SimpliServDocs
Administration

AI features

Central AI management: toggle AI features on/off, choose the default model (Fast/Smart), track monthly usage and maintain prompt templates that appear in the app's AI menus.

→ Open AI in SimpliServ

SimpliServ brings AI right into the app's text fields: in notes, descriptions, email texts and the editor sits an AI button (brain icon) with which you rewrite, summarize, translate or regenerate text. On this admin page you enable or disable AI centrally, choose the default quality and maintain the prompt templates that appear in these menus.

This page requires the ai.settings.manage permission. Whether AI is available at all for your account and with how many credits depends on your plan — this is assigned by the system and shown here for information only.

Use AI in daily work

This is how your staff use AI in daily work — no admin permissions needed:

Open the AI menu

In supported text fields (e.g. contact notes, email texts) there's an AI button with a brain icon at the bottom right; in the rich-text editor it's a brain icon in the toolbar. A click opens a menu with the unlocked prompts. In text fields, Cmd/Ctrl + J also opens the menu.

Choose a template or write your own prompt

Choose a template (e.g. "Proofread") or click Custom prompt…. In the dialog you freely describe what the AI should do – e.g. "translate into English" or "summarize in three bullet points".

Apply the result

The AI replaces or generates the text directly in the field. In the editor the action affects the selected text if something is selected – otherwise the entire content. An empty field or empty editor + custom prompt = generate text from scratch.

If the monthly limit is reached, the AI reports "AI usage limit for this month reached." The limit resets automatically at the next billing period.

Keeping an eye on AI usage

The AI usage card shows the current month's consumption as a bar with a zone label – Low, Medium, High usage or Limit reached. At the top right, your active plan is shown as a badge Plan: … (Off, Starter, Pro or Business).

This page deliberately shows no raw token or credit numbers, only the bar and the zone. SimpliServ converts consumption internally into credits – the Smart model uses more credits per action than Fast.

Settings

In the Settings card you control the AI's behaviour for your whole account:

  • AI features enabled – the master switch. Off = all AI interfaces disappear from the app immediately.
  • Default model – the quality level that actions without their own setting use:
    • Fast (cheap) – quick, economical responses for everyday tasks.
    • Smart (high quality) – better results, higher credit consumption.

Click Save settings to apply the changes.

Which AI provider and which API keys are used in the background is configured by the system – not in your account. The plan and credit quota are also only shown here, not changed. You only choose between the logical levels Fast and Smart.

Manage prompts

The Prompts card is a template library: each prompt is an instruction that appears in the app's AI menus. That way you extend the action menu without changing code.

Create or edit a prompt

Create a new prompt

In the prompt table, click New prompt, or click an existing row to edit it.

Fill in the fields

In the side form you maintain:

  • Title – appears as the menu entry (e.g. "Proofread").
  • System prompt (optional) – sets the AI's role/stance (e.g. "You are a careful editor…").
  • Content – the actual instruction. Here you use {{dot.notation}} placeholders like {{customer.name}} – the same syntax as with email templates and document templates. The placeholder picker helps with inserting, and placeholders are highlighted in colour in the field.
  • Show in features – comma-separated feature tags that set in which text fields the prompt appears (e.g. customer.notes, email.*). An entry of the form prefix.* acts as a glob (e.g. email.*). Leave empty = show everywhere.
  • Model – Fast or Smart for exactly this prompt.
  • Temperature – a value between 0 and 2; lower = more precise/consistent, higher = more creative.
  • Remove PII before sending – removes emails, phone numbers, IBANs and card numbers from the user input before it goes to the AI.
  • Active – inactive prompts return an error when called and don't appear in the menu.

Save

Save with Create or Save. Title and content are required fields. Changes are recorded in the activity log with history.

The table shows Title, Model and Status (active/inactive). You can mark several prompts and delete them together. A deleted prompt is removed permanently; workflows or interfaces that reference it then fall back to default values.

Privacy

AI actions send the field content to the configured AI provider. Via the Remove PII before sending toggle per prompt you ensure that typical personal data (emails, phone numbers, IBANs, card numbers) is automatically removed from the user input before the text leaves the system. Leave this toggle enabled for prompts that process customer data.

How is this guide?

Global search

Global search in SimpliServ: find records with Cmd/Ctrl+K, navigate quickly and create new ones – plus the admin setting for which record types and fields are searched.

Order settings & labels

Configure the order module: default order status, default product for labour times, order statuses with stock flags, custom fields/cards/components and the label editor (100×150 mm, QR/barcode, fields, conditions)

On this page

Use AI in daily workOpen the AI menuChoose a template or write your own promptApply the resultKeeping an eye on AI usageSettingsManage promptsCreate or edit a promptCreate a new promptFill in the fieldsSavePrivacyRelated topics