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Automate your ops work —
from the weekly digest to the quarterly plan

Theona's agents read across Jira, Linear, Notion, Slack, and your spreadsheets — then write the weekly digest, catch what's slipping, and prep the planning doc. Built for ops leaders, project managers, and chiefs of staff. No code, no engineers, no six-month rollout.

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Built for the people who keep the company running

Operations work looks different at every stage of a company. Find the role that sounds like yours — and jump straight to what's relevant.

COOs & chiefs of staff at lean orgs

The situation

You're the person who makes the operating system of the company actually work. Quarterly planning, OKRs, retros, capacity, budgets — all of it lands on your desk. When the board asks how the company is tracking against plan, you're the one who builds the readout from scratch.

The core problem

You're the bottleneck for everything strategic and operational. The company can't move faster than you can prepare the next planning cycle — and there's always a next one.

What Theona does for you
  • • Drafts quarterly initiative plans and tracks OKR progress automatically — so the next planning cycle starts from real data, not a blank doc
  • • Monitors budget burn across teams and alerts early — before overspend becomes a conversation with the board
  • • Runs the retro end-to-end: pulls signals from tasks, Slack, and docs, proposes themes, formats the output for the team
  • • Generates capacity and workload analyses on demand, without waiting for your analytics team
Jump to planning use cases Jump to analytics use cases Jump to monitoring use cases

Project & program managers running cross-team work

The situation

You coordinate across engineering, product, design, and ops. Half your day is chasing updates, building the sync agenda, and writing status emails to stakeholders who haven't opened the last three. By the time you finish the current round, something else has already slipped.

The core problem

Coordination doesn't scale with headcount. Every new initiative adds another set of recurring touchpoints — the cost of keeping everyone aligned falls entirely on you, and it's all in your head.

What Theona does for you
  • • Builds the cross-team sync agenda before every meeting from open tasks, recent activity, and current blockers
  • • Writes the stakeholder status update from task tracker data — structured, current, ready to send without a meeting to gather the inputs
  • • Catches overdue tasks and routes escalations to the right owner before they hit the group channel
  • • Turns meeting transcripts into action items with owners and deadlines, logged directly in the tracker
Jump to coordination use cases Jump to monitoring use cases

Ops leaders at fast-scaling companies

The situation

Your company doubled headcount faster than its processes could keep up. Every quarter brings a new team, a new tool stack, and a new set of recurring touchpoints that somehow all become your responsibility. You spend most of your week pulling status from Linear, Jira, and a dozen Notion docs — then turning it into the same digest, the same escalation, the same review.

The core problem

You're not just responsible for reporting on how the company operates — you're responsible for how it actually runs. That means owning SOPs, running process audits, routing escalations, and writing status updates. The work is repeatable, but it never stops compounding.

What Theona does for you
  • • Turns meeting recordings and Slack discussions into documented SOPs and process pages — so the operating playbook stays current without a dedicated writer
  • • Pulls status across project tools, writes the weekly and monthly digest in your tone, flags blockers before they become leadership escalations
  • • Monitors KPIs and SLAs across teams, escalates only when something actually breaks threshold
Jump to processes use cases Jump to reporting use cases Jump to monitoring use cases

AI agents for every stage of your operating cadence

From quarterly planning to daily monitoring, every recurring ops workflow has a ready-to-deploy agent template — pick one and launch today.

Planning

Use case
Capacity Planning Assistant

Analyzes current team workload from the task tracker, identifies overloaded and underutilized members, and recommends resource distribution for the upcoming sprint or quarter.
OKR Progress Tracker

Tracks department-level OKR progress weekly, flags at-risk and off-track key results, and sends follow-up reminders to owners to keep the team accountable.
Quarterly Initiative Planner

Collects proposed initiatives from the team, scores them by effort and impact, assigns owners and timelines, and compiles a structured quarterly operations plan.
See all planning use cases

Processes

Use case
Process Audit Agent

Analyzes operational processes by examining task data, Slack discussions, and documentation to identify bottlenecks, duplicate work, and inefficiencies — then produces a prioritized audit report with improvement recommendations.
Process Documentation from Slack

Scans Slack channels for discussions on a specific process or topic, extracts key decisions, steps, and ownership, and turns them into a structured process document in Notion or Google Docs.
SOP Generator

Turns a process description, meeting transcript, or Slack discussion into a structured Standard Operating Procedure document with clear steps, owners, and tools.
See all processes use cases

Coordination

Use case
Cross-team Sync Agenda

Automatically builds a structured agenda for the weekly cross-team operational sync by pulling data from the task tracker and scanning Slack channels for blockers and key discussions from the past week.
Department Retro Facilitator

Prepares a structured retro Miro board, collects team input, analyzes patterns from the period, and turns insights into documented process improvements and tracked action items.
Escalation Router

Automatically detects stuck tasks, overdue items, and unresolved blockers, then escalates them to the right people with full context — so nothing gets lost in the noise.
See all coordination use cases

Monitoring

Use case
Budget Burn Alert

Monitors planned vs actual budget spend across department initiatives, flags deviations early, and alerts the ops manager and initiative owners when burn rate is off-plan.
KPI Digest

Collects key operational metrics from the task tracker and documentation once a week, compares them with the previous period, highlights trends and anomalies, and sends a structured digest to the team and leadership.
Overdue Task Escalation

Monitors overdue tasks in the task tracker, groups them by team and urgency, and automatically notifies assignees and managers via Slack with context and a prompt to update or escalate.
See all monitoring use cases

Reporting

Use case
Cross-department Status Digest

Collects initiative and project statuses from multiple teams, consolidates them into a single structured digest, and delivers it to the ops manager for a unified cross-org view.
Monthly Department Report

Prepares a comprehensive monthly report on department performance — completed initiatives, KPI trends, key decisions, and learnings — and shares it with leadership.
Post-Project Summary

Generates a structured final report on a completed initiative — what was delivered, how it went vs plan, key decisions, and lessons learned — and archives it for future reference.
See all reporting use cases

Analytics

Use case
Ops Quarterly Retrospective

Conducts an end-of-quarter retrospective for the operations department — reviews OKR outcomes, major incidents, blockers, and team performance — and generates a structured improvement plan for the next quarter.
Process Efficiency Analyzer

Analyzes operational process data — cycle times, error rates, rework loops — to identify bottlenecks and optimization opportunities, and delivers a structured analysis report.
Team Workload Analysis

Analyzes the distribution of tasks and initiatives across team members, identifies overloaded and underloaded individuals, and recommends rebalancing actions.
See all analytics use cases

Deploy AI-Native Operations — Without an IT Project

1

Pick a use case

Browse our library of pre-built operations templates or describe your unique workflow in plain language. Theona understands ops context without complex logic maps.

2

Connect your stack

Link your existing tools in seconds. Theona works where you work: Jira, Linear, Notion, Asana, Slack, Google Workspace, and 60+ more. No migrations, no APIs to code.

3

Let the agent run

Your AI agent executes the workflow, handles data, and only loops you in when a human decision is actually needed.

4

Adjust as you go

Operating cadences change. Update your agent by simply talking to it — no "change requests" to IT, just plain language updates.

Works inside the operating stack you already have

Theona doesn't replace your tools. It becomes the operational layer that connects them — so status flows automatically, and nothing falls through the cracks.

See all 60+ integrations

Still thinking it over? Here's what teams usually ask first

Do I need technical skills to set this up?

No. Theona is built for ops leaders, project managers, and chiefs of staff — not engineers. If you can describe a process in plain language, you can build an AI agent for it.

Which project management and ops tools do you support?

We integrate with Jira, Linear, Asana, Monday.com, Notion, Trello, ClickUp via webhooks, plus Slack, Microsoft Teams, Google Workspace, and 60+ more. We also support custom integrations via API.

Is our operational data secure?

Yes. Theona is GDPR-compliant with enterprise-grade security. Your data is used only to run your workflows and is never used to train public AI models.

How is this different from Zapier or workflow automation tools?

Zapier moves data between apps. Theona understands context. An ops agent can read Jira tickets, summarise blockers across teams, write a status doc in Notion, and post a digest to Slack — chaining steps and making decisions, not just firing triggers.

How long does it take to set up the first agent?

Minutes. Pick a use case template or describe your workflow in plain language. Theona's Architect agent helps you configure everything — tools, steps, triggers. Most teams have their first agent running the same day.

Will the agent take action without my approval?

Only if you want it to. Every agent can be configured with a human-in-the-loop step — it drafts the report, status update, or escalation and waits for your approval before sending. You decide which actions require sign-off and which can run on autopilot.

Can I turn our existing ops process into an agent?

Yes. Describe how the process works today and Theona's Architect agent will assemble the right agent for you — choosing the tools, defining the steps, and wiring it all together. You don't need a flowchart or any code.

Can multiple ops folks use the same agent?

Yes. Agents can be shared across your team. Each person connects their own credentials so the agent acts on their behalf while following the same workflow.

No credit card required · GDPR compliant · Up and running today

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