NovaCraft is a fintech startup that grew from 40 to 200 people in 18 months. During that growth, their tooling became unmanageable — eight different SaaS products, each with its own login, its own data silo, and its own way of organizing information. The symptom was familiar to any fast-growing company: three teams were working on overlapping features and did not know it. The product spec was in external documents. The tasks were in a legacy tracker. The design was in design tools. The discussion was in team chat. Nobody had the full picture.
Six months ago, NovaCraft moved everything to Closot. Here is exactly how each department runs today — and what changed.
Engineering: sprint boards with 2-week cycles
NovaCraft's engineering team of 65 engineers runs on Closot sprint boards organized by squad. Each squad has its own board with a kanban view for daily work and a sprint view for cycle planning. Cycles are two weeks long, starting every other Monday. The sprint view shows cycle scope, burndown progress, carry-over items from the previous cycle, and velocity trends across the last six sprints.
Sprint planning happens asynchronously. On the Friday before a new cycle, the engineering manager reviews the backlog, drags tickets into the upcoming cycle, and assigns owners. Engineers review their assignments over the weekend or Monday morning. The Monday standup — which used to be a 45-minute meeting — is now a 5-minute async check-in via the messaging integration. The Closot AI Agent posts a cycle kickoff summary to the squad's chat channel: what is in scope, who owns what, and which items carry dependencies on other squads.
Product: roadmap timeline view
The product team of 12 PMs uses Closot's timeline view as their primary roadmap tool. Features are tracked as database entries with properties for squad assignment, quarter, priority, and status. The timeline view displays these as horizontal bars on a quarterly calendar, color-coded by product area. PMs drag bars to adjust timelines, and changes propagate automatically to the engineering squad boards through linked databases.
Feature requests flow in through Closot Requests — a web form that customers, support engineers, and internal teams use to submit ideas. The Closot AI Agent triages incoming requests automatically: it categorizes by product area, estimates priority based on customer tier and request volume, and routes to the appropriate PM's inbox. PMs review triaged requests weekly and promote the best ones to roadmap items with a single click.
Marketing: content calendar
NovaCraft's marketing team manages their entire content pipeline in a Closot calendar view linked to a content database. Each piece of content — blog post, social media campaign, email newsletter, webinar — is a database entry with properties for author, status, publish date, channel, and campaign association. The calendar view gives the team a visual overview of what is publishing when, where gaps exist, and where publishing conflicts might create audience fatigue.
Content briefs live as Closot pages linked to calendar entries. Writers draft directly in Closot, editors review with inline comments, and the approval workflow is managed through board status columns: Draft, In Review, Approved, Scheduled, Published. The team uses automations to notify the social media manager when a blog post moves to "Approved" so they can prepare distribution.
HR: onboarding wiki from Marketplace template
When NovaCraft was hiring 10+ people per month, their onboarding process was a mess — an external document checklist that was perpetually outdated, a chat channel where new hires asked the same questions every week, and an IT setup process that required emailing three different people. They replaced all of it with a Closot Marketplace onboarding template.
The template includes a structured wiki with sections for company overview, team structure, tool access, benefits enrollment, and role-specific setup guides. Each section has a page owner and a monthly verification schedule. New hires get a personalized onboarding page generated by the Closot AI Agent that pulls the relevant sections based on their team, role, and location. The page includes inline tasks that appear on the new hire's personal board — things like "Complete benefits enrollment" and "Schedule 1:1 with manager" — with due dates tied to their start date via calendar events.
The result: onboarding time dropped from two weeks to three days for a new hire to be fully set up and productive.
Sales: pipeline board
The sales team runs their pipeline on a Closot board with kanban view. Columns represent deal stages: Prospect, Discovery, Proposal, Negotiation, Closed Won, Closed Lost. Each deal is a ticket with properties for deal value, expected close date, contact information, and linked meeting notes from sales calls. The board gives the sales manager an at-a-glance view of pipeline health, and the dashboard shows aggregate metrics: total pipeline value, conversion rates by stage, average deal cycle time, and forecast vs. actual for the quarter.
Sales reps create meeting notes for every customer call using Closot's meeting notes feature. After each call, the AI summary captures key discussion points, commitments made, next steps, and objections raised. These summaries are linked to the deal ticket, creating a complete history that any team member can review before their next interaction with the account.
Company standup via chat + Agent
NovaCraft replaced their company-wide standup meeting with an automated daily digest powered by the Closot AI Agent and messaging integration. Every morning at 9 AM, the Agent scans all team boards, identifies completed tickets from the previous day, flags any new blockers, and posts a structured summary to the #company-standup chat channel. Each team gets a two-line summary: what was accomplished and what needs attention.
Team members can reply in the chat thread to add context, ask questions, or offer help with blockers. The Agent monitors these threads and creates tickets in Closot when action items emerge from the discussion. This pattern — Agent surfaces information, humans discuss and decide, Agent captures actions — has become the heartbeat of NovaCraft's daily operations.
All-hands meeting notes with AI summaries
Monthly all-hands meetings are captured in Closot meeting notes with AI summaries enabled. The CEO presents company updates, each department lead shares highlights, and Q&A is captured inline. After the meeting, the AI generates a structured summary organized by department, with key decisions, announcements, and action items highlighted. The summary is posted to the company-wide teamspace and linked to relevant wiki pages — when a policy change is announced at all-hands, the linked wiki page gets flagged for update.
For the 30% of the company that cannot attend all-hands due to time zones, the AI summary is their primary source of information. They can skim the summary in two minutes and get the same key takeaways that attendees got from a 60-minute meeting.
Leadership dashboards
NovaCraft's leadership team — CEO, CTO, CPO, VP of Sales, VP of Marketing — has a dedicated dashboard that aggregates data from every team's workspace. The dashboard shows engineering velocity across all squads, product roadmap progress against quarterly goals, sales pipeline metrics, marketing content output, and HR hiring pipeline status. Each metric links directly to the underlying data, so a leader can drill down from "Engineering completed 127 tickets this sprint" to see exactly which tickets in which squads.
The dashboard refreshes in real time using linked databases that pull from each team's boards and project databases. No one compiles this data manually. No one prepares a slide deck. The dashboard is always current because it is built on the same data the teams use to do their work.
"The biggest change is not the money we saved on tools," NovaCraft's CPO explains. "It is that when someone joins a project, all the context is right there — the spec, the tasks, the discussions, the decisions, the meeting notes, the wiki documentation. Everything is connected. Onboarding went from two weeks to three days, and cross-team confusion dropped to nearly zero. We run on one tool now, and it runs well."