Behind the Scenes: How an Agency Works with 10 AI Agents
Paul Boards ·
At an agency that works with BrainPilot's 10 AI agents inside Scrumboards, each agent has a role: ORION writes, PIXEL creates visual assets, STELLAR handles client service, POLARIS prepares reports, CYPHER supports paid media, LEX works on sales intelligence, NEO researches innovation, QUANTUM helps with development, MORPHEUS thinks through strategy and SIGMA supports finance, only for people with permission. People still own the decisions; the agents produce drafts, analyses and tasks inside the same system where the work already happens.
This article describes how that division works in the product. It doesn't include productivity numbers or client case studies, because the goal is to explain the design: who does what, with what information and within what limits.
Why split AI into roles
A generic assistant answers any request, but it doesn't know what context it's in or what it's allowed to touch. Splitting AI into agents with defined functions brings it closer to how an agency is already organized. If you need copy, you call the copywriter; if you need a report, you call the reporting agent. On screen, each agent appears with a name and role, so nobody has to guess who's who.
The role also defines what each agent does well. A paid media agent doesn't need to draft contracts, and a finance agent doesn't need to suggest post captions.
The 10 agents and what each one does
| Agent | Role | Example request |
|---|---|---|
| ORION | Copywriter | Draft a client's captions for the week in their saved brand voice |
| PIXEL | Designer | Create an asset using the colors and fonts from the client's Brand Kit |
| STELLAR | Client service | Organize the response to a client request |
| POLARIS | Reporting | Put together a project's monthly summary |
| CYPHER | Paid media | Suggest ad variations for a campaign |
| LEX | Sales intelligence | Analyze the CRM pipeline and flag stalled leads |
| NEO | Innovation | Brainstorm format ideas for a campaign |
| QUANTUM | Developer | Support a technical request, such as a page tweak |
| MORPHEUS | Strategy | Organize a content plan based on the client profile |
| SIGMA | Finance | Help people with finance permission with entries and categories |
The examples show the kind of request that fits each role. The result depends on the information on file and on review by whoever made the request.
Where the context comes from
An agent is only useful if it knows the client. In Scrumboards, each client record brings together a strategic profile, such as brand voice, target audience and competitors, and the Brand Kit, with logos, colors, fonts, references, company images and templates. The client's Brain shows, by topic, what the AI knows about them, and that information is visible to the team.
In practice, when someone asks ORION for captions for a cosmetics store, the agent starts from the brand voice saved for that store. When PIXEL creates an asset, it uses that Brand Kit's palette and fonts. If the record is empty, the result tends to be generic; keeping the client profile up to date is part of the job.
Want to try the agent team with your own clients? Add a client's profile and Brand Kit and make your first request. Try the BrainPilot agents
How the agents fit into the daily routine
In the same place as your tasks
The agents work inside the management system itself. A draft can become a task, a report can be attached to a project, and the run history records what was requested and delivered. In the virtual office, the agents appear as avatars alongside the people.
One-on-one conversations
Each person has their own conversation with each agent. They see their own conversation, and the agent reads the history of whoever is asking, not their coworkers'.
Delegation between agents
A request can involve more than one role. MORPHEUS can organize a campaign plan and hand the copy to ORION and the assets to PIXEL. The key rule here is that delegation doesn't expand access: the agent receiving the task stays limited to what the person who made the original request can see and do.
The limits that make the difference
At an agency, not everyone sees everything. AI needs to follow the same rule, and in the product that rule is enforced on the server, where the data is delivered.
- Each company sees only its own data. One workspace can't access another's information.
- Within the company, access follows assignments. Someone who isn't assigned to a client or task can't see that content, and neither can the agent working for that person.
- Finance and media spend require permission, including in AI responses.
- SIGMA only talks to people with finance permission or administrators.
This design prevents a common situation with AI tools: someone on the creative team asks the assistant how much a client pays and gets an answer. In Scrumboards, the agent acts with the access of whoever made the request.
The role of people
The agents produce material for review. The copywriter reads and edits ORION's text, the art director decides whether PIXEL's asset goes to the client, and the manager checks POLARIS's report before sending it. The content calendar, with client preview and approval, is still where deliverables are signed off.
When a company connects Scrumboards to ChatGPT, Claude or Codex through the MCP connection, with OAuth sign-in, emails sent by those connected agents only go out after the person approves them. The same logic guides internal use: AI prepares, people decide.
The technology behind it
The platform's AI is Claude, from Anthropic, called from Scrumboards' infrastructure on Cloudflare. Companies don't need to add their own API key to use the agents; bringing your own token is optional. The agents also have customizable templates, so you can adapt recurring requests to the way your agency works.
How to get started with the agents
- Add a client with a complete strategic profile and Brand Kit.
- Review your team's role-based permissions.
- Pick a repetitive routine, like weekly captions, and ask the agent for that role.
- Review, adjust and save what worked as a template.
- Expand to other roles only after the first routine is stable.
Frequently asked questions
Do the agents replace the team?
No. They produce drafts and analyses that people review and approve.
Can an agent see data from a client I don't have access to?
No. The agent acts with your access, and delegation between agents doesn't expand that limit.
Who can use SIGMA?
Only people with finance permission or company administrators.
Do I need an API key to use the agents?
No. The AI comes with the platform; using your own token is optional.
Do the agents use the client's Brand Kit?
Yes. The saved profile, brand voice and Brand Kit serve as context for requests.
Build your team with agents
If your agency wants to use AI without losing control over who sees what, start with one client and one agent. Create an account and call your first agent for free, no credit card required. To learn about the rest of the platform, see the Scrumboards home page, the details of the project, client and AI modules and how to connect ChatGPT, Claude and Codex.