AI Assistant Settings

Learn how to configure, customize, and optimize the AI assistants in the Shifts platform to meet your specific business needs, control data access, and enhance workflow efficiency.

Overview

The AI Assistant Settings allow administrators to configure how AI assistants function within your organization. You can control which features are available, customize responses, set access permissions, and ensure AI tools align with your business requirements and security policies.

Accessing AI Settings

Administrator Access

To configure AI settings as an administrator:

1. Navigate to Admin Dashboard → System Configuration → AI Settings
2. You’ll see multiple tabs for different aspects of AI configuration
3. Changes you make will apply to all users in your organization (unless otherwise specified)

User Preference Settings

Individual users can customize their AI experience:

1. Click your profile icon in the top-right corner
2. Select Preferences → AI Assistant Preferences
3. Configure personal settings that don’t require administrator privileges

General AI Configuration

Assistant Types

Enable or disable specific AI assistants:

1. Go to the Assistant Types tab
2. Toggle each assistant on or off:
   • Ask AI: General assistant for answering questions
   • Schedule Assistant: Specialized for scheduling tasks
   • Data Analysis Assistant: For analyzing business data
   • Admin Assistant: Helps with system administration
3. Click Save Changes

Language Model Selection

Choose the AI models powering your assistants:

1. In the Model Configuration tab, select your preferred model:
   • Standard: Balanced performance and cost
   • Enhanced: Higher accuracy and capabilities
   • Legacy: For compatibility with older features
2. Set the default response mode:
   • Concise: Brief, direct answers
   • Detailed: Comprehensive explanations
   • User Choice: Let users select their preference

Data Retention

Control how AI conversation data is stored:

1. Go to the Data Retention tab
2. Set conversation history retention periods:
   • Short Term: 7 days
   • Standard: 30 days (default)
   • Extended: 90 days
   • Custom: Set a specific number of days
3. Configure thread archiving options
4. Set up automatic purging of old conversations

Permission Settings

Role-Based Access

Control which user roles can access AI features:

1. Navigate to the Permissions tab
2. For each user role (Admin, Manager, Employee, etc.), set access levels:
   • Full Access: Can use all AI features
   • Limited Access: Restricted to specific assistants
   • No Access: Cannot use AI features
3. Configure whether users can:
   • Train the AI with new examples
   • View AI conversation history from other users
   • Export AI conversation data

Business Data Access

Define what business data the AI can access:

1. In the Data Access tab, configure access to:
   • Employee Data: Personal and performance information
   • Schedule Data: Shifts and availability information
   • Financial Data: Labor costs and budget information
   • Attendance Records: Clock-in/out and attendance data
2. For each category, set the access level:
   • Full Access: Complete data access
   • Limited Access: Only specific fields or records
   • No Access: No data available to the AI

Feature Customization

Question & Answer Settings

Customize how Ask AI responds to queries:

1. Go to the Q&A Settings tab
2. Configure response preferences:
   • Knowledge Sources: Define what documentation to use
   • Citation Style: How references should be formatted
   • Confidence Threshold: When to say “I don’t know”
   • Response Length: Default verbosity level

Scheduling Assistant Settings

Optimize the scheduling AI:

1. Navigate to the Scheduling Settings tab
2. Define scheduling priorities:
   • Set weight for employee preferences vs. business needs
   • Configure adherence to scheduling rules
   • Set optimization goals (cost reduction, equal distribution, etc.)
3. Configure notification settings for AI scheduling suggestions

Data Analysis Preferences

Customize data analysis capabilities:

1. In the Analysis Settings tab
2. Define default visualization types
3. Set standard metrics for team performance
4. Configure anomaly detection sensitivity
5. Set report generation formats

Conversation History and Management

Viewing Conversation Logs

Access and manage AI conversation history:

1. Go to the Conversation History tab
2. Browse conversations by:
   • User
   • Date range
   • Assistant type
   • Topic or keyword
3. View detailed conversation threads
4. Search for specific queries or responses

Managing Thread Storage

Control AI conversation storage:

1. Navigate to the Thread Management tab
2. Configure automated cleanup rules
3. Lock important threads to prevent deletion
4. Export conversations for compliance purposes
5. Delete specific threads manually if needed

Security and Compliance

Data Privacy Settings

Ensure AI usage complies with privacy requirements:

1. In the Privacy Settings tab, configure:
   • Personal data handling rules
   • Data anonymization options
   • Consent management preferences
   • Export and delete capabilities for user requests

Activity Monitoring

Track AI usage within your organization:

1. Go to the Monitoring tab
2. View usage statistics by:
   • User
   • Department
   • Assistant type
   • Time period
3. Set up alerts for unusual usage patterns
4. Configure regular usage reports

Best Practices

For optimal AI assistant configuration:

1. Start with limited access and expand as users become comfortable
2. Review AI conversations periodically to identify improvement opportunities
3. Customize knowledge sources with your company-specific information
4. Train your assistants with examples unique to your business
5. Adjust settings gradually based on user feedback and effectiveness
6. Create role-specific configurations that match each user’s needs

Related Resources

• Introduction to AI Assistants
• AI Data Analysis
• AI-Assisted Scheduling
• Security Settings

This article should be updated when:

1. New AI assistant types are added
2. Model selection options change
3. Permission structures are modified
4. Data retention policies change
5. New customization options are added