How it works

From signup to first answer in 3 minutes.

CoTeam connects to your existing knowledge and immediately starts answering. No prompts to write, no configuration needed.

Getting set up

01

Create your workspace

Sign up with your work email. Name your workspace — it defaults to your own name, since most people start out using CoTeam on their own. No credit card required. Your workspace is live in under 60 seconds.

Your evaluation includes 10 Ask responses and 2 questionnaire runs — enough to see real value on your content. Knowledge base uploads are always unlimited.

02

Build your knowledge base

Paste your website URL. CoTeam crawls your docs, security page, trust center, pricing, and integration pages — usually 10–25 pages in 1–2 minutes, fully automatic.

You can also upload files directly (PDF, Word, Excel). Past completed questionnaires are the single highest-value source — upload one if you have it.

03

Ask your first question

Head to Ask. Type any question a prospect has ever sent you. CoTeam searches your KB, drafts a sourced answer, and gives it a confidence score with the citation.

High confidence = directly from your KB. Medium = inferred, verify before sending. Low = gap, CoTeam tells you exactly what document to add.

04

Process your first questionnaire

Upload any security questionnaire, RFP, due diligence review, or vendor assessment — Excel, Word, or PDF. CoTeam parses every question, retrieves relevant KB content, and generates a draft for each one.

Typical processing time: 1–3 minutes for 50–100 questions. When done you get a completion email with a confidence breakdown and a link to the review session.

05

Invite teammates (optional)

CoTeam works fully on your own — invites are never required to get value out of it. If you do want teammates in, invite them anytime from Settings. They receive an email with a direct signup link — no admin setup required.

Once they join, everyone shares the same knowledge base immediately — from the web dashboard, the Chrome extension (side panel on any tab), or your workspace’s own Forward-to-Answer email address.

Questionnaire engine

The inline review session

Answers are sorted from lowest to highest confidence. You review in order with five actions:

ApproveAnswer is correct. Press A or click. Auto-advances to next.
EditRewrite the answer directly in the browser. The edit is saved as a KB correction.
Flag to teammateRoute a specific answer to a fellow SE. They get an email notification.
Request SME reviewSend to an external expert via a magic link — no CoTeam account needed.
Add to KB + re-runPaste text, upload a file, or enter a URL. CoTeam re-answers that question immediately.

Shortcuts: AEFJ/K

The flywheel

Gets smarter with every review

Every answer you edit is saved as a correction. Every source you add fills a gap. Over time, CoTeam accuracy on your domain compounds automatically.

→Edit an answer → saved as a KB correction for that question type
→Add a doc to fill a gap → that topic answered for all future questionnaires
→Approve a high-confidence answer → reinforces that source in retrieval
→SME submits an answer → their expertise is captured and reused
Gap detection

A gap isn't a dead end. It's a pointer.

When CoTeam can't find a good source for a question, it doesn't guess and it doesn't stay quiet. It tells you exactly what's missing — and the moment you add it, the same question gets answered, right there.

Names the missing documentNot "add more docs" — a specific recommendation like "Add your SSO/provisioning guide" based on what the question is actually asking.
Never fabricates to fill the silenceA low-confidence answer is labeled low-confidence. CoTeam will not present a guess as a sourced fact.
Closing the gap re-answers it instantlyAdd the missing document, and CoTeam re-answers that exact question right there — no re-asking, no waiting for the next session.
One upload closes it everywhereThe document stays in your KB after that first re-answer, so every future question and questionnaire on that topic is answered from it too.
Gaps surface at both levelsIn Ask, only a low-confidence answer flags a gap — inline on the answer card. In a questionnaire, both low- and medium-confidence answers flag gaps, sorted to the top of your review queue so you see them first.
Forward-to-Answer

An inbox that already knows the answer.

Every workspace gets a dedicated email address. Forward any prospect question to it, and CoTeam matches it against your knowledge base, writes a ready-to-send reply with a confidence level and citation, and sends it back to your inbox in about 30 seconds — no dashboard, no copy-pasting the question elsewhere.

Your own dedicated addressask@{your-workspace}.inbound.coteamai.com — set once in Settings. If you add teammates later, it works for everyone in the workspace.
Reads the actual forwarded messageCoTeam strips forwarding headers and quoted threads automatically to find the prospect’s real question.
Replies with the full pictureThe sourced answer, its confidence level, the citation, and a link back into CoTeam to save the exchange or add a source.
No new habit to buildIf your team already forwards prospect questions to a shared inbox or Slack channel, this replaces that step with one that already has the answer.
Chrome extension

CoTeam, in a side panel on any tab.

The deal room, the ticket, the prospect's vendor portal — wherever the question shows up, CoTeam is one click away without leaving the page.

Ask from the side panelType a question while looking at the call notes or the portal that’s asking it. Same sourced, confidence-scored answer as the dashboard.
Auto-fill vendor portalsRecognizes 14+ questionnaire platforms and fills fields directly from your KB — see Portal Auto-fill below.
Opens from anywhereCtrl+Shift+K (⌘+Shift+K on Mac) opens the panel instantly, on any site, without touching the mouse.
Same workspace, same KBLogs into your existing CoTeam workspace. Nothing to configure separately from the dashboard.
Get the extension →
Portal Auto-fill

It recognizes the portal. Then it fills the form.

Vendor questionnaire portals are their own category of pain — a web form standing between you and the answer you already have. CoTeam recognizes the portal, reads each field's question, and fills it directly from your knowledge base.

Auto-activates on 14+ known portalsSafeBase, Vanta, Drata, OneTrust, SAP Ariba, Coupa, Whistic, Loopio, and more — recognized the moment the page loads, no setup per portal.
Detects unfamiliar portals tooAny page with 10 or more labeled questions triggers a one-click "Activate CoTeam Auto-fill?" prompt — the list above isn’t a hard limit.
Reads the real question per fieldLabels, ARIA text, placeholders, or surrounding page text — whichever actually identifies what a field is asking.
Skips what it isn’t sure aboutEvery field goes through the same confidence scoring as Ask. Low-confidence fields are left blank for you, never guessed.
SME review

Bring in an expert, without giving them a login.

Some questions need a specific person — legal, security, engineering — not another SE. Route those answers to them directly, and get back an answer you can trust, not a guess routed through three people.

No CoTeam account, everThe expert gets a link by email. They open it, review, and submit — nothing to sign up for, nothing to install.
They see the AI draft, not a blank pageEvery question arrives with CoTeam’s draft shown alongside it. The expert edits or replaces it — they’re never starting from zero.
Batch several questions to one personSelect every answer that needs the same expert and send them together, with an optional note for context.
Links expire after 5 daysStale requests don’t linger. If a link expires unused, the SE who sent it can just request again.

What to put in your knowledge base

CoTeam quality is directly proportional to your KB. These sources, in order of impact:

1
Past completed questionnaires
The single best source. Real questions with real approved answers in your voice. Upload every one you can find.
2
Security FAQ / Trust docs
Your security posture, certifications, and data handling practices — the highest-frequency questionnaire content.
3
Architecture overview
Infrastructure, data flows, hosting, and redundancy. Answers the technical tier of questionnaires.
4
Product docs / API reference
Integration capabilities, auth methods, and supported protocols. Critical for technical RFPs.
5
Compliance certificates
SOC 2, ISO 27001, HIPAA BAA, GDPR DPA. Even a cover page establishes the certification exists.
6
Your website (auto-crawled)
Security page, pricing, features, integrations. Crawled automatically at signup — a free baseline.

Ready to try it on your content?

Evaluation is free, no time limit. 10 Ask responses and 2 questionnaire runs to evaluate CoTeam on your real content.

Start evaluating free →Talk to us