Numa: Complete Guide to Agents and Integrations

Table of Contents

1. Getting Started
2. Understanding Agents
3. Understanding Integrations
4. Combining Agents and Integrations
5. Setup and Configuration
6. Common Use Cases
7. Best Practices and Safety
8. Troubleshooting
9. Getting Started Checklist
   
   

1. Getting Started

What are Agents and Integrations in Numa?

Agents are customisable AI assistants built for repeatable tasks. They allow you to save the prompt instructions, integrations and reference files used ,  so you don’t have to enter them each time in Numa Chat.

Integrations connect Numa with your business systems—such as email, calendars, CRM tools, file storage, and analytics platforms—allowing Numa to chat and perform actions directly with those applications / systems.

Combined, these features automate routine processes, improve accuracy, and help you work more efficiently.

Do I need technical expertise?

No. Agents can be created using plain language, and integrations connect through standard secure login flows.

How is Numa enhanced by Agents and Integrations?

Using Numa without Agents/Integrations:

• You provide instructions manually each time
• Limited to conversation and basic tasks
• No connection to your external systems

Using Numa with Agents/Integrations:

• Instructions are saved and repeatable
• Numa can act inside tools like Gmail, Outlook, Calendar, CRM systems, and more
• Output can automatically be stored (drives) or sent (email etc)
  
  

2. Understanding Agents

What is an Agent?

An Agent is a pre-configured NUMA assistant designed to carry out a specific task or process. It behaves like a specialised digital team member who:

• Understands how you want tasks completed
• Uses your connected tools
• Applies your templates and preferred style
• Follows predefined steps every time

Types of Agents

1. Simple Prompt Agents
   • Store frequently used instructions
   • Example: A standard document summarizer
2. Template-Based Agents
   • Use provided templates to ensure consistent formatting
   • Example: A sales email generator that follows your brand and language style
3. Scheduled or Triggered Agents (Coming Soon)
   • Run automatically at set times or when events occur
   • Example: A daily report generator, or automatically process an incoming email
     
     

How to Create an Agent

Creating an Agent in Numa is a straightforward process. The steps below illustrate how to build an Agent, using a meeting-booking workflow as an example.

Step 1: Begin Creating a New Agent

Navigate to the Agents section within Numa and select Create New Agent.

Step 2: Provide Clear Instructions

Enter detailed, plain-English instructions that describe the Agent’s role, workflow, rules, and expected output. This is the Agent’s prompt.

For example:

Role:

You are a meeting scheduler for ABC Engineering team members.

This Agent uses the Google Calendar and Gmail integrations (or could be Outlook and Outlook Calendar, depending on your organisation).

Process:

When the user enters first names, meeting duration, and meeting subject, the Agent should:

1. Use Gmail to identify the attendee’s email address by searching for messages to/from their first name.   If you can’t indentify them perfectly, ask for clarification.
2. Check calendar availability for the next X weekdays during business hours (9:00 a.m.–5:00 p.m. NZT).
3. Book the meeting at the earliest available time that accommodates the required duration.
4. Create the calendar event, include Google Meet conferencing, and send invitations to all attendees.

Business Rules:

• Meetings must be scheduled only during weekdays between 9:00 a.m. and 5:00 p.m. NZT.
• All events must include a Google Meet link.
• Calendar invitations must be sent to all listed attendees.
• The earliest suitable time slot should always be selected.

Required Information from the User:

• First name(s) of attendee(s)
• Meeting duration
• Meeting subject or title
  
  

Expected Output:

A meeting confirmation summarizing the date, time, attendees, subject, and Google Meet link.

Step 3: Name and Describe the Agent

Assign a clear name and concise description, such as “Book a Meeting with My Team.”

Step 4: Add Reminders or User Prompts

Include any required input reminders within the Welcome Message or User Instructions.

In this example, you may add:

“Please provide the attendee first names, meeting duration, and meeting subject.”

Step 5: Select Integrations

Choose the integrations the Agent will rely on.

For this example, you would select Gmail and Google Calendar.

(If your organization uses Microsoft products, select Outlook and Outlook Calendar instead.)

Step 6: Upload Templates or Reference Materials (Optional)

If the Agent will be drafting content, you may upload reference files or templates to shape the writing style and tone.

For this meeting-booking scenario, templates are not required.

For other use cases, such as sending debtor emails, uploading an email template can help ensure consistency.

Step 7: Test the Agent

Run tests using realistic sample inputs to confirm the Agent behaves as expected before sharing or using it in production.

Can an Agent do multiple steps?

Yes, if you write a multi step prompt, but if you go too far the Agent may not perform cleanly (prompt bloat)

For example you could build an agent to read an email and based on the information in it, then book a meeting at the noted time.   That demonstrates multiple steps in the prompt process and using multiple integrations.

Can Agents be shared?

Yes, subject to your organization's settings. Agents can be:

• Personal (visible only to you)
• Public/Workspace (available to your team).  Only the owners can edit the Public version but Team members can  copy a Public Agent back to their personal space and then  customise them.
  
  

3. Understanding Integrations

Available Integrations

Numa supports many widely used business systems, including:

Communication and Email:

• Gmail
• Microsoft Outlook
• Slack
• LinkedIn

Calendars:

• Google Calendar
• Outlook Calendar

File Storage:

• Google Drive
• SharePoint
• OneDrive

CRM and Sales Systems:

• Pipedrive
• HubSpot
• Salesforce
• Apollo

Finance and Accounting:

• Xero

Project Management:

• Jira
• Notion

Analytics:

• Google Analytics

Availability of Integrations

The integrations listed above represent the applications currently supported by Numa. We continue to expand this list and will introduce additional external systems over time. If your organisation requires a specific application or integration, please contact us with the application name and a brief description of your use case. Our team will review your requirements and assist further.

How to Connect

1. Open the Integrations panel
2. Select the system you want to connect
3. Log in through the secure authentication process
4. Grant the required permissions
5. Confirm that the connection is successful

Each user connects their own accounts for security and privacy.

What can Integrations do?

Each integration exposes tools (actions) such as:

• Sending or drafting emails
• Searching contacts or messages
• Creating calendar events
• Uploading or retrieving files
• Updating CRM records
• Adding notes or tasks
  
  

Is it safe?

Yes. Users control their own connected accounts, and administrators can restrict or allow specific tools. Permissions can be revoked at any time.

4. Combining Agents and Integrations

How They Work Together

When building an Agent, you can link it directly to specific integrations. This ensures:

• Users do not need to enable integrations each time (unlike a one off chat)
• Agents run seamlessly across tools
• Instructions remain consistent
  
  

Example Use Cases

Client Event Planning Agent

• Integrations: Gmail, Calendar, Drive, Contacts
• Searches contacts, coordinates availability, drafts invitations, and saves files

Invoice Management Agent

• Integrations: Xero, Gmail
• Identifies overdue invoices and drafts appropriate reminder emails

Sales Follow-up Agent

• Integrations: Pipedrive, Gmail, LinkedIn
• Identifies prospects, gathers context, and drafts outreach messages
  
  

Benefits Over Manual Integration Use

• Instructions are stored permanently
• Integrations are always active
• Results are predictable and repeatable
  
  

5. Setup and Configuration

Administrator Responsibilities

• Enable integrations appropriate for the organisation
• Configure tool-level permissions
• Set safety policies
• Manage access controls

User Responsibilities

• Connect personal accounts
• Enable integrations for each session
• Test workflows using “draft” mode
• Create and refine Agents for repetitive tasks

Access Controls

Admins can manage:

• Which integrations are available
• Which specific actions are enabled
• Organisation-wide usage policies
  
  

6. Common Use Cases

Administrative

Meeting Scheduler Agent

• Finds available times, creates events, sends invitations

Document Organizer Agent

• Searches, organizes, and shares documents across drives
  
  

Sales and Customer Management

Lead Follow-up Agent

• Uses CRM and communication tools to identify and contact leads

Invoice Reminder Agent

• Retrieves overdue invoices and drafts reminder emails
  
  

Content and Communication

Social Media Content Agent

• Drafts posts and organizes assets

Team Update Agent

• Compiles project updates and upcoming deadlines
  
  

Data and Reporting

Sales Report Agent

• Pulls data, compiles analytics, and creates formatted reports
  
  

7. Best Practices and Safety

Safe Onboarding

• Begin with low-risk tasks
• Use draft outputs before final actions
• Add integrations gradually
• Test with known data
  
  

Writing Effective Agent Instructions

• Be specific
• Provide format requirements
• Set boundaries and limitations
• Add examples when possible
  
  

Safety Recommendations

• Start with read-only actions when available
• Avoid bulk operations until tested
• Review all AI-generated outputs before sending or publishing, until comfortable the Agent is performing as expected.
  
  

8. Troubleshooting

If an Agent Is Not Working Correctly

Check:

• Instruction clarity
• Integration availability
• File uploads or templates
• Conflicting requirements

If an Integration Fails to Connect

Verify:

• Correct login credentials
• SSO or admin restrictions
• Connection within Numa
• Permissions within the external service

Improving Inconsistent Results

• Add more detailed instructions
• Use examples
• Break complex tasks into smaller steps
• Specify formatting requirements

Where to Get Help

• Internal admin
• Colleagues
• Numa support
• Self-help using built-in queries
• Arcanum support - support@arcanumai.freshdesk.com
  
  

9. Getting Started Checklist

Week 1

• Connect one integration
• Create a simple Agent
• Test with low-risk tasks
  
  

Week 2

• Connect additional integrations
• Build an Agent using one integration
• Share an Agent with a colleague
  
  

Week 3

• Create a multi-integration Agent
• Test complex workflows
• Document successful processes
  
  

Ongoing

• Refine and improve Agents
• Share best practices
• Request new integrations as needed