AI Settings
AI Settings let administrators enable or disable the AI Assistant and control which types of data it can access. These settings are found under Settings > AI and apply to all users on your account.
Getting There
- Click Settings in the main sidebar.
- Select AI from the settings menu.
Note: Only users with the edit-settings permission can access AI Settings.
How It Works
AI Settings has two pages, accessible from the sidebar menu:
- General — enable or disable the AI Assistant for your entire account
- Tools — control which data types the assistant can access
General Settings
The General page has a single toggle:
| Setting | What It Does |
|---|---|
| Enable AI Assistant | When set to Enabled, all users see the Ask button in the navigation bar and can use the AI Assistant. When set to Disabled, the assistant is completely hidden. |
- Set the toggle to Enabled or Disabled.
- Click Save.
When you enable the AI Assistant, the Ask button immediately appears in the navigation bar for all users. When you disable it, the button and chat panel are hidden and no one can use the assistant.
Data Privacy
A notice on the General settings page explains how the assistant handles data. When a user asks the assistant a question, their message and any data returned by the assistant's search tools are sent to a third-party AI provider to generate a response. This data is processed in real time and is not used to train AI models. Conversation history is stored in your EventWorks database and is only visible to the user who created it.
Tool Access Controls
The Tools page lets you control exactly which types of data the assistant can search and view. Tools are organised into groups based on data type.
Each group has a card showing:
- The group name and a brief description of the data it covers
- A badge showing how many tools are enabled (e.g. "4/6 tools")
- A toggle to enable or disable the entire group
You can expand a group to see and control individual tools within it. For example, the Events group includes tools for searching events, viewing event details, searching event dates, and so on.
| Tool Group | Data It Covers |
|---|---|
| Events | Events, event dates, event venues |
| Accounts & Contacts | Accounts, contacts, users |
| Costs & Pricing | Costs, cost groups, cost tabs, cost types, cost statuses, nominal codes |
| Financial Documents | Invoices, credit notes, purchase orders, line items, payments, tax rates, currencies |
| Quotes & Packages | Quotes, packages |
| Resources & Inventory | Resources, resource allocations, resource variants, resource types |
| Notes & Tags | Notes, tags |
| Organisation & Config | Teams, sources, mediums, reporting periods, custom attributes |
| Help Documentation | Help article search and viewing |
Common Tasks
Enable the AI Assistant
- Go to Settings > AI > General.
- Set Enable AI Assistant to Enabled.
- Click Save.
All users will now see the Ask button in the navigation bar.
Disable the AI Assistant
- Go to Settings > AI > General.
- Set Enable AI Assistant to Disabled.
- Click Save.
The assistant is immediately hidden for all users. Existing conversations are preserved and will be available if you re-enable the feature later.
Restrict the Assistant's Data Access
If you want to prevent the assistant from accessing certain types of data — for example, to stop it from searching financial documents:
- Go to Settings > AI > Tools.
- Find the group you want to restrict (e.g. Financial Documents).
- Uncheck the group toggle to disable all tools in that group.
- Click Save.
To disable only specific tools within a group:
- Click on the group card to expand it.
- Uncheck the individual tools you want to disable.
- Click Save.
Note: When you disable an entire group, any new tools added to that group in future updates will also be disabled. When you disable individual tools, new tools added to the group will be enabled by default.
Re-enable a Disabled Group
- Go to Settings > AI > Tools.
- Find the disabled group and check its toggle.
- Click Save.
All tools in the group will be re-enabled.
Tips & Best Practices
Tip: If your team handles sensitive financial data, consider disabling the Financial Documents group so the assistant cannot search invoices, payments, or purchase orders.
Tip: Disabling a group is safer than disabling individual tools if you want to ensure new tools in that category are also blocked.
Frequently Asked Questions
Q: Who can change AI Settings?Only users with the edit-settings permission can access and modify AI Settings.
Q: Can I give some users access to the assistant but not others?Not currently. The AI Assistant is either enabled or disabled for all users on your account. You can, however, control which data the assistant can access using the tool settings.
Q: What happens to conversations when I disable the assistant?Existing conversations are preserved. If you re-enable the assistant, users can view their previous conversations in the conversation history.
Q: If I disable a tool group, can users still ask about that data?They can ask, but the assistant won't be able to search or view that data type. It will let the user know that it doesn't have access to that information.
Q: Are new tools enabled by default?Yes. When new tools are added in updates, they are enabled by default unless they belong to a group you have fully disabled. This ensures you benefit from new capabilities automatically.