A small ✨ button sits next to the text boxes on projects, tasks, visits and notes, and on a vendor's Skills panel. It drafts or tidies the words of a record from what the record already contains. It never changes figures, dates or prices, it never saves anything by itself, and you always see the draft and edit it before you click Save.
Before you start
- An administrator must switch the assistant on in Setup → Preferences, tab AI Assistant. Until then the ✨ button explains that it is off. Switching it on means the text of the record you ask about is sent to an external AI service.
- The assistant only knows what is on the record: the title, customer, site, summary, existing details, the services and materials on a task, its visits and recent notes. The more of that is filled in, the better the draft.
What it can do
| Where | Choice | What you get |
|---|---|---|
| Project or task Details | Draft details from the title / this record | A scope-of-work paragraph with what will be done, what is needed and any risks. |
| Any text box | Tidy up what I wrote | Your own text with spelling, grammar and structure fixed. Every fact stays as you wrote it. |
| A visit's What was found | Write these findings up as a visit report | Your notes arranged as a short report: what was inspected, what was found, agreed actions, next visit. |
| A task's note box | Draft a progress update for the customer | A short, courteous update from the task's activity, with no internal costs. |
| New project or job form (type Project) | Suggest milestones from what I entered | The stages of the work (3–8), from the title, summary and details you typed. Tick the ones you want; they are created when you save the project. |
| A project's Milestones tab | Suggest milestones for this project (or Suggest more milestones) | Stages that fit the project and are not already listed. Tick the ones you want and they are added straight away. |
| A milestone's row on the Milestones tab | ✨ Tasks → Suggest tasks for "…" | 3–10 tasks for that stage only, not repeating tasks already in it. Tick the ones you want; they go on the board in To do. |
| The Add / Edit milestone form | Suggest tasks for this milestone | Tasks from the milestone title, summary and details you typed. They are created in the milestone when you save it. |
| A task's Sub-tasks panel | Suggest sub-tasks | A checklist of 4–10 steps for the job. Tick the ones you want and they are created as sub-tasks. |
| A vendor's Skills panel | Suggest skills | Skills from your catalogue that fit the vendor's name and specialisation. Tick to apply. |
Steps
- Click ✨ next to the text box (on the Details field it says Assist).
- Choose what you want. If there is something to tell it — "mention the scaffolding", "shorter" — type it in the box under the choices first.
- Read the draft in the window that opens.
- Click Use this to put it in the text box, or Discard. For milestones, tasks, sub-tasks and skills, tick the suggestions you want and click Use … selected. On a form that is not saved yet (a new project, a new milestone) the picked items show as chips under the button — click × on any you don't want; they are created only when you click Save.
- Edit if you like, then Save as usual.
Tips
- Give the task a clear title and summary before asking for a draft; a title like "Rewire first floor — 12 sockets, 2 lighting circuits" gets a far better draft than "Electrical".
- Plan top-down: fill in the project's title, summary and details, let ✨ suggest the milestones, then use ✨ Tasks on each milestone. Suggested tasks start unassigned in To do with no dates — open each one to assign and schedule it.
- Running a suggestion again on the same project or milestone leaves out what is already there, so it is safe to ask for "more".
- Use Tidy up what I wrote on notes typed on a phone; it keeps your meaning and fixes the typing.
- A progress update is written for the customer: read it once for anything you would not say to them.
Common problems
- "The AI assistant is switched off for this business." → an administrator can turn it on in Setup → Preferences → AI Assistant (an administrator also gets an Open AI settings button in the message).
- "The AI assistant is not configured on this server." → the server has no AI key. Ask your administrator.
- The ✨ Tasks button is missing on a milestone → it shows only on open milestones of a project that is not closed. Reopen the milestone first.
- "Give the milestone a title first" → suggestions need at least the milestone's title to know what stage they are for.
- "That is too much text to send at once." → the box holds more than the assistant can read in one go. Tidy it in sections.
- The draft mentions something that is not true → it can only work from the record, so an empty or wrong summary gives a weak draft. Discard it, fix the record, and ask again. Never save a draft without reading it.
- "Not in the catalogue yet: …" → the assistant suggested skills you have not set up. Add them under Projects → Skills, then tick them on the vendor.