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Company Brain access after a role change
Short answer
After a change of department, an AI knowledge base must answer according to the employee's current permissions, also in an old conversation thread. The review covers the assistant's sources, the chat history and summaries saved outside the conversation. An AI application on company documents costs from €3,000 net at Syntalith. At 150 role changes a month and 20 minutes of checking each, it pays back in 2.0 months.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- net per application, fixed price before contract
- from €3,000
- from signing the contract to acceptance
- 4–10 weeks
- free prototype on your documents
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Access to company AI: statistics 2026
2.0 mo.
payback of €3,000 at 150 role changes a month: €1,745 of work today, €264 with checking and the model. Scenario.
48.8%
According to Eurostat (2025), 48.8% of EU companies that considered AI but did not use it named concerns about data protection and privacy.
52.5%
According to Eurostat (2025), 52.5% of EU companies that considered AI but did not use it named a lack of clarity about the legal consequences.
52.7%
According to Eurostat (2025), 52.7% of EU companies paid for cloud computing services.
49%
According to Anthropic (2024), combining contextual embeddings with BM25 search cut failed retrievals by 49%, and by 67% with reranking.
Figures checked: 22 October 2026
An old conversation does not mean old permissions
An employee moves from purchasing to another department. She keeps her company account and her conversations with the assistant, but loses access to the negotiated supplier terms. Some time later she opens an old chat in which the assistant compiled those terms, and writes: „Add the information from the latest agreements to the table”. The new question should respect her current permissions.
- The assistant's sources according to current permissions
- The chat history: who may open and use it
- Summaries saved in team spaces
- A trial on the account after the change, with no pricing of leak risk
The company can keep an old conversation as a record of work and at the same time limit who can reach it. The owner of the information decides who may open it later. Removing permissions in the application will not delete a copy downloaded earlier to a computer, or the knowledge the employee already has, but new answers rely only on content available today.
What it costs and when it pays back
- Today
- 150 role changes × 20 min = 50 h (€1,745)
- With the system, a person checks the result in 15% of the time
- €262
- Model, 1 call per case, Claude Sonnet 5.5
- €2
- Cost of one case
- €11.63 today, €1.76 with the system
- Saving
- €1,481 a month
Payback of €3,000
2.0 months
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 6,000 input tokens and 500 output tokens per call at Anthropic's rates, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
The model is a small item here. The result depends on the time that searching and asking around take today, and on how much of it remains for checking the answer. The scenario counts the administrator's time to review sources and history after each role change. We do not price the risk of a leak, because it depends on the kind of information.
Before we price the build, we run a test on 20 to 100 questions the team has already asked: we compare the application's answer with what the employee found by hand, and we count the time from the question to the source. The test takes 5 working days and costs €0.
First check your current tool
Microsoft describes for Microsoft 365 Copilot how it uses organisational data the user has access to and how activity is stored. If your current platform ties access to the account and lets you manage history, the work comes down to setting rules for job changes. Consider an integration or a change of application when permissions change in one system and the assistant reads them from another.
The platform inherits permissions from the account
rules for job changes
no build
Chat history with no access rules
a review of history and summaries
part of maintenance
Permissions in a different system from the assistant
integrating permissions with the application
from €3,000
Where to start
The first step is a trial on a few accounts after a role change: the sources, an old chat and saved summaries. The administrator and the owner of the information decide what stays available.
For the first call, one question that keeps coming back to colleagues and where the team looks for the answer are enough. You do not need to send confidential documents, and you receive the written plan within 2 working days.
Worked example · Scenario
How we count the payback: answers from company documents
We run the same count for your documents in the free review.
€3,723
a month for finding answers to 800 questions in documents
Payback: 1 mo.
Our assumptions are 8 minutes to find an answer in documents or ask a colleague, and checking in 15% of the old time. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: Claude Sonnet 5.5, about 6,000 + 500 tokens per answer from documents, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →
