SOP and procedure software, built in New Zealand
Control operation and careers with intelligence and empathy.
Your SOPs and work instructions, drafted by an agent, run as assigned and signed-off work, and matched to who is actually trained to do them.
Every procedure, from onboarding to handover · Runs alongside your HRIS and ERP · Month to month
The problem
01
Your company already has a way it does things. Some of it is written in documents, some sits in a spreadsheet, some lives inside a system that was bought for something else, and most of it is in people's heads.
02
Writing it down properly takes time nobody has, so it does not get written. What does get written goes stale inside a quarter, because keeping it current is a second job that nobody owns.
03
So the procedure and the work drift apart. The document says one thing, the team does another, and you find out when an auditor asks for the record, when something goes wrong, or the week after the person who held it resigns.
Writing a good procedure used to cost consulting days. It now costs minutes, and it does not go stale.
That changes what a company your size can afford to run properly. When writing one costs weeks, you write the few that matter most and leave the rest to memory. When it costs minutes, every procedure that matters can be live, assigned, and current.
Your way of working, and the people who carry it, stop being a folder and start being a system that compounds.
Describe how the work is done. Mosaico turns it into work that runs.
Layer 01 · The procedure
Written properly, run as real work, improving every time
Describe the work in plain language and the agent drafts the standard. Each step lands with a named person and a sign-off. When the procedure needs to change, the agent rewrites it in place, from the same screen where you can see how the last run actually went.
Layer 02 · Readiness
Who is actually ready to run each step, and who is not yet
Every step demands something: a capability at a level, a certification that is current. Mosaico holds what each position requires and what each person holds, so readiness is a fact the system already knows rather than a judgement someone makes from memory. A competency matrix that actually stops the work, instead of a spreadsheet reviewed once a year.
Layer 03 · Growth
A career path made of the procedures the business actually runs
The distance between what the procedures demand and what a person holds is their development plan. Not a generic competency ladder, the specific things that would let them run more of the work and step into the next role. It updates itself as the procedures change, and every person can see their own.
What Mosaico is, and what it is not.
Documents and wikis (Word, Notion, SharePoint) | Checklist and task tools | Mosaico | |
|---|---|---|---|
What it holds | A description of the procedure | A list of things to do | The procedure, the work, and the record that it happened |
Who writes it | A person, from a blank page | A person, step by step | An agent drafts it, a person approves it |
Who is ready to run it | Anyone who opens the document | Whoever happens to be assigned | Checked against what the step requires and what the person holds |
What happens after it runs | Nothing. The document is unchanged | The list is ticked and cleared | You can see how it ran, and revise the standard in place |
Your HRIS holds the record of a person. Your ERP holds stock and ledgers. Neither knows whether the person is ready to run the procedure. Mosaico sits alongside both.
Where this lands first.
Mosaico runs one thing well: getting a person through a defined sequence of work, with the capability each step demands attached to the step. That is the same job in every industry, so we are honest about where it is ready today and where it is not yet.
Developer onboarding, post incident review
Software and technology
A new engineer's first two weeks are a wiki page that went stale six months ago and a manager improvising. Mosaico runs it as assigned work with a named owner on every step, and holds who is cleared for what, so production access is a fact rather than a Slack thread.
New starter onboarding, site opening
Retail and hospitality
Three to eight sites, someone new most weeks, and every site does it differently. One definition runs the same way everywhere, with food handling, alcohol service and till access held against the steps that need them. Most tools here are priced per location, which is what builds the drift in the first place.
Driver and operator onboarding
Logistics and transport
A sixty driver depot inducts close to fifty people a year. Licences and medical certificates sit on the driver record in most systems and never on the work. Mosaico puts the requirement on the step, so an untrained operator cannot be the one who takes it.
Operator onboarding
Manufacturing
Machine competency is the real gate on the floor, and read-and-understood against a document is not the same as being ready to run the step. This is where Mosaico fits in manufacturing. It is not a quality management system and does not hold batch records.
Not yet
Professional services
Practices run on statutory deadlines and recurring quarterly cycles, and Mosaico does not enforce a due date on live work yet. The fit is strong and the timing is not, so we would rather say so than sell into it.
If your industry is not listed, the shape still holds. Any work that runs as a sequence, where it matters who is ready to run each step, is what Mosaico is for. What we will not do is tell you it fits when it does not.
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FAQ
Mosaico is where your procedures live and run, and where you can see who is ready to run them. You describe how the work is done, an agent drafts the standard, and Mosaico runs it as assigned work with a named owner and sign-off. Because it also holds what each position requires and what each person holds, it can tell you whether the person you are about to assign a step to is actually ready, and what would make them ready. Onboarding, handover, site openings and post incident reviews all sit in the same system. It also keeps the record of who did what and when, which is what an auditor asks for.
Those tools store a description of the work. They have no idea whether the work happened. In Mosaico the procedure and the work are the same object: each step is assigned to a person, completed, and approved, so the document is never separately true or false from what the team did. And you do not start from a blank page. The agent writes the first version from your description, which is the step where most SOP projects quietly die.
A checklist tool holds a list of things to do. When the list is ticked, it clears, and nothing has been learned. Mosaico keeps the standard behind the list, sees how it ran across everyone who ran it, and proposes the revision. A checklist gets you compliance for one run. A procedure that improves gets you a better operation.
Because it holds both sides. Each position carries the capabilities it requires and the level required for each, plus the compliance items that have to be current. Each person carries what they actually hold. Readiness is the comparison, so it is a fact the system already knows rather than a judgement a manager makes from memory. The same comparison run the other way is a development plan: exactly what this person would need in order to run more of the work, and to move into the next role.
Most companies have their first procedures running in a week. We set up your team, positions, capabilities, and the first procedures from whatever you already have, including nothing. You review and refine. There is no long implementation.
Want this for your team?
Fifteen minutes with the founders. Bring one procedure you actually run, and we'll build it with you on the call.
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by the Mosaico AI Team
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