AI Assistant
The AI Assistant lets you search and analyse your EventWorks data using natural language. Instead of navigating through menus and filters, you can simply ask a question — like "How many events do we have this month?" or "Show me overdue invoices" — and get an instant answer.
Getting There
- Look for the Ask button (sparkles icon) in the top navigation bar.
- Click it to open the assistant panel on the right side of the screen.
Tip: Press Ctrl + . (or Cmd + . on Mac) to quickly open or close the assistant panel from anywhere in EventWorks.
Note: If you don't see the Ask button, your administrator may not have enabled the AI Assistant yet. See AI Settings for details.
How It Works
The assistant panel slides in from the right side of the screen. Type your question in the text box at the bottom and press Enter to send it.
Asking Questions
You can ask questions in plain English about your events, accounts, contacts, finances, and more. The assistant searches your actual data and returns real results. Here are some examples:
| What You Want to Know | What You Might Ask |
|---|---|
| Upcoming events | "What events do we have next week?" |
| Financial summary | "What's the total value of contracted events this quarter?" |
| Overdue invoices | "Show me all unpaid invoices that are overdue" |
| Account lookup | "Find the contact details for Acme Corp" |
| Event details | "What costs are on event EV-1234?" |
| Reporting | "How many events did we lose last month and why?" |
The assistant understands context — if you're viewing an event page when you ask "What invoices are on this event?", it knows which event you mean.
Reading Responses
The assistant streams its response in real time so you can start reading immediately. Responses are formatted with:
- Bold text, headings, and bullet points for readability
- Tables for structured data like lists of events or invoices
- Links to relevant records you can click to navigate directly
Tool Activity
When the assistant searches your data, you'll see a brief summary showing which tools it used (e.g. "Used search_events"). You can click this summary to expand it and see the full details of what was searched and what was returned. This is mostly useful if you want to understand exactly how the assistant found its answer.
What the Assistant Can Do
The assistant has access to search and view data across EventWorks. It can look up:
| Data Type | What It Can Search |
|---|---|
| Events | Events, event dates, event venues |
| Accounts & Contacts | Accounts, contacts, users |
| Costs & Pricing | Costs, cost groups, cost tabs |
| Financial Documents | Invoices, credit notes, purchase orders, line items, payments |
| Quotes & Packages | Quotes, packages |
| Resources | Resources, resource allocations, resource variants |
| Notes & Tags | Notes, tags |
The assistant can also search the EventWorks help documentation to answer questions about how features work.
Note: The assistant is read-only — it can search and view your data but cannot create, edit, or delete anything. You can safely ask it anything without worrying about changes being made.
Your administrator can control which types of data the assistant has access to. See AI Settings for more on tool access controls.
Common Tasks
Start a New Conversation
- Open the assistant panel by clicking Ask in the navigation bar.
- Type your question in the text box at the bottom.
- Press Enter to send (or click the send button).
To start a fresh conversation at any time, click the New conversation button (plus icon) in the panel header. This clears the current chat and starts over.
Continue a Previous Conversation
The assistant remembers your recent conversations so you can pick up where you left off.
- Open the assistant panel.
- Click the Conversation history button (clock icon) in the panel header.
- Select a previous conversation from the list.
- Type a new message to continue the conversation.
Delete a Conversation
- Open the conversation history list.
- Click the Delete button (trash icon) next to the conversation you want to remove.
Resize the Panel
You can drag the left edge of the assistant panel to make it wider or narrower. Your preferred width is remembered between sessions.
To switch to full-width mode, click the Expand panel button (arrow icon) in the panel header. Click it again to return to the normal width.
Tips & Best Practices
Tip: Be specific with your questions. "Show me contracted events for next month with a value over £5,000" will give you better results than "Show me some events."
Tip: You can ask follow-up questions in the same conversation. For example, ask "Show me overdue invoices" and then follow up with "What's the total value of those?"
Tip: If the assistant's response seems incomplete, try rephrasing your question or adding more detail. For example, instead of "Show me costs", try "Show me all costs on event EV-1234 grouped by cost tab."
Tip: The assistant knows which page you're currently viewing. If you're looking at an event and ask "What invoices are on this?", it will check the invoices for that specific event.
Frequently Asked Questions
Q: Can the assistant make changes to my data?No. The assistant is read-only and can only search and view your data. It cannot create, edit, or delete any records.
Q: Is my data shared with anyone outside my account?Your data is processed securely to generate responses but is not stored by the AI provider or shared with other accounts. Each conversation is private to you.
Q: Why did the assistant give me an incorrect answer?AI assistants can occasionally misinterpret questions or present data in unexpected ways. If a response seems wrong, try rephrasing your question with more specific details. You can always verify the results by navigating to the relevant page in EventWorks.
Q: Is there a limit to how much I can use the assistant?Yes — usage is subject to limits that reset periodically. If you reach a limit, you'll see a message letting you know when it resets. See AI Usage & Limits for details.
Q: I don't see the Ask button in the navigation bar. How do I enable it?An administrator needs to enable the AI Assistant in Settings > AI > General. See AI Settings for instructions.