Before you start
You should have:- A Hiveku account with CRM access
- A Google or Outlook calendar to connect (so the Co-pilot can read meetings)
- A Gmail or Outlook email account connected (so it can read email threads), or your sending set up via Hiveku Email
- Approval-mindset — the first week, you’ll review more drafts than usual to teach it your style
Step 1: Turn the agent on
1
Open the Co-pilot page
/dashboard/crm/memory/.2
Toggle the agent on
Top-right of the page. The agent is off by default for new accounts.
3
Set the cost cap
Pick a session cost cap (default $5/day per user). This is a safety net — set it higher later if you find you’re hitting it on legitimate usage.
Step 2: Connect your calendar
The Co-pilot uses calendar data to prep you before each meeting. Without a calendar connection, it can’t surface meeting-aware insights.1
Go to Settings > Integrations
Find Google Calendar or Outlook.
2
Connect
OAuth into the account that has your work calendar. Grant read access at minimum.
3
Pick which calendars to sync
At minimum your primary work calendar. Personal calendars are optional — useful for blocking availability but the Co-pilot will respect privacy.
Step 3: Connect your email
The Co-pilot needs to read your sent and received email to draft accurate replies. Two paths:- Gmail / Outlook (most common)
- Hiveku Email
From Settings > Integrations, connect your Google or Microsoft email. The Co-pilot reads your inbox and sent items, and drafts go out from your existing address. Best when you’re already living in a third-party email client.
Step 4: Set your email signature
Drafts will sign off as you. Without a signature configured, drafts use a generic placeholder.1
Open Settings > Profile
Find the Email Signature section.
2
Paste your signature
Standard format:
3
Save
Drafts from the Co-pilot will use this signature going forward.
Step 5: Add baseline skills and rules
Skills and rules teach the Co-pilot how your team works. Even three or four entries make a meaningful difference in draft quality.1
Open Skills & Rules
On the Co-pilot page, navigate to the Skills & Rules tab.
2
Add starter rules
A few that work for most teams:
- “Always include our 30-day money-back guarantee in cold replies”
- “Don’t propose discounts above 15% — those need approval”
- “Use casual lowercase greetings (‘hey alex’ not ‘Hi Alex’)”
- “Sign off with ‘Cheers’ rather than ‘Best’”
- “If a prospect mentions HIPAA, route to the enterprise team”
3
Save
Rules apply immediately to all future drafts.
Step 6: Approve a first batch of pending actions
This is where the Co-pilot learns your preferences fastest. Spend 15 minutes reviewing your first day’s queue, with thoughtful approvals, edits, and rejections.1
Open the Pending Actions tab
/dashboard/crm/memory/ > Pending Actions.2
Review each item
Read the proposed action. Imagine it landing without your review — would you be happy?
3
Approve, edit, or reject
- Approve the ones that are dead-on
- Edit the ones that have the right idea but need tweaking
- Reject the ones that miss — and add a reason (“too pushy”, “wrong recipient”)
4
Resist bulk-approving
The first batch is your teaching opportunity. Bulk-approve in a week, after the Co-pilot has learned.
Step 7: Configure auto-approve (later)
Once you trust the Co-pilot on certain low-risk action types, configure auto-approve to remove the friction.1
Wait at least a week
Let the Co-pilot learn from your first week of approvals/rejections.
2
Open Auto-Approve settings
On the Co-pilot page > Settings > Auto-Approve.
3
Enable safe categories
Common starting set:
- Adding tags to contacts
- Updating lead-score
- Creating tasks (with due date up to 7 days out)
- Appending notes to records
4
Never auto-approve sends
Outbound emails and SMS should stay in the queue. Same for deal-stage moves and sequence enrollments — those impact forecasting and customer experience.
Step 8: Set up notifications
You don’t need to live in the queue all day. Configure notifications:- Slack DM
- Email digest
- In-dashboard badge
- Mobile push
Connect Slack in Settings > Integrations. The Co-pilot will DM you for high-priority items (e.g., reply drafts to inbound prospect emails).
What to expect in the first week
- Day 1: Lots of pending actions. The Co-pilot is processing your CRM history for the first time.
- Day 2-3: Drafts are ~70% on the mark. You’ll edit a lot.
- Day 4-7: Drafts are ~85% on the mark. Edits are mostly small tweaks.
- Week 2+: Drafts are noticeably in your voice. Bulk-approval starts to feel safe for low-risk categories.
Common first-week issues
Too many drafts in the queue
Too many drafts in the queue
Reduce the Co-pilot’s “drafting verbosity” in settings. Or add rules narrowing what it should draft for (“Don’t draft replies to no-reply addresses”, “Skip cold outreach acknowledgments”).
Drafts don't sound like me
Drafts don't sound like me
Make sure your email signature is set, and add a few “tone” rules: “Use sentence-case subject lines”, “Avoid corporate jargon”, “Keep replies under 100 words”. The Co-pilot also learns from your actual sent email — give it a few weeks to drift toward your voice.
Co-pilot isn't surfacing meeting briefs
Co-pilot isn't surfacing meeting briefs
Confirm calendar is connected (Settings > Integrations), and the meetings have at least 24 hours’ notice. Briefs generate ~24 hours before each meeting and again ~1 hour before.
Cost cap hits before noon
Cost cap hits before noon
Either you have a heavy workload (raise the cap) or you have unintended high-frequency drafts (add rules to slim them down). Check the cost breakdown in Billing to see which actions are driving spend.
Next steps
Using the Co-pilot
Day-to-day workflow.
Pending actions
Approve, edit, reject, and configure auto-approve.
Skills and rules
Teach the Co-pilot how your team works.