Working with Arnold

Ten minutes from first login to your first useful answer.

Sign in

1. Open arnold.blumi.at.

   Any browser works. On the phone, Safari or Chrome.

2. Enter your work e-mail and press Send login code.

   Only @primetours.at addresses get in. Avellera colleagues use their primetours.at address too.

3. Type the code from the e-mail.

   You stay signed in for 30 days on that device. No password to remember.

4. Check your name in the top-right circle.

   Arnold shows the first letter of your name. Tap it and choose Change name if it shows only your e-mail alias.

Install Arnold on your phone

Arnold is a web app that behaves like a native app once it is on your home screen. Notifications only work after this step.

After the third visit Arnold asks Arnold can notify you when he needs you. Choose Turn on. You can change this later under your avatar, Notifications on this device.

Your first question

Type a question into the box at the top left and press Send. Arnold answers in 10 to 60 seconds and shows the source he used as a small grey chip under the answer. Good first questions:

Your first week

Arnold runs in shadow mode. He helps, you check. The most useful thing you can do in week one is to use him for real work and correct him every time he is off.

• Before you look something up in the handbook or ask a colleague, ask Arnold first. Note whether he was right.
• Paste the morning booking e-mails from FREETOUR and GuruWalk. Compare his checklist with what you enter in FareHarbor.
• Get two review replies and one guest e-mail drafted per shift. Judge honestly: would you have sent it?
• Correct immediately. Do not collect corrections for later. Each one changes his next answer, for everyone.
• Friday: tell Sergiu or Clemens in three sentences what saved time, what was wrong, and what is missing.

Day one checklist

Ticks are saved on this device only.

• Signed in at arnold.blumi.at and checked my name
• Added Arnold to my phone's home screen and turned notifications on
• Asked one handbook question and read the source chip
• Pasted one booking e-mail and compared the checklist with FareHarbor
• Got one guest reply drafted and judged it honestly
• Corrected one answer with Correct, or reported one gap
• Opened the Team tab and found the shared checklist

Two panes on a desktop, one at a time on the phone. Left: your jobs and the team. Right: the job you are looking at.

1 2 3 4 5 6 7 8

• 1Jobs and Team tabs. Jobs is your list. Team holds the group chats and the shared checklist. Aufträge · Team
• 2Search. Finds words in job titles, messages and group chats you can see. Suchen
• 3Your avatar. Notifications on or off, change your name, sign out. Menü
• 4The ask box. Type, paste an e-mail, or drop a file. Every send here starts a new job. Frage oder Auftrag …
• 5Attach, Creative, TravelLocal first message. Files and photos, the creative studio, and the sales opener for TravelLocal inquiries. Anhängen · Kreativ · TravelLocal-Erstnachricht
• 6Speak and Send. Hold the microphone to dictate. Send with the arrow or with Enter on a desktop, Shift+Enter for a new line. Sprechen (halten) · Senden
• 7The job list. Grouped into For you, In progress, Open, Done, then older jobs. Blue badges count unread messages. Für dich · In Arbeit · Offen · Erledigt
• 8Info. Who can see this job, its files, and Move to Team. Wer sieht das · Dateien · Ins Team verschieben

Jobs, not chats

Arnold sorts everything into jobs. A job is one topic: a guest e-mail, a booking morning, a quote, a question. Each job has a title Arnold writes himself, a visibility line and a status. Sending from the ask box always opens a new job. Writing in the box at the bottom of an open job, Continue with Arnold …, keeps the topic together.

What the status words mean

Inside a job

• Title bar: the job title, the visibility line (Only you or the group name), the status pill, the Done button and Info.
• Result card: when a job is finished, a card at the top summarises the outcome so you do not have to scroll.
• Source chips: the handbook topics behind an answer. If there is no chip, ask Arnold where the information comes from.
• Suggestion chips: under the last message Arnold sometimes offers next steps as buttons. Tap one to send it.
• Message menu: long-press a message on the phone, right-click it on a desktop, or tap the three dots.

On the phone

Search

Your avatar menu

You never pick a tool. Write what you need, in plain words, and Arnold decides whether it is a question, a draft, a checklist or a build. This is the full catalogue of what he does today, grouped by the moment it comes up.

Tags: answers a reply in the chat · draft a text you copy and send yourself · produces a checklist, file or message.

Daily support work

Guests and reviews

Prices, quotes and invoices

Sales

Creative studio

Tours and guides planning

Reaching people and approvals

Voice

Arnold is good at plain language. He is bad at guessing what you left out. Four ingredients make almost every request work first time.

What Arnold cannot see

Arnold has no eyes on your inbox, FareHarbor, EasyPlanning slots, Trello, Notion, WhatsApp or the phone. He knows the handbook, what you paste or attach, the shared checklist, the corrections, and the tour catalogue from EasyPlanning. If the answer depends on a booking, a manifest or a conversation, paste or describe it. "The guest from this morning" means nothing to him.

Pasting an e-mail

One topic, one job

• New topic: use the ask box at the top. Arnold opens a new job and names it.
• Same topic: open the job and write in Continue with Arnold … at the bottom. He keeps the whole context.
• Several bookings in one morning: one job. Paste the next e-mail with Add another booking e-mail.
• Reply to a specific message: message menu, Reply. Arnold sees which message you mean.

Vague versus useful

Languages

Ask in German or English. Today Arnold answers internal questions in German unless you say "in English" in the question. Guest drafts follow the guest: English, German, Spanish, Italian, French and more. Review replies follow the review. The interface follows your browser language: a German browser shows German labels, anything else shows English.

While Arnold works

Copy any of these into the ask box and replace the brackets. They are grouped by the moment in your day.

Shift start

Guest e-mails

Reviews

Quotes and prices

Sales

Creative

Files and planning

Correcting Arnold is the most valuable thing you do with him. A correction changes his next answer immediately, for everyone, and gets built into the knowledge base within a week.

Correct

1. Open the message menu on Arnold's answer.

   Long-press on the phone, right-click on a desktop, or the three dots.

2. Choose Correct.

   A sheet opens headed Correction to: with the message quoted.

3. Write what would have been right.

   One or two sentences. The fact, not the feeling. "Meeting point for the Spanish Free Tour is the Albertina, not Stephansplatz."

4. Send.

   Arnold confirms with Thanks, noted. From now on he sees this correction before every answer, no matter who asks.

This is missing from the handbook

Same menu, second option. Use it when Arnold could not answer because the handbook has no entry, or when you know something the handbook should say. Write the topic and what is missing. Arnold files it as a gap. The same topic reported twice in a week is counted, not duplicated.

Discard a checklist entry

If Arnold put something wrong on the transfer checklist, tap Discard on that row and give a short reason. The reason goes into the weekly round so the extraction improves.

What happens next

• Immediately: every correction is shown to Arnold before he answers the next question, for the whole team.
• Sunday 20:00: Arnold turns each new correction into a proposed change to the knowledge base. Andrew, Robin and Michael get one e-mail, "[Arnold] Wochenrunde", with the proposals, the open gaps and a short retro of the week.
• Within the week: a person reviews and applies each proposal. Nothing changes in the knowledge base without a human. Applied corrections become permanent, rejected ones are answered with a reason.

Arnold does not work in the dark. Everything he does shows up in one of five places.

The 07:45 digest

Every morning at 07:45 Arnold sends Andrew and Robin one e-mail and posts the same into the Support chat: open checklist entries from today and yesterday, the number of new corrections, and any notices from the last 24 hours. If there is nothing to report, there is no digest.

Approvals

When Arnold needs a decision from leadership, the job shows awaiting decision. Clemens sees the request in his list and in the Leitung chat with Approve and Reject. A rejection needs a reason, which flows back into the job. The requester sees the outcome as the job's new status.

Marking a job done

Arnold marks his own questions as done. For jobs you drive, press Done in the title bar when you have sent the e-mail or entered the booking. Long-press a row in the list for Done, Move to Team and Archive. Archived jobs disappear from the list and stay searchable.

One rule per thing. If you remember only one: files Arnold makes live on the Content shared drive under Arnold, and the link in the chat takes you there.

What the knowledge base covers

Arnold is built to be careful. These are the limits he keeps on his own, and the ones you keep for him.

What Arnold never does

• Send anything to a guest. No e-mails, no review replies, no messages. Every customer text is a draft you send.
• Write into FareHarbor, Civitatis, GuruWalk or FREETOUR. The checklist is a to-do list for a person.
• Promise cancellation fees or payment deadlines. He may quote the terms and conditions, never commit. Those go to Clemens or Mark.
• Name a guide or a guide's availability to the outside.
• Price below the 30 percent margin guardrail (purchase price divided by 0.7, times 1.2) without an explicit note for Clemens.
• Invent a fact. If it is not documented, he says "that is not documented" and names the responsible person.
• Escalate to one person only. Everyday escalations go to Andrew and Robin together.

The AI footer

Every draft for a guest ends with a line in the guest's language, for example "Message co-created with AI" or "Nachricht erstellt mit Unterstützung von KI". It is part of the draft and stays in. Internal checklists and overviews carry no footer.

The two gates before you can copy a draft

When a gate refuses, the draft's Copy button is locked. A second button, Copy (trotzdem), lets you copy anyway. Use it consciously: the override is logged, and a refused quote usually means a number is wrong. If the Prüfer is unreachable, the draft stays locked rather than passing unchecked.

Guest data and the cloud

Before any message leaves Arnold's machine for the AI service, names, e-mail addresses, phone numbers, booking references and IBANs are replaced locally with placeholders such as [GAST_1] or [MAIL_1]. The cloud sees the structure, not the person. The answer is translated back on Arnold's machine before you see it. Card-like number sequences are blocked and never translated back. Uploaded photos lose their location data. Voice recordings are transcribed locally and not kept.

When something looks wrong

• A wrong answer: Correct it, then tell the person concerned yourself.
• A draft that promises something: do not send it. Correct, and tell Clemens.
• Arnold does not answer for more than five minutes: tell Andrew or Robin. A watchdog restarts him automatically after ten minutes of silence, and they get an e-mail when that happens.
• Anything with money you are unsure about: ask the Prüfer via "Check this:" and then Clemens.

Private by default, shared on purpose. A job you start is yours alone until you move it or forward something from it.

Who sees what

Sharing

• Forward one message: message menu, Forward, pick a group or a Support colleague. The message lands in their chat with your name.
• Move the whole job: Info, Move to Team, or long-press the row in the list. You have five seconds to Undo. After that the group has seen it.
• Turn a group message into a job: message menu in a group chat, Turn into a job, then Create a job for yourself or a named member. The group sees a card "Job created for Robin".

The two groups

Avellera colleagues (Lisa, Karol, Diana, Steve) can use Arnold with their own jobs. Andrew or Clemens add people to groups. Your first sign-in with a primetours.at address registers you automatically as a Support member.

Joining and leaving

New colleague: sign in, done. Leaving: leadership deactivates the account, the person's private jobs stay stored but nobody can open them, group messages stay visible to the group.

A few things only Clemens, Mark, Wolfgang and Andrew will see or do.

Approvals (Clemens)

Arnold asks for an approval when a price would go below the 30 percent guardrail, when a B2B deal exceeds budget, and before a landing page or brand-book site goes public. The request appears as a job in your list with Approve and Reject, and as a card in the Leitung chat. A rejection needs a reason, which Arnold passes back to the requester. Nothing waits silently: the requester's job shows awaiting decision until you act.

What reaches you and when

• Everyday matters go to Andrew and Robin, both, as a job in their list and, if marked "today", as an e-mail.
• Urgent ("now") is only allowed for a broken system or a guest deadline today, at most twice per job per day, never between 18:00 and 08:30. Anything else is downgraded automatically.
• Leadership is contacted at most at "today" level. Arnold does not page you.
• System trouble: the watchdog e-mails Andrew and Robin when it had to restart Arnold, and again if two restarts did not help.

The knowledge base (Andrew)

Andrew owns the knowledge base. Every Sunday at 20:00 the weekly round e-mail lists each correction with Arnold's proposed change to the affected topic, the open gaps, and a short retro. Applying or rejecting a proposal is a command on Arnold's machine, one proposal at a time, with a diff shown before anything changes. Michael or the future orchestrator at Prime Tours runs it with you until you are comfortable. Nothing is applied automatically.

Adding and removing people

• New colleague with a primetours.at address: nothing to do. First sign-in registers them as a Support member. Adding them to Leitung or another group is a small change on Arnold's machine.
• Someone leaves: deactivate the account. From then on every request of theirs is refused with "Zugang deaktiviert". Their private jobs stay stored but closed, group messages stay visible.
• Guests and external advisors: not covered by the login policy. Ask Sergiu.

Switches that are off

How to judge whether Arnold earns his keep

The number that matters is the share of answers that needed no correction, week over week, from the Sunday retro. The second is time: ask Andrew and Robin on Friday what took less time this week. The third is what is still missing, from the gap list. Three months of these three numbers is the basis for the decision Clemens asked for.

Labels as you see them in English and in German, plus the words the team uses.

One page for the desk. Print this card