Control the assistant
Turn the assistant off for the company, choose which data it can read, and give it standing instructions.
On this page
Open the AI Assistant settings
Click Admin in the sidebar. Click AI Assistant.
Turn it off, or limit its sources
Tick Turn off all AI features to block every call for the whole company. Untick it to turn them back on.
Under Data sources, tick only the sources the assistant may read. An unticked source is never sent.
AI safety
Data sources
Only enabled sources are embedded and retrievable by the assistant (see the Ask AI tab). Connect WhatsApp/Microsoft Teams under their own admin tabs first.
Custom instructions
Give it standing instructions
Type under Custom instructions. The assistant follows them in every chat and in the Teams and WhatsApp bots.
Set a Monthly token cap to limit spend. Point it at a Self-hosted model to keep data on your own server.
Ask it what is turned on
Click Ask AI in the sidebar. The assistant can read your setup whatever you have ticked under Data sources, because that list governs your records, not your settings.
Ask it why something is missing ("where has the Calendar gone", "my staff cannot see Invoices") and it checks Admin, then Features: a feature is either on, switched off for the whole company, limited to certain teams or roles, or not in your plan.
Ask it why a save was refused and it checks Admin, then Billing. The answer is usually the trial ending, a payment overdue, or that one person holding no seat, which looks normal for everybody else.
It also reads whether Gmail, Outlook, Google Drive, SharePoint, Xero, QuickBooks, WhatsApp and Microsoft Teams are connected and when each last synced, how staff clock in, and which company you are linked to.
Ask it to change a setting
Tell it what you want changed and it does it, rather than sending you to a tab: "turn Geo Lock on", "start our roster week on Sunday", "always deduct a 30 minute break", "save documents to our Google Drive", "we do not use WhatsApp, hide it", "only the front of house team should see the roster".
It states the exact change and waits for you to agree before making it.
For "only let staff clock in at the shop", give it the address first. It looks the address up on a map and shows you what it matched, so check that is the right place before it turns Geo Lock on.
Ask for something only an admin can do
A change to a company-wide setting (a new table, a permission, an automation, hiding a feature) is an admin's to make. Asking for one as anybody else does not come back refused: the assistant sends the exact request to your admins and tells you it has.
Your admins get a notification naming you and what you asked for. It opens Admin, then AI Assistant, then Data access requests, where each request is a line they tick and approve or reject together.
Approving runs the request you made, with the details you gave, so you never have to ask again. Rejecting makes nothing and tells you. Either way you get a notification back.
Use the card it puts under its reply
Ask for one of five things and the assistant puts the real control under its reply instead of naming a page. Click Open on the card.
"Invite Jane" opens the invite panel, the same one on Admin, then Members. "Set up the tablet" shows the pairing code for a kiosk you name. "Invoice the Smith matter" opens the Create Invoice form already scoped to it. Asking about plans or seats takes you to Admin, then Billing. Asking to connect Xero, QuickBooks, Gmail or Outlook opens that service's own sign-in.
Nothing happens until you use the card: opening the invite panel invites nobody, and the assistant never picks a plan or a number of seats for you.