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HiNoa Cowork – Personal Assistance

Description

A personal AI assistant for everyone on the team.

Noa Cowork is an AI assistant that anyone on the team can call on the phone. You tell her what needs to be done—Noa takes care of it right in onOffice, including calendar and email tasks.

Example: After a house viewing, you call Noa from the car:

“Send Mr. Albrecht the brochure for Lindenstraße 12, log the activity, and create a task for Friday.”

Before you even returned to the office, the email had been sent, the activity had been documented for the contact and the property, and the task had been created.

Here’s an example of what Noa does:

  • Compose and send emails—including templates, brochures, and files from onOffice
  • Create Activities, Tasks, and Follow-ups
  • Manage calendars and send meeting invitations
  • Take over CRM maintenance, such as contacts, activities, and entries in the agent’s log

You remain in control at all times: You specify which actions are performed automatically and at which points approval is required—for example, before an email is sent externally.

Calls to Noa are individually authenticated, and every action taken can be tracked in the CRM.

Noa Cowork is preconfigured for real estate companies, GDPR-compliant, and ready to use in just a few minutes—without the need for a complex IT project.

Activation

You can easily activate HiNoa here in the Marketplace.

Setup and Getting Started

These instructions will guide you through the entire setup process for Noa Cowork in onOffice in just a few minutes. You don’t need an IT project or any prior technical knowledge.

Step 1 – Open Noa Cowork

You can access Noa Cowork through the global Marketplace menu in the top navigation bar of onOffice.

  1. Click “Marketplace” in the top menu bar.
  2. Select <„Noa Cowork“> from the list.
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Step 2 – Select the number of users

When you open the program for the first time, the license page appears.

  1. Select the number of Noa Cowork users for your company. An employee is a user.
  2. Confirm your selection in onOffice.
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Which license is right for you? Noa Cowork is billed per user; the call allowance is shared among all users of your account.

Step 3 – Onboarding: Save Phone Number

After selecting a license, a brief onboarding process will start automatically when you open Noa Cowork for the first time. The following settings can be adjusted at any time later in the Settings menu (Step 8). You can also add additional phone numbers there later.

First, enter the phone number you’ll use to call Noa. Noa uses this number to identify who is calling.

  1. Enter your phone number in international format, for example, +4915112345678.
  2. Click “Next.”
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Important: Please enter only phone numbers that you use yourself. Noa does not associate calls from unregistered numbers with your user account. Also, make sure your phone number is displayed when you make a call. If your number is withheld, Noa won’t be able to identify you.

Step 4 – Onboarding: Set the sender’s email address (optional)

Now you can specify the email address from which Noa will send emails. By default, this field is pre-filled with the email address associated with your onOffice user account.

  1. Accept the default address or enter an alternative address.
  2. Click “Next.”
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Requirements: The registered address must be available in your onOffice email menu, and you must have permission in onOffice to send emails from that address. Otherwise, the dispatch will fail.

Step 5 – Onboarding: Save the Noa number as a contact and make a test call

Now launch the Assistant and have it generate your Noa number and personal PIN, which you can use to contact your Assistant. 

  1. Save the entire string that appears on your screen as a contact in your phone, for example, under the name “Noa Cowork.” After that, all you have to do is tap the contact: The number, dial pause, and PIN are dialed automatically, and you never have to enter the PIN manually.
  2. Call your Noa number and make sure Noa greets you.
  3. Click “Finish.”
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Important: Enter the comma and the hash symbol exactly as they appear. If a character is missing, the PIN will not be transmitted and the call will not be assigned to your user.
When you call the contact, you will briefly hear the tone sequence used by your phone to transmit the PIN after the connection is established. That’s the normal process, and it takes about a second. After that, Noa will get in touch.

Step 6 – Test Email Dispatch (optional)

Please check once to make sure Noa is shipping to the correct contact.

  1. Add yourself as a contact in onOffice if you haven’t already.
  2. Call Noa and ask her to send a test email to you, for example: “Send me a test email.”
  3. Check your inbox to see if you received the email and if the sender’s address is correct.

If the sender’s address is different: Adjust the sender address in the Noa Cowork settings (Step 8) and repeat the test.

Step 7 – Check and Adjust Settings (optional)

You have successfully completed the setup. You can adjust your settings at any time in the Noa Cowork settings.

Phone Numbers
The phone numbers you provided during onboarding are pre-filled here. You can change them or add more numbers.

Sender Email
The sender address selected during onboarding is stored here and can be edited. After making a change, check the shipment again (Step 8).

Custom Instructions for Noa Cowork
Under “Skills,” you can add custom instructions to Noa Cowork’s individual capabilities. Click “Edit” and add your instructions for Noa—for example, as bullet points.

  • Example: “Use our standard template for all emails, unless I ask you to use a different one.”
  • Example: “Always record activities in onOffice using bullet points.”
  • Example: “Always schedule tours for 45 minutes.”
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Support
If you have any questions about setup, you can contact us at any time at support@hinoa.de.

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