ServiceOperations & hosting
An internal operating system for your team: clients, work and priorities in one place you own
Our internal OS service gives a small team one place to run the business: a CRM pipeline, work items, a roadmap and a priority list, with bots on your team chat and WhatsApp that file requests and answer questions, all on one server in your name. It is modelled on Takat OS, the system our own team runs on every day.
What we do for you
- A map of how work flows today: where requests arrive, where clients are tracked, where things get lost
- A CRM pipeline with the stages your sales really go through
- Work items in one list: tasks, blockers, decisions, questions and follow-ups, each with an owner
- A roadmap and a living priority list the whole team can see
- Bots on your team chat and on WhatsApp that file briefs and requests into the system
- A meeting notetaker that joins video calls and records and transcribes them, self-hosted
- Hosting on one server in your name, with daily snapshots and backups
- Short guides for each role, and a review after the first month of use
Who it is for
- Fits: teams of a few people to a few dozen who juggle clients, projects and requests across chat, email and spreadsheets
- Fits: founders who want one view of clients, work and priorities without paying for many separate tools
- Fits: businesses that prefer their data on a server they control
- Does not fit: large companies with an established ERP and an internal IT team; we would only connect to what you have
What we run ourselves
Takat OS is our own internal system. It holds our CRM pipeline, our work items, our roadmap and our priorities, and our team works with it through bots on our team chat and on WhatsApp, all on one self-hosted server. A request dictated on WhatsApp ends up as an item with an owner; a brief given in chat is recorded instead of being lost in a thread. We also run a self-hosted meeting notetaker that joins video calls and records and transcribes them.
We build client systems from the same pieces, adapted to how your team works, not the other way round.
What goes into it
| Module | What it answers | Typical users |
|---|---|---|
| CRM pipeline | Which clients and prospects are where, and what the next step is | Founder, sales |
| Work items | Who does what, by when, and what is blocked | Everyone |
| Roadmap | What we are building or changing this quarter, and why | Founder, leads |
| Priorities | What matters most right now, in one living list | Everyone |
| Team bots | Turn a chat or WhatsApp message into a filed item, answer “what's on my plate?” | Everyone |
| Meeting notes | What was said and decided, searchable later | Anyone in meetings |
Why one server in your name
Your client list, your pipeline and your internal notes are some of the most sensitive data you have. Keeping them on a server in your name means you decide who has access and where the data lives. When personal data is processed on your behalf, the GDPR asks you to use only processors that provide sufficient guarantees of appropriate technical and organisational measures (article 28), and expects measures that keep systems confidential, available and resilient, with the ability to restore data after an incident (article 32). Backups and access control are part of the setup, not an option.
Bots that help without taking over
Team bots are useful when they file, find and remind. They are risky when they decide. Ours follow the guards we use everywhere: a daily usage cap, a dry-run mode for new behaviours, an off switch, a handover to a person when a request is unclear, and a log of every action. A bot never deletes anything: removing an item is a person's decision.
How we work
- Map how requests, clients and tasks move today, with the people involved.
- Start small: usually the work items and the pipeline first.
- Move data in from your spreadsheets and tools, checked with you.
- Add the bots once the team uses the basics.
- Review after a month: what is used, what is ignored, what to remove.
What we need from you
- One person on your side who decides how the team should work, and has the time to test.
- Your current lists: clients, prospects, open tasks, even if they live in spreadsheets or chats.
- A server or cloud account in your name, or your OK for us to create one for you, in your name.
- Agreement on who sees what: sales data, HR notes and finance rarely belong in the same view for everyone.
- An hour a week in the first month to adjust what does not fit.
Questions we get
Is this a software product I buy?
No. It is a service: we set up and adapt the system to your team, host it on a server in your name and keep it running. You are not locked into a subscription to a third-party tool for your core data.
Can my team keep using WhatsApp?
Yes. That is often the point: a bot on WhatsApp or your team chat files requests into the system, so people keep their habits and nothing gets lost.
Who can see our data?
The people you grant access to. The server and data are in your name; we operate them with the access you give us, which you can remove at any time.
What if the team does not adopt it?
We start with the smallest useful piece and review after a month. If a module is not used, we remove it rather than force it.
Sources
- CNIL: GDPR text, chapter 4 (articles 28 and 32) (checked 2026-10-06)