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Process Knowledge Documented Automatically

Subtrace analyses how your team works and turns activities into structured, LLM searchable process documentation. No setup, no IT.

ANALYZINGai_pipeline.log

CAPTURE

Processing desktop activity

LIVE

DETECT

—

MODEL

—

OUTPUT

—

ANALYZINGai_pipeline.log

CAPTURE

Processing desktop activity

LIVE

DETECT

—

MODEL

—

OUTPUT

—

No setup, no IT project. Works on any desktop.

THE RISK

When people leave
Company knowledge leaves, too.

KNOWLEDGE AT RISK

Last updated: 6 months

Sarah M.

4 years · Claims Processing

Leave request

12 months · maternity leave

Processes owned

23 processes · 0 documented

Estimated ramp

6–8 weeks for replacement

[ Start capture ]

HOW IT WORKS — PROCESS RECONSTRUCTION

Tie your knowledge to the
company not to individuals.

WORKFLOW SEGMENTSsession_20240423.flow

EMAIL & INTAKE

0:245 events

Locating and reviewing the incoming request

CROSS-TOOL UPDATE

0:317 events

Syncing information across internal systems

RESOLUTION & CLOSE

0:194 events

Confirming outcome and closing the case

SEGMENTS

3

DURATION

1:14

CONTEXTS

3

PROCESS DOCcomplaint_handling_v1.md

Customer Complaint Handling

Open inbox and locate complaint by invoice ID

Verify order details and draft acknowledgment

Log tracking number in Notion case database

Update CRM case status to Pending Resolution

Send resolution email to customer

Confirm resolution with customer

Mark ticket as Resolved

Subtrace segments activity into contexts, then structures each into documentation, optimize for LLM search.

UNCOVER INEFFICIENCIES

Streamline workflows with
variants of inefficient execution.

VARIANT ANALYSIS47 workflows

variants0/ 3

#STANDARD PROCESSOBSERVED (AGENT B)STATUS

01Open inbox and locate complaintOpen inbox and locate complaint

MATCH

02Draft acknowledgment emailUpdate CRM status

VARIANT

03Log tracking number in NotionDraft acknowledgment email

VARIANT

04Update CRM statusLog tracking number in Notion

VARIANT

05Send resolution emailSend resolution email

MATCH

06Mark ticket as ResolvedMark ticket as Resolved

MATCH

Analysing workflows…

Variant detection runs automatically across all analysed sessions.

WHO IT'S FOR

Built for teams that can't afford
to lose operational knowledge.

CS & CX

Claims Processing

E-Com & D2C

Fintech Back-Office

"

My best person just gave notice. She's been here four years, she is the process. I have two weeks to extract everything she knows before it walks out the door.

Head of Operations · Series B E-Commerce · 90 employees

MAIN CASE

High agent turnover, 6-week ramp time, no two agents handle the same case the same way. Process variance is invisible until it becomes a complaint.

TRIGGER TO USE

Headcount scaling after funding or a key team member not availble.

CURRENT WORAROUND

Confluence docs nobody updates, Loom videos that go stale, shadowing that scales to zero.

CS & CX

Claims Processing

E-Com & D2C

Fintech Back-Office

"

My best person just gave notice. She's been here four years, she is the process. I have two weeks to extract everything she knows before it walks out the door.

Head of Operations · Series B E-Commerce · 90 employees

MAIN CASE

High agent turnover, 6-week ramp time, no two agents handle the same case the same way. Process variance is invisible until it becomes a complaint.

TRIGGER TO USE

Headcount scaling after funding or a key team member not availble.

CURRENT WORAROUND

Confluence docs nobody updates, Loom videos that go stale, shadowing that scales to zero.

CS & CX

Claims Processing

E-Com & D2C

Fintech Back-Office

"

My best person just gave notice. She's been here four years, she is the process. I have two weeks to extract everything she knows before it walks out the door.

Head of Operations · Series B E-Commerce · 90 employees

MAIN CASE

High agent turnover, 6-week ramp time, no two agents handle the same case the same way. Process variance is invisible until it becomes a complaint.

TRIGGER TO USE

Headcount scaling after funding or a key team member not availble.

CURRENT WORAROUND

Confluence docs nobody updates, Loom videos that go stale, shadowing that scales to zero.

CLOSING THE GAP

Keep all processes mece and
up to date.

PROCESS COVERAGE5 departments · 6 process types

0/ 22 documented

Onboarding

Escalation

Tooling

Reporting

Compliance

Handover

Customer Support

Claims Processing

E-Com Operations

Finance

Fulfillment

Documented

Undocumented

Out of scope

0% coverage

Coverage updates in real time as recordings are processed.

THE TEAM BEHIND

Built by a team from
top-tier organisations.

COMMON QUESTIONS

Before you ask.

Do we need to integrate with our existing tools?

No. Subtrace works at the desktop level, no API connections, no IT project, no system access required. It installs in minutes and captures what's already visible on screen.

Do we need to integrate with our existing tools?

No. Subtrace works at the desktop level, no API connections, no IT project, no system access required. It installs in minutes and captures what's already visible on screen.

How long until we see first results?

First process drafts are ready within hours of recording. A full process library for a department typically takes 2–3 weeks of passive capture, depending on process frequency.

What does Subtrace actually capture?

Screen-level actions: clicks, inputs, tool switches, sequences. Not audio, not off-screen activity. The system infers intent from visible actions only — it documents what your team does, not who they are.

Is this a replacement for our current process documentation?

Yes. It replaces manual documentation entirely and keeps it up to date automatically no workshops, no Visio, no outdated wikis.

Is it employee surveillance?

We analyze processes, not individuals. There is no individual tracking, no performance evaluation, and no rankings. Data is aggregated and analyzed anonymously.

What about data security and privacy?

All data will be automatically stored in Frankfurt/ within the EU. Alternatively, it can stay local or in your private cloud. Sensitive fields (passwords, PII) are masked automatically before any data leaves the machine.

What stage is Subtrace at?

We are in closed pilot with select operations teams in Berlin. Waitlist priority goes to teams with active knowledge risk, key person departure, audit deadline, or rapid hiring.

Your ops team knows more
than your docs do.

Onboarding pilot teams now. Priority to teams with active knowledge risk,
key person departure, audit deadline, or rapid hiring.

Privacy

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Subtrace

Subtrace

Process Knowledge Documented Automatically

Process Knowledge Documented Automatically

When people leaveCompany knowledge leaves, too.

Tie your knowledge to thecompany not to individuals.

Streamline workflows withvariants of inefficient execution.

Built for teams that can't afford to lose operational knowledge.

"

"

"

Keep all processes mece andup to date.

Built by a team fromtop-tier organisations.

Before you ask.

Your ops team knows more than your docs do.

When people leave
Company knowledge leaves, too.

Tie your knowledge to the
company not to individuals.

Streamline workflows with
variants of inefficient execution.

Built for teams that can't afford
to lose operational knowledge.

Keep all processes mece and
up to date.

Built by a team from
top-tier organisations.

Your ops team knows more
than your docs do.