What is smartAI?

smartAI is your single, powerful workspace of AI assistants, purpose-built for membership organisations, trade unions, charities and regulators.

In just six weeks, smartAI transforms your workflows from manual to AI-driven, using prebuilt assistants tailored to your specific needs. With over 100 ready-to-use tools, each assistant is configured using our tried and tested GRAFT methodology (as seen below) and informed by your organisation’s Core Documents, ensuring outputs are always on-brand, compliant, and context-aware.

Whether you're solving operational bottlenecks, creating better member experiences, or simply cutting admin time, smartAI helps you:

  • Solve real pain points with immediate results
  • Reduce manual workload by up to 70%
  • Deliver consistent, strategic output across teams
  • Raises quality to a consistently higher level

From membership engagement to marketing, HR, training, and finance - smartAI becomes your on-demand team, built around your goals.

Introducing smartAI

Every smartAI assistant is designed using a structured framework:

  • Goal – What the assistant is trying to achieve.
  • Role – The expert identity the assistant adopts (e.g., content creator, support agent).
  • Audience – Who the assistant is speaking to or writing for.
  • Format – The type of output required (e.g., blog, email, report).
  • Tone – The style and voice that aligns with your brand.

The five Core Documents are the foundation of smartAI’s contextual intelligence. They capture your organisation’s unique voice, goals, and structure. Covering your Business Overview, Brand Book, Target Audiences, Products & Services, and SEO & Keywords. Once uploaded, these documents train all AI assistants to produce outputs that are accurate, on-brand, and aligned with your specific needs, without having to repeat yourself or manually brief each assistant.

Why choose smartAI?

Our smartAI assistants have been built specifically for membership organisations and non-profits, delivering industry-leading solutions that empower your team while supporting operational goals. In just minutes, smartAI is ready to help your organisation optimise workflows, engage members, and protect data.

  • Quick setup: We tailor smartAI to your specific needs with just five core documents - no technical expertise needed.
  • Microsoft-backed security: GDPR-compliant infrastructure guarantees secure data management.
  • Built to scale: As you grow, smartAI scales with you, adapting to increasing demands across finance, HR, and events.
  • Time & cost savings: in a 30-people membership association, they have saved 1,500 days and £500k in their first year of use of smartAI.

smartAI assistants by department

smartAI offers over 100 pre-configured, tailorable assistants that support every department within your organisation, empowering your team to focus on what matters most.

Who these are for: Designed for operational leaders, administrative professionals, and teams managing complex workflows, these assistants help streamline processes and improve overall efficiency.

Why we made them: To reduce the burden of repetitive, time-intensive operational tasks. Whether it’s managing emails, developing proposals, or creating documents, these assistants ensure everything runs smoothly.

How they help: From automating proposal creation and refining product development plans to reviewing critical documents, these assistants handle the details so you can focus on the big picture.

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Who these are for: Marketing teams, content creators, and business owners who need intuitive tools to enhance engagement, strengthen brand presence, and drive growth without unnecessary complexity.

Why we made them: To simplify marketing strategies and execution by delivering insights, high-quality content, and actionable plans that resonate with your audience and maximize ROI, ensuring your efforts are effective and efficient.

How they help: Develop data-driven marketing plans, optimize content for better reach, track key performance metrics, and uncover targeted strategies. These assistants help refine messaging, improve audience connections, and drive long-term success. 

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Who these are for: Sales teams, ecommerce professionals, and business developers looking to boost revenue and streamline their processes with AI-powered insights and support.

Why we made them: To eliminate the guesswork from sales and ecommerce strategies, empowering teams to achieve their goals faster and more effectively.

How they help: From crafting high-converting sales messages and optimising ecommerce strategies to delivering actionable insights for driving revenue growth.

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Who these are for: Businesses, finance teams, and anyone looking to simplify financial planning, reporting, and compliance without unnecessary complexity.

Why we made them: Managing finances is time-consuming. These assistants handle repetitive tasks, freeing you to focus on what matters most.

How they help: From recording expenses and identifying discrepancies to providing expert financial advice, these intelligent assistants take the stress out of managing money.

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Who these are for: HR professionals, recruiters, and businesses seeking to hire the right talent efficiently while ensuring compliance and best practices.

Why we made them: To alleviate the challenges of recruitment and HR management, providing tools that streamline processes and ensure success at every step.

How they help: From creating job descriptions and analysing candidates to offering strategic hiring insights and expert HR guidance, they empower you to build stronger teams.

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Who these are for: Event planners, coordinators, and organisations aiming to execute flawless events while saving time and reducing stress.

Why we made them: To simplify event planning, ensuring every detail is covered, resources are optimized, and success is measurable.

How they help: From crafting event documentation and tracking plans to offering strategic guidance for maximum ROI, you can focus on creating memorable events.

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Who these are for: Customer support teams, membership organizations, and service professionals aiming to deliver better care without sacrificing time or quality.

Why we made them: To reduce repetitive tasks, letting you focus on meaningful connections and loyalty.

How they help: By streamlining response drafting and analysing feedback, these assistants boost satisfaction and cut churn, so you can nurture relationships, not just manage them.

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Who these are for: Learning and development teams, educators, and training coordinators needing tools to design, plan, and deliver effective training programmes.

Why we made them: To simplify creating engaging training materials, so you can focus on improving learner outcomes and organizational growth.

How they help: From identifying training gaps and crafting detailed plans to building interactive content and designing assessments, we empower you to deliver better courses.

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Who these are for: Business leaders, strategists, and entrepreneurs who need reliable insights and actionable strategies to navigate complex challenges, seize opportunities, and drive sustained growth.

Why we made them: To simplify strategic planning by offering powerful tools that uncover hidden opportunities, assess potential risks, and provide expert-driven guidance for confident decision-making.

How they help: From identifying emerging market trends and analysing competitive behaviours to crafting data-driven, growth-focused strategies or conducting in-depth research on any industry, market, or niche.

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Who these are for: Ideal for technical professionals, compliance officers, and organisations that need accurate documentation, expert guidance, and regulatory tracking in complex industries.

Why we made them: We developed these assistants to take the stress out of creating compliant documents, addressing technical questions, and staying updated on evolving regulations. They’re here to simplify the complex.

How they help: From crafting professional documents with accuracy and clarity to offering precise technical guidance and diligently tracking compliance requirements to ensure standards are met.

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Case study: How the FIA transformed with smartAI

The Fire Industry Association (FIA) needed to boost productivity by 25% without expanding its team. With smartAI, they replaced manual processes using 50+ tailored AI assistants, configured via just five Core Documents. Tasks like training updates that once took weeks now take days, and marketing output tripled. 

The impact: 

  • ROI over 1,000% and £800,000+ in operational savings per year
  • 1,500 days saved annually — freeing staff to focus on strategic priorities
  • 25% increase in productivity with no increase in headcount
  • 63% growth in membership, with 159 new organisations joining
  • Training delivery up 26.9%, with over 6,000 delegates supported in 2024
Find out more about the FIA case study
The smartAI assistants have enabled us to transform our business over the last year. In that time, we've been able to double our productivity without increasing our headcount, saved over half a million pounds, as well as empowered our staff and added more value for our members.

General Manager, The Fire Industry Association

Explore the smartAI resources:

Take the complexity out of AI adoption with our interactive resources, your one-stop hub for strategic tools, templates, and guides that support every step of the AI journey in membership organisations.

The comprehensive guide to AI adoption available for download to your right provides a detailed breakdown of the five phases below, guiding you through every stage of your AI transformation journey.

Phase 1: Making the Case

Clarify your AI opportunity. Use diagnostic surveys and strategic templates to build a persuasive business case.

Phase 2: Governance & Policy

Establish control with best-practice policy templates and data classification tools to protect your members' trust.

Phase 3: Skills & Planning

Equip your teams with foundational AI skills and implementation roadmaps tailored for the membership sector.

Phase 4: Implementation & Integration

Confidently deploy AI pilots and integrate into existing workflows with practical guidance and survey-driven feedback loops.

Phase 5: Optimisation & Expansion

Measure impact, demonstrate ROI, and identify opportunities for deeper AI integration using calculators and evaluation frameworks.

Why Use It?
  • Tailored for membership organisations: sector-specific resources, not generic tech templates.
  • Informed by real-world experience: Shaped by lessons from our successful membership sector projects, ensuring proven, practical guidance at every step.
  • Accelerates transformation: avoids trial and error, shortens learning curves.
  • Supports self-guided and consultant-assisted adoption: adaptable to your pace and style.
Download resources

The comprehensive guide to AI adoption for membership organisations


This in-depth guide walks membership organisations through every stage of AI adoption, from building the business case and setting governance policies to training staff and scaling for impact. 
 

Download the guide (pdf)

Frequently asked questions: 

Yes. smartAI is built on ChatGPT Teams/Enterprise, which is designed to meet GDPR requirements with robust data processing agreements and implementation of data protection controls. Your business data is processed on secure, encrypted servers and is not shared with other customers

Unlike generic AI tools, smartAI is: 

  • Tailored for membership organisations: Built to address the specific challenges and workflows of professional bodies, associations, and societies
  • Pre-configured for immediate value: Our library of 100+ assistants comes ready to use, eliminating the need to build prompts from scratch
  • Contextually aware: Core Documents ensure outputs align with your brand, audience, and services
  • Secure and compliant: Enterprise-grade security built on the ChatGPT Teams/Enterprise platform

smartAI is built on the ChatGPT Teams/Enterprise platform, providing: 

  • Enterprise-grade security and GDPR compliance 
  • Latest AI models (GPT-4o family) 
  • Code interpretation capabilities 
  • File upload functionality 
  • Task automation features 
  • Custom AI assistant capabilities 

Yes. Business users have options to control data usage, including: 

  • Settings to prevent conversations from being stored long-term
  • Options to prevent data being used for model training 10
  • Ability to review data history and request deletion
  • User access controls to manage who can access different assistants

Our implementation process typically takes 6-8 weeks, following these key steps: 

  1. Discovery Workshop - Mapping pain points and existing content 
  2. Assistant Selection - Choosing 10-30 initial assistants aligned to organisational goals 
  3. Configuration - Setting up the secure workspace 
  4. Training - Providing hands-on training sessions on effective AI usage 
  5. Ongoing Support - Maintaining Core Documents and optimising assistants 

No. smartAI sits outside your existing systems (CRM, CMS, finance, etc.) and requires no integration work. It complements your current tools by handling tasks that your systems weren't designed to address, particularly manual administrative processes. 

Ready to save time, cut costs, and empower your team to drive real growth?

smartAI is built on the best AI platforms, keeps your data secure, and offers tailored, plug-and-play workflows. It’s everything you need for faster, smarter operations - all in one place.

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