AI Assistant

Overview and Access

The AI Assistant helps you explore the records and business areas you can access. Ask about active projects, outstanding invoices, employee details, recruitment, purchases, referrals, and other day-to-day work.

Two ways to open it

• Floating button: Click the chat bubble icon in the bottom-right corner of any page. The button pulses gently to indicate it is available.
• Keyboard shortcut: Press Ctrl + K on Windows/Linux or Cmd + K on Mac to toggle the chat panel open and closed.

The chat panel

When the assistant opens, a side panel slides in from the right. It includes a message input area at the bottom, a scrollable conversation history in the middle, and a header with the assistant title. A clear button appears in the header once you start a conversation, allowing you to reset the chat at any time.

Before you send your first message, the panel displays a set of suggested questions drawn from common questions about your data. Click any suggestion to send it instantly, or type your own question in the input field and press Enter.

Asking Questions

Type your question in plain, natural language. The assistant checks the relevant records you can view and returns a clear answer. You do not need special wording; ask as you would ask a teammate.

Example questions

Here are some of the kinds of questions you can ask:

• "How many active projects do we have?"
• "Which invoices are overdue?"
• "What is the total payments received this month?"
• "Show me clients without any projects"
• "Which employees have design skills?"
• "Top 5 projects by contract value"
• "How many proposals were converted to projects?"
• "List maintenance contracts expiring soon"
• "Total purchase amount by supplier"
• "How many job seekers are in the system?"

Responses are generated in real time, and you will see a typing indicator with an elapsed-time counter while the assistant processes your request.

What You Can Ask About

The AI Assistant can answer questions across the main areas of your workspace, including:

• Clients - customer records, project counts, total invoiced amounts
• Projects - active, completed, on hold, contract values, deadlines
• Invoices - pending, overdue, paid, amounts by status or currency
• Payments - collection totals, payment history, amounts by period
• Proposals - pending, approved, rejected, conversion rates
• Employees - headcount, compensation types, skills, project assignments
• Seekers - recruitment pipeline, skills, hiring status
• Maintenance contracts - active contracts, expiring soon, payment coverage
• Maintenance payments - payment history for service contracts
• Suppliers - vendor directory and purchase history
• Purchases - expense totals by period, supplier, or currency
• Referrals - referral sources and commission tracking
• Employee payments - salary payments, pending payroll, expenses by period
• Skills and tags - skill distribution, project categorization

Access and scope

The assistant only uses business areas your account can view. If you do not have access to an area, it will not answer questions about that area. It is also read-only: it can help you find and summarize information, but it cannot create, edit, or delete records.

Questions across related records

The assistant can answer questions that connect related records. For example:

• "Which projects for client X have unpaid invoices?"
• "How much has each client paid in total?"
• "Which employees are assigned to the most projects?"
• "Show me the total collected for each project"
• "Which clients were referred by whom?"

Aggregations and summaries

You can ask for totals, counts, averages, and rankings across your records. The assistant handles grouping by period (this month, this year, this quarter), by currency, by status, or by any other dimension in your data.

Follow-up questions

The assistant can use the recent conversation in the open chat to understand follow-up questions like "Which of those are overdue?" or "Show me the top five." Use the clear button when you want to start fresh.

Plan availability

If the assistant says it is not available on your current plan, your account may need a plan that includes AI. Contact an administrator if you think it should already be available.

Tips and Limits

Rate limit

Each user can send up to 10 requests per minute. If you exceed this limit, you will see a "Too many requests" message. Wait a moment and try again - the limit resets on a rolling 60-second window.

Tips for better results

• Be specific: "How many active projects do we have?" works better than "Tell me about projects."
• Use record names: Mention the specific area you are asking about - clients, invoices, employees, projects, proposals, maintenances, purchases, seekers, and so on.
• Ask one question at a time: The assistant handles focused questions more reliably than compound requests with multiple parts.
• Start fresh regularly: For the clearest answers, keep each chat focused on one topic. If the conversation becomes long or you switch to a different topic, clear the chat before asking your next question.
• Include time frames: "This month", "this year", "in the last 30 days" help the assistant scope results to the period you care about.
• Keep questions under 500 characters: The assistant enforces a 500-character limit on input to ensure reliable processing.

What the assistant cannot do

• It cannot modify records. The assistant is strictly read-only. It cannot create, update, or delete any records in your system.
• It cannot access files or documents. Uploaded files, PDFs, images, and attachments are not accessible to the chatbot. AI CV and profile extraction are separate upload features.
• It cannot send emails or notifications. The assistant only retrieves and displays information.
• It cannot answer non-business questions. The assistant is designed to answer questions about your business records only. General knowledge, coding help, or off-topic requests will be declined.

Handling unexpected answers

If the assistant gives an unexpected or incorrect answer, try rephrasing your question, adding exact names, or including a time frame. For important numbers, compare the answer against the relevant page in Belvak before taking action.