What Is Nova?

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‍Nova is an AI-powered onboarding agent developed by Core365 for D2D and field sales organizations. The moment a manager adds a new hire to Core365, Nova automatically initiates contact, calling the new rep directly, walking them through the onboarding process via a guided conversation, and collecting every piece of information and documentation needed to activate their profile.

Nova handles both the conversational side of onboarding (explaining the process, answering questions, guiding the rep through each step) and the administrative side (collecting personal details, sending secure forms for sensitive documents, verifying completion, and loading the finished profile into Core365).

From the manager's perspective, the only action required is adding the rep to the system. Nova does the rest.

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Fast rep activation
0 HR admin hours
100% Profile completion rate
Multi-language support

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The Problem Nova Solves

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‍In most D2D sales organizations, onboarding is a fragmented manual process. An HR coordinator or office manager sends a welcome email with a PDF of forms. The new rep fills them out, sometimes incorrectly, sometimes incompletely. Someone has to chase the missing information. The documents get uploaded to a folder somewhere, or emailed to payroll, or printed and filed. The rep waits.

This process typically takes three to seven business days from hire to active status. During that window, the new rep is neither earning nor producing. They are in administrative limbo, which is also a terrible first impression for someone who just accepted a job and is excited to start.

The problem compounds in organizations that onboard at volume — solar companies hiring twenty reps before summer, roofing companies scaling up after a storm event, pest control companies building seasonal field teams. When onboarding is manual, it does not scale. HR gets overwhelmed. Errors creep in. New hires disengage.

Nova turns onboarding from a three-to-seven day manual process into a streamlined automated workflow that gets reps field-ready almost immediately, without adding a single person to HR.

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How Nova Works: Step by Step

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‍The Nova onboarding process follows a clear, consistent sequence every time a new rep is added to Core365:

Step 1 — Immediate outreach.

‍The moment a manager adds a new hire to the Core365 system, Nova calls them directly. There is no delay, no waiting for an HR coordinator to check their inbox. The call happens automatically, typically within minutes.

Step 2 — Guided conversation.

‍Nova introduces herself, explains the onboarding process, and begins collecting information through a natural, guided conversation. She collects the rep's basic details, full name, address, emergency contacts, preferred working hours, and role-specific information — through dialogue rather than a form.

Step 3 — Secure form for sensitive data.

‍For information that requires security, Social Security numbers, banking details for payroll, identification documents — Nova sends a secure, encrypted form directly to the rep's phone or email. This keeps sensitive data out of conversational channels while maintaining a seamless experience for the rep.

Step 4 — Identity verification and document confirmation.

‍Nova verifies that all required documents have been completed and submitted correctly. If something is missing or incorrect, she follows up with the rep directly, without any manager involvement.

Step 5 — Profile activation and manager notification.

‍Once everything is in order, Nova automatically activates the rep's profile in Core365, loads all the collected information into the correct fields, and notifies the manager that the rep is ready to go. The manager receives a summary and any documents requiring their final signature.

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What Nova Activates

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‍A fully Nova-activated rep profile in Core365 includes everything the system needs to deploy that rep immediately:

Complete personal and contact information
Emergency contact details
Banking and payroll configuration
Commission structure assignment based on role and team
Territory assignment (if pre-configured by the manager)
Access credentials and permission levels
Compliance documents uploaded and filed
Initial training pathway queued in Learn365

From the moment Nova completes the activation, the rep can log in, see their territory, access their training modules, and start working. No gaps. No waiting.

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Nova and the Onboarding Volume Problem

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‍Where Nova has the most dramatic impact is in high-volume hiring scenarios. A solar company scaling up for summer might hire fifteen new reps in a two-week window. Under a manual process, that is fifteen separate onboarding workflows running simultaneously, fifteen sets of forms to chase, fifteen profiles to build, fifteen opportunities for something to fall through the cracks.

With Nova, all fifteen onboarding workflows run in parallel and autonomously. Nova calls each rep individually, manages each conversation independently, and activates each profile as soon as it is complete.

The manager's inbox does not fill up with status requests. HR does not get overwhelmed. Every rep is activated quickly after being added, regardless of how many are onboarding simultaneously.

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Nova, Multilingual Onboarding, and Field Team Diversity

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‍D2D sales teams are frequently multilingual. Solar companies in particular often hire reps whose first language is Spanish, Portuguese, or Mandarin. Traditional onboarding processes in English create friction and errors for these reps, forms are misunderstood, details are entered incorrectly, and the process takes longer.

Nova conducts onboarding conversations in the rep's preferred language. She detects language preference from the initial call and adapts accordingly, guiding the conversation, answering questions, and confirming details in the language the rep is most comfortable in.

This reduces errors, improves the onboarding experience, and signals to new hires that the organisation they just joined takes their experience seriously.

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The Manager Experience With Nova

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‍For managers, Nova does not just save time on a single onboarding. She eliminates onboarding administration from the manager's workload entirely.

The workflow becomes: add rep to Core365, review Nova's completion notification, sign any final documents. That is it.

The hours that were previously spent chasing forms, building profiles, and coordinating between HR and payroll are now available for actual management, territory reviews, field rides, coaching sessions, pipeline work.

In organizations with a high hiring velocity, this recapture of manager time can translate to multiple additional field hours per week.

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See Nova in Action

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‍Watch how Core365 activates a new rep from system entry to field-ready in a fraction of the time of traditional onboarding.

Book a Demo at core365.app

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Frequently Asked Questions

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‍What is Nova?

Nova is an AI onboarding agent built by Core365 that automatically contacts new sales reps, guides them through the onboarding process via conversation, collects all required information and documents, and activates their profile in Core365 through a fully automated onboarding workflow designed for speed and scale.

Does Nova require HR involvement?

No. Nova handles the entire onboarding process autonomously. The only manager action required is adding the new hire to Core365 and reviewing the completion notification. Sensitive documents are routed to the appropriate people for final sign-off, but all data collection and profile building is done by Nova.

What information does Nova collect?

Nova collects full personal and contact details, emergency contact information, banking and payroll data (via a secure form), identification documents, and any role-specific information needed to configure the rep's profile, commission structure, and territory assignment.

How does Nova handle sensitive data like bank account numbers?

Nova routes sensitive information through an encrypted, secure form rather than collecting it conversationally. This keeps personal financial and identification data secure while maintaining a seamless onboarding experience for the rep.

Can Nova onboard multiple reps at the same time?

Yes. Nova runs independently for each rep, so there is no limit on concurrent onboarding workflows. Whether you are onboarding one rep or twenty simultaneously, each gets the same quality experience and activation experience.

What languages does Nova support?

Nova supports multiple languages and adapts to the rep's preferred language from the initial call. Core365 supports onboarding conversations in English, Spanish, Portuguese, and several other languages relevant to D2D field sales teams in North America.

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