Approved AI Use Cases
Rosa DelgadoReviewed 2026-06-163 min read
Purpose: The definitive list of what the agent is approved to do today. If a task is not on this list, the agent does not do it, full stop. Rosa maintains this doc; additions require Dave's sign-off. Compare with Prohibited Agent Actions, which lists what the agent may never do regardless of who asks.
How to read this list
Every use case below is one of two types:
- Answer: the agent responds directly to a team member. No approval needed because nothing leaves the building.
- Draft: the agent produces text or a summary that a named human reviews before anything happens with it. The draft itself is the finished product of the agent's work.
There is no third type. The agent never has a "send" or "execute" use case.
Sales use cases
| Use case | Type | Human in the loop |
|---|---|---|
| Follow-up messages for leads in Follow-Up stage | Draft | Marcus or his reps send |
| Reactivation messages per Lost Lead Reactivation | Draft | Marcus approves the batch |
| No-show rebooking messages per No-Show Process | Draft | Rosa sends |
| Objection-handling suggestions during a live call prep | Answer | Rep decides what to use |
| Lead qualification checklist against Lead Qualification | Answer | Rep confirms with the caller |
| Price range lookups (ranges only, never firm quotes) | Answer | Site visit still required to quote |
Office and operations use cases
| Use case | Type | Human in the loop |
|---|---|---|
| Answering process questions from any SOP in folder 04 | Answer | n/a |
| Drafting customer update texts per Customer Update SOP | Draft | Rosa or Pete sends |
| Summarizing a job's CRM notes before a customer call | Answer | n/a |
| Drafting complaint acknowledgment per Complaint Escalation SOP | Draft | Rosa sends; Dave sees anything serious |
| Emergency triage script support per Emergency Job SOP | Answer | Answering service and Rosa run the actual triage |
Marketing use cases
| Use case | Type | Human in the loop |
|---|---|---|
| Google Business Profile post drafts | Draft | Jenna approves and publishes |
| Review response drafts per Review Response Guide | Draft | Jenna approves and posts |
| Ad copy variants for the agency | Draft | Jenna forwards; agency and Jenna decide |
| Case study drafts per Case Study Framework | Draft | Jenna edits, Dave approves before use |
Owner and reporting use cases
| Use case | Type | Human in the loop |
|---|---|---|
| Weekly pipeline summary for Dave | Draft | Read-only summary; Dave consumes |
| Open-items brief (complaints, pending QC, stale leads) | Draft | Dave and Pete review |
| Onboarding Q&A for new hires against the vault | Answer | Manager verifies anything critical |
Explicitly NOT approved (yet)
These came up during the engagement and were deliberately deferred, not forgotten:
- Customer-facing chat on the website. Revisit after the team trusts internal use.
- Automatic CRM note-taking or field updates of any kind. See CRM Modification Rules.
- Anything touching QuickBooks, payroll, or banking. See Sensitive Data Rules.
- Auto-sending anything, even "safe" appointment reminders. GHL's native automations handle those; the agent does not.
Adding a use case
- Anyone can propose one to Rosa.
- Rosa checks it against Prohibited Agent Actions and Sensitive Data Rules.
- Dave approves or declines. If approved, Rosa adds it here with its type and human-in-the-loop owner before the agent starts doing it.
Related
Want documentation like this for your business?
Every Company Brain engagement produces documents at this level of detail — captured from your team, organized, and wired into an agent.