Time required: 4 minutes

Prerequisites:

Expected results: After reading this article, you will understand what Gustav is, the two ways to use it, what it can and cannot do, and where to find it.

Note: Gustav is being rolled out gradually. If you don't see Gustav in your sidebar or a Chat with Gustav button in a case, contact our support team to have it enabled for your team.

Gustav is the AI assistant built into Captured Knowledge. It helps you find information about your buildings, tenants/owners, tickets, and more, and supports your everyday work by drafting emails, work orders, and ERP tickets, so you spend less time switching between screens and filling in forms.

You describe what you need in plain language, in German or English, and Gustav does the lookup or prepares a draft. You stay in control of what actually happens: Gustav prepares the work, you review it and decide.

There are two places you'll meet Gustav, suited to different moments:

Gustav as an agent (your own workspace) - Open Gustav from the sidebar for a dedicated space to search across your data and ask questions. Use this when you want to look something up, find a tenant or building, or start from an email that isn't tied to a case yet. Gustav can look up the same kinds of things you already know from cases — for example tickets, work orders, or tenant data — and generate email texts for you.

Chat with Gustav (inside a case) - Open the Chat with Gustav button from within a case. Here Gustav already has the full context of that case — its linked emails, contacts, properties, workflow actions, and history — so you can move the case forward without re-explaining it. Use this when you're working a specific case.

Search your data - Find tenant data, buildings, units, lessees, service providers, functionaries, work orders, ERP tickets, damage reports, and emails. Results appear as so-called "cards" you can open for details or jump straight to in your ERP system.

Draft actions - Prepare email replies, work orders, ERP tickets, and updates to existing ERP tickets, based on the context you give it.

Manage a case - Inside a case, update the status, priority, or title, assign the case, and link or unlink related emails, properties, and contacts.

Work with files - Upload an email or document and Gustav reads it, so you can ask it to act on what's inside.

The most important thing to know about Gustav: it prepares drafts, not finished actions. Gustav never sends an email or creates a record in your ERP system on its own. It drafts the email, the work order, or the ticket; you review it, edit anything you like, and send or create it. Nothing leaves Captured Knowledge until you approve it.

When Gustav updates a field on a case directly — for example changing the status — it tells you what it is doing, so there are no surprises.

Gustav understands both German and English and answers in the same language you use. Write in German and the reply comes in German; switch to English and Gustav follows.

In your sidebar: open Gustav for the standalone workspace.

In a case: click Chat with Gustav in the case toolbar.

If neither is visible yet, Gustav has not been switched on for your team — contact [email protected] and we will enable it.