Key Concepts
These are the terms and ideas you'll encounter throughout LeanScaper AI. Understanding them makes everything else click.
Lana
Lana is your AI assistant and the primary way you interact with LeanScaper AI. Think of her as your front desk: she handles most requests directly and routes specialized work to the right place.
You can talk to Lana by typing or using voice. She's available on web and mobile.
Lana has two types of knowledge:
General knowledge: Landscaping operations, business practices, writing, analysis, problem-solving
Your business knowledge: Documents you've uploaded, LeanDocs you've created, context from your conversations
The more context you give Lana, the more useful she becomes.
Agents
Agents are specialized AI capabilities that handle specific types of work.
Huddle Agent — Processes recorded team meetings. Extracts summaries, wins, what's working, wants, and action items.
LeanBoard Agent — Routes field requests to the appropriate board. When someone says "we need more mulch at the Johnson site," this agent creates a card on the Ops Board automatically.
Pre-built agents for specific business functions. Each brings focused expertise to a particular area of your operation.
Examples include:
CMO Agent — Marketing and brand strategy
SOP Agent — Standard operating procedures
ICP Agent — Ideal customer profile development
Strategy Agent — Business planning and decision-making
CFO Agent — Financial guidance and analysis (coming soon)
These are just a few. Specialist agents cover the core functions of running a landscape business.
See all specialist agents →
Agents you build yourself, trained on your LeanDocs and files.
Create specialists for:
Safety compliance
Client communication
Employee onboarding
Quality control processes
Anything specific to your operation
Custom agents combine LeanScaper AI's intelligence with your specific business knowledge.
LeanScaper OS: The system feels like one assistant, but there's a team working behind the scenes. Lana handles most requests directly. For specialized work, she connects you with the right agent or handles the handoff automatically.
LeanDocs
LeanDocs are documents you create and store within LeanScaper AI. They become part of Lana's knowledge about your business.
Common LeanDocs include:
Standard operating procedures
Client communication templates
Training materials
Company policies
Service descriptions
Competitive intelligence
LeanDocs are different from uploaded files. LeanDocs are created inside the platform. Files are documents you bring in from outside (PDFs, Word docs, spreadsheets).
Both feed into Lana's understanding. Both can power custom agents.
LeanBoards
LeanBoards are visual boards for tracking work. Think kanban-style: cards move through columns as work progresses.
When field requests come in, the LeanBoard Agent routes them to the right board automatically. The office sees what's needed. Work gets tracked to completion.
The Six Board Types
Ops Board
Material requests, inventory, fuel, jobsite needs, dump runs, utility locates
Customer Board
Change requests, enhancement opportunities, warranty issues, testimonial leads
Shop Board
Equipment maintenance, tool repairs
HQ Board
Purchase requests, safety incidents, PTO, schedule changes, billing issues
Continuous Improvement Board
Process improvement ideas from planning through standardization
Action Items Board
General action items that don't fit other categories
Cards
Cards are individual items on a LeanBoard. Each card represents something that needs to be tracked: a request, a task, an idea.
Cards move through columns as status changes. A material request might go from New → Ordering → Delivering → Done.
Cards can be created manually or generated automatically from field requests and huddles.
Huddles
Huddles are team meetings, typically short daily standups. In LeanScaper AI, you can record huddles using the mobile app and let the Huddle Agent process them.
The agent extracts:
Wins: What went well
What's Working: Processes that are clicking
Wants: Requests and needs from the team
Action Items: Tasks that need to happen
Action items can automatically become cards on the appropriate boards.
Huddles don't have to be daily, and they're not just for crews. Office teams, leadership meetings, and project check-ins all work. Any meeting where information needs to be captured and acted on.
Field Requests
Field requests are needs communicated from the field through Lana. Instead of texting the office or writing on a sticky note, crew members tell Lana what they need.
Examples:
"We're running low on mulch at the Thompson project"
"The skid steer is making a weird noise, needs to be looked at"
"Client asked about adding lighting to their patio"
The LeanBoard Agent interprets these requests and creates cards on the appropriate board. The office sees them immediately. Nothing gets lost.
Credits
Credits are how LeanScaper AI measures usage. When Lana does work for you, credits are consumed.
Different actions use different amounts of credits:
Chat conversations with Lana
Huddle recording and processing
Field request routing
Document analysis
Custom agent interactions
Specialist agent consultations
Your subscription includes a monthly credit allocation. Usage is visible in your account settings. If you need more, top-ups are available.
See Understanding Credits for details on how credits work.
The Mental Model
Here's how it all connects:
Every piece connects. Huddles generate requests. Requests become cards. Cards live on boards. LeanDocs power custom agents. Lana ties it all together.
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