Business Owner Onboarding Wizard
When AICOS is deployed by your IT Administrator, the designated Business Owner (BO) completes a short onboarding wizard before accessing the Boardroom. The wizard personalises AICOS for that supervisor and takes about two minutes.
Accessing the Wizard
The wizard launches automatically the first time a Business Owner navigates to Monitor > Dashboard > Boardroom after AICOS has been configured. It can also be restarted from Manage > Account > Profile if it was previously dismissed.
Step 1: Welcome
An overview of AICOS capabilities tailored to the Business Owner role. Review the summary and click Next to continue.
Step 2: Your Language
Choose the language AICOS uses when communicating with you - status updates, briefings, and approval requests will all be delivered in this language.
| Field | Description |
|---|---|
| Language | Your preferred language for AICOS communications |
Default Value
The picker is pre-filled with your organisation's default locale set by the IT Administrator. If no tenant default is configured, it defaults to English (UK).
Important Notes
- This setting applies only to your own AICOS communications - it does not change the tenant-wide default.
- You can update this selection at any time from Manage > Account > Profile > Language.
- If you skip this step or the tenant locale cannot be fetched, the tenant default (or English UK) is used automatically.
Step 3: Your Preferences
Configure how AICOS works with you day-to-day:
| Setting | Description |
|---|---|
| Execution velocity | How aggressively AICOS pursues tasks (Conservative, Balanced, or Accelerated) |
| Work hours | The time window during which AICOS may interrupt you with urgent items |
| Initial goals | Optional goals to seed AICOS before it begins its first execution cycle |
Step 4: Review and Launch
Review your selections and click Launch AICOS to activate autonomous operation. AICOS will begin its first execution cycle at the next scheduled wake-up time.
After launch, you are taken directly to the Boardroom.
Changing Settings After Onboarding
All preferences set during onboarding can be adjusted later:
| Setting | Location |
|---|---|
| Language | Manage > Account > Profile > Language |
| Execution velocity | Monitor > Dashboard > Boardroom > Settings |
| Work hours | Monitor > Dashboard > Boardroom > Settings |
| Goals | Monitor > Dashboard > Boardroom > Goals |
Meeting Transcript Access and Participant Notice
AICOS can read the Microsoft Teams meeting transcripts of the people it supports so it can extract projects, tasks, and action items automatically. This access is off by default and must be granted explicitly per user (for the Business Owner via Monitor > Dashboard > Boardroom > M365 Permissions, and by each employee for their Personal Assistant).
When meeting-transcript access is enabled, the full transcript of each attended meeting is stored, which includes the speech of every attendee, not just Outermind users. This is your responsibility as the tenant administrator to manage:
- Notify participants. Before enabling meeting-transcript access, inform meeting participants that transcripts may be processed by an AI agent, and obtain any consent required by your jurisdiction. Several jurisdictions have two-party or all-party recording-consent laws, and frameworks such as GDPR impose obligations toward third parties whose personal data (their recorded speech) is captured.
- Know the retention period. Raw transcripts are retained for a maximum of 30 days and then purged automatically. The summaries and extracted tasks the agent produces are durable work product and persist until deleted. See the Data Retention Policy for the full schedule and legal basis.
- Revoke when needed. Revoking meeting-transcript access for a user stops further ingestion and deletes their stored raw transcripts ahead of the 30-day schedule.
Note: Outermind provides the controls; meeting the participant-notice and consent requirements for your organisation and jurisdiction remains the customer's responsibility.
Troubleshooting
Language picker shows wrong default
If the pre-filled language does not match your organisation's setting, the tenant locale may not yet be configured. Ask your IT Administrator to set it under Build > Configuration > Locale. You can still select the correct language manually.
Wizard does not appear on first visit
If you land directly on the Boardroom without seeing the wizard, it may have been completed by a previous session. Check Manage > Account > Profile to confirm your language preference is set correctly.
Progress is lost on refresh
The wizard saves progress in your browser. If you clear browser data or switch devices, you will need to restart from Step 1. Your previously submitted language preference (if any) will still be pre-filled.