AI assistant permissions
Settings › AI assistant decides what the AI assistant may look at and change in your organisation. It applies to everyone who uses the assistant, across every store. Only organisation owners can see or change it.
The assistant never changes anything on its own. Every change it drafts waits for a person to review and apply it, whatever you set here. These settings are a ceiling on top of that: they decide which areas it may look at, and which it may draft changes in. Nobody gets more through the assistant than their own role allows. Store managers only ever see their own stores, and draft changes only where the Store managers setting below allows.
Levels
Each area has a level:
- Off — the assistant can't look at the area at all. Asked about it, it says the area is switched off here.
- View — it can look and answer questions, but can't draft changes.
- Create & edit — it can also draft new things and changes to existing ones.
- Full — it can also draft archiving (taking things away). Archived items can always be restored.
Some areas are view-only, so their highest level is View.
Areas
| Area | It looks at | It can change | Starts at |
|---|---|---|---|
| Menus, products & modifiers | Menus, products, modifier groups, stations | Prices, details, sold-out flips, visibility, modifier groups; archiving at Full | Full |
| Sold out & stock | Stock levels, daily limits | Stock counts, sold out at a store, daily limits and one-day caps | View |
| Promotions | Promo codes | Create, change, pause and resume promo codes | Create & edit |
| Vouchers & gift cards | Gift cards, balances and their emails | Issue gift cards (can't be undone) and resend their emails | View |
| Store operations | Hours, closures, notices, order types, pacing, charges | Hours, closures, order types, notices, pacing, pacing wording and service charges; removing closures and switching notices off at Full | View |
| Orders | Orders, order detail and its emails | Resend an order's failed or bounced emails | View |
| Sales & reports | Sales, breakdowns, today's dashboard | — | View |
| Finance | Z reports, cash variance, accounting groups | Add, rename and re-code accounting groups | View |
| Team | Staff, job titles, PIN status (never the PIN) | Add staff, set their stores and job titles, lock, unlock and clear PINs | View |
| Devices & printing | Device and printer health | Test prints and reprints (coming) | View |
| Customer feedback | Responses and trends | — | View |
| Emails & receipts | Email wording, receipt QR codes | Reword the customer emails; change receipt QR codes | View |
| Account | Integration status, token balance | — | View |
| Activity log | The audit trail (owners only) | — | View |
The assistant can look at every area above today except Account, which arrives in a later update. Store managers never see the activity log, the team, gift cards, email wording, receipt QR codes or accounting groups through the assistant.
Today the assistant can draft changes to menus, products & modifiers, to promotions, and — once you raise them — to sold out & stock, store operations, team, vouchers & gift cards, orders, finance and emails & receipts. The areas marked (coming) gain their changes in later updates. Each starts at View, so nothing new is switched on until you raise it, and the level you set applies as soon as the changes arrive.
Some things the assistant can never do, at any level: change staff permissions or job-title permissions, change these settings, see PIN numbers, issue refunds, void vouchers, close or reopen a business day, change tax rates, billing or integration connections, edit floor plans or layouts, or delete anything.
Customer details
Off by default. When on, the assistant can see the customer's name on orders (and the name on a bar tab) and tell organisation owners. Store managers never get customer details through the assistant, whatever this is set to.
Turning it on means customer names are sent to the AI service that powers the assistant whenever a question needs them. Phone numbers, emails, addresses and customer notes are never sent. Names are not kept in the assistant's question log.
Store managers
Store managers can draft and apply changes in two areas only — Sold out & stock and Store operations — and only at the stores they manage. Each of those two rows has a second selector, Store managers, which starts at View: managers draft nothing until you raise it. A manager's level is the lower of that selector and the organisation's level for the row, so turning an area down for the organisation turns it down for managers too. For example, Store operations at Full for the organisation and Create & edit for store managers lets managers change hours, closures, order types, notices, pacing and charges, but not remove a closure or switch a notice off.
Everything else stays read-only for store managers, whatever it is set to here, and they never see customer details. A manager's applied changes are listed under Team › Activity like everyone's, and any owner can undo them.
Alerts
The Alerts panel decides which alerts the assistant sends people in this organisation (see alerts and the daily digest), and when:
- Switch each kind on or off: Tills not syncing, Sold out, Voids spike, Unpaid order, Daily digest. Out of the box everything is on except Tills not syncing, which stays off until the till app sends a heartbeat (build 28) — before that, a quiet ten minutes on a till that's online would read as silence.
- Raise a threshold where one applies: how long tills must be silent, how many items or how much value voided in an hour, how long an unpaid order must sit untouched. Each has a platform minimum shown beside it; you can raise it for your organisation, never lower it. Leaving a box at the minimum means the minimum.
- Who gets what still follows the permission levels above: an alert only goes to someone who can view its area, and its fix is offered only when their level allows the change. On top of that, each person can untick kinds they don't want under ☰ → Notifications in the phone app; those mutes are personal and apply across every organisation they belong to.
Every change here is recorded under Team › Activity with the rest of the AI assistant settings.
Saving and history
Change any levels, then Save permissions. Discard changes puts back what's saved, and Reset to defaults sets every area back to where it starts (you still need to save).
Changes apply to the next thing anyone asks. They also apply to drafts already waiting for review: if you lower an area after a change was drafted, applying that draft is refused and its lines turn red, naming this setting. Undoing an earlier change is checked the same way. For example, undoing a newly created category archives it, so it needs Full.
Every save is recorded under Team › Activity as "AI assistant permissions changed", with what moved from what to what. Pick AI assistant in the Activity filter to see these alongside the assistant's applied changes.