AI Assistant

The AI Assistant is a chat panel you can open from anywhere in the app — click the wand icon in the top navigation bar. Use it to create jobs, schedule work, and ask questions about your data without leaving the page you're on.

The assistant is available on Advanced and Max plans.

Opening the Assistant

Click the wand icon in the top nav (next to the bell). The panel slides in from the right and stays open while you switch pages — your conversation persists. Past conversations are saved and can be resumed from the history list.

Scope: Working on a Job

When you open the assistant from a job profile page, a small Scoped to [job name] chip appears at the top of the panel. While the chip is showing, the assistant treats that job as the default target for any edit-style request — say "add a tester" and it knows which job you mean. Click the ✕ on the chip to drop the scope and ask about the company in general. Switching to a different job re-anchors the scope automatically.

Creating a Job

Tell the assistant what you want, in plain English:

"Set up an asphalt and concrete job at 1234 Main Street for CSU. WO is 88421. Permit is required, locate isn't."

The assistant will:

1. Look up the client (CSU) — match an existing client by name, or offer to create a new one
2. Look up Google Places to resolve the address (works for businesses, intersections, and cross-streets like "Academy and Woodmen")
3. Match your divisions and tasks against your existing division catalog
4. Show a draft proposal you can review before anything is created

Anything the assistant can't fill in is left blank and appears on the "Needs Review" tab on the manager dashboard so the office can finish it later. AI-created jobs also show an amber banner on the job profile listing the remaining missing fields. The banner clears itself as fields are filled in.

From the New Job Chooser

Click the green + Create Job button to open the chooser, which gives you three tiles:

• Describe a Job — Opens the AI Assistant in job-creation mode (Advanced/Max only)
• From Work Order — Coming soon. Will let you upload a PDF work order for the AI to extract
• Manual — Walk through the standard 4-step wizard

Editing a Job

Open the assistant from any job profile page and ask for the change in plain English:

"Add Apex Testing as the tester." "Change the internal WO number to R7-245832." "Set the on-site contact to Frank White at 555-1234." "Turn on traffic control with Sunshine Subs."

The assistant proposes a diff showing only the fields that will change, with (new) badges on anything it's about to create (a new tester, a new contact, a new client sub-org). Click Apply update to write the change; the job profile refreshes automatically.

What can be edited via the assistant:

• Tester (existing or new)
• Primary client contact and on-site contact (separate or same as primary)
• Client sub-org (gas / electric / maintenance — created on the existing client if needed)
• Client + Internal work order numbers
• Job-level dates (start, planned end, ASAP)
• Traffic control: required flag, mode, subcontractor, notes
• On-site notes and location notes

What still uses its dedicated screen (the assistant will tell you where to go):

• Changing the client itself, the address, or which divisions are on the job
• Adding or removing tasks
• The schedule (use "Describe a Schedule" or the Schedule tab)
• Marking a job complete or archived

Scheduling a Job

Open the assistant from the wand icon on any job card on the schedule page, or from the Schedule tab on a job profile. The assistant opens pre-scoped to that job and shows a snapshot of the current schedule so you only have to describe what to add or change.

Examples:

"Schedule asphalt for next Monday through Wednesday with Frank's crew."

"Frank's crew on Monday and Tuesday, John's crew Wednesday through Friday."

"Add a 9am inspection on the second day."

The assistant builds a proposal with job dates, division dates, crew assignments per day (including per-day crew swaps), and inspections. You review the proposal before any changes are committed.

Asking Questions

The assistant can answer questions about your data:

• Schedule — "What is Frank's crew working on this week?", "Are there any crews not scheduled this week?", "What jobs need asphalt that aren't scheduled yet?"
• Locates — "Which locates expire in the next two weeks?", "Any active jobs with expired locates?", "What locates need to be renewed?"
• Permits — "Which permits are expiring soon?", "Permits we haven't started on yet"
• Jobs — "Tell me about the Powers Blvd job", "What unscheduled jobs do we have?"

For locate and permit questions, the assistant returns one row per locate or permit — not one row per job — and correctly distinguishes "expiring soon" (future window) from "recently expired" (past window).

What the Assistant Won't Do

• It won't make changes silently. Every action goes through a proposal preview that you confirm.
• It won't fabricate data. If a contact or work-order number isn't provided, it leaves the field blank rather than guessing — those fields end up on the Needs Review list.
• It won't read other companies' data. All lookups are scoped to your company.

Limits

• 500 calls per company per 24-hour rolling window. This is an abuse cap to protect against runaway integrations — normal use never gets close.
• Available only to Owner, Manager, and Administrative roles.

Wand vs. Sparkle Icons

The wand icon (✦) means AI throughout the app — the assistant trigger, AI-created alert badges, AI source pills on job fields, and the AI Review banner. The sparkle icon is reserved for What's New announcements (release changelog). If you see a wand, it's AI; if you see a sparkle, it's a feature update.