her house rules there, in plain words.

First, the house words. We say guest, never customer. Prices are in pounds. The food cost target is thirty per cent. And no guest names on any page.

Then four things that an agent must never do in this house. Never contact a guest or a supplier. Never post a reply to a review. Never change a price. Never sign an allergen matrix. An agent prepares. A named person signs.

Then one more list: who signs what. Tobias, the head chef, signs dishes and allergens. Ines signs prices and public replies. Priya signs the daily sheet, the rota and the function sheets.

Keep this page short. An agent gets at most six thousand characters of it.

Last, Ines tests the place. On the allergen matrix, she writes a comment to Kitchen office: which summer dishes contain milk? The mention does not start the agent. Kitchen office reads it at its next check-in and answers in the same thread.

The answer names the six dishes and the page it used, with the date of the chef's signature. It says that the desserts are not in the matrix yet. And it ends with one line: ask the chef before you tell a guest.

That is the correct answer. The agent found the page. It did not pretend to be the chef. The place is set. In the next lesson, you meet the team that works in it.