Sensay — Stop Knowledge Walking Out the Door

Sensay is an AI tool that captures departing employees’ know-how through smart interviews, so important process details, shortcuts, and tribal knowledge don’t vanish the day someone hands in their badge. Small businesses, where one person often wears three hats, benefit the most: losing a staff member can mean losing workflows, client history, or the one clever workaround that kept things running. Sensay aims to freeze that knowledge in place before the farewell cake arrives.

In plain terms: Sensay asks the right questions, records answers in a searchable way, and hands your team usable knowledge back — faster than you can hire a replacement. This is especially useful for teams with tight headcounts, high turnover, or specialized roles where knowledge isn’t written down.

Use Case 1 — Capture critical knowledge from departing employees

When someone leaves, they take more than files — they take experience. Sensay runs guided interviews (think structured conversations, not awkward exit chats) that pull out details like account quirks, vendor negotiation notes, custom spreadsheet formulas, and who prefers email vs. phone. For small businesses, this means you can avoid “uh-oh” moments when someone asks, “How did we do that trick last quarter?”

How to do it: schedule a 30–60 minute Sensay interview in the last week, prioritize role-specific questions, and tag answers by topic (clients, tools, processes). Save the transcript in your team drive so new hires and teammates can find it quickly.

Use Case 2 — Ensure smooth transitions during offboarding

Transitions can be messy: checklists missed, handoffs incomplete, access not revoked in time. Sensay helps by documenting handover details and action items during the interview — who will take over which recurring tasks, where to find passwords (stored securely elsewhere), and any open projects that need attention.

How to do it: attach the Sensay output to your offboarding checklist. Use the notes to assign temporary owners and set 7–14 day follow-ups so nothing slips between the cracks.

Use Case 3 — Reduce the risk of losing valuable insights

Employees often hold strategic insights — why a client stayed loyal, why a pricing change worked, or why a supplier was dropped. Sensay surfaces those insights before they’re forgotten. That means future decisions are based on real, recorded experience rather than guesswork.

How to do it: ask exiting staff to share three lessons learned and three “if I could do it again” items. Store these as part of your business intelligence for faster, smarter decisions down the road.

Use Case 4 — Facilitate knowledge transfer within teams

Sensay isn’t only for people leaving. Use it to capture knowledge from subject matter experts who will stay but are hard to reach — the developer with the custom scripts, the marketer who knows the best outreach cadence, the warehouse manager with the inventory tricks. Recordings become training material for the whole team.

How to do it: run short Sensay sessions for each expert and create a “team knowledge” library that new hires review during onboarding. Break the library into quick topics (e.g., “Monthly financial close,” “Client onboarding steps,” “Common Excel fixes”).

Use Case 5 — Maintain operational continuity

Small businesses can’t afford downtime. Sensay helps keep things moving by documenting recurring procedures and contingency plans. If someone is out sick or suddenly quits, you have a practical playbook to keep operations steady while you regroup.

How to do it: prioritize documenting tasks that would cause business interruption if not done (billing runs, weekly reporting, vendor communications). Make short how-to snippets — a few sentences or a screen recording link — so anyone can pick up the task quickly.

Pricing summary

Pricing information is not available here. Check Sensay’s official website for the latest plans, trial options, and team pricing that suits small businesses.

Pros and cons

• Pros
  • Stops knowledge loss before it happens — practical for small teams.
  • Creates searchable, reusable records for training and onboarding.
  • Speeds up handoffs and reduces downtime during transitions.
  • Helps capture tacit knowledge that rarely makes it into documents.
  • Can be used proactively for internal experts, not just offboarding.
• Cons
  • Requires time and buy-in from departing staff — not all employees want to do interviews.
  • Quality depends on the questions asked; poor prompts give weak results.
  • Security and privacy need careful handling — sensitive details must be managed properly.
  • May duplicate effort if you already have rigid documentation practices.

Conclusion — Keep the recipes, even if the chef leaves. Sensay gives small businesses a simple way to bottle up employee knowledge before it drifts away. For tight teams where every person matters, a quick interview today can save weeks of scrambling tomorrow.

Ready to stop playing knowledge catch-up? Book a pilot session with your next offboarding and see how much smoother transitions feel.