AI is there to save you time — it suggests, and you decide. Nothing is saved, sent or changed until someone chooses to.
Who can use AI: managers with full access, such as the registered manager and directors set up as Admin in Users & Access. A manager can also give AI access to a named office user: in Users & Access, click ✏ Edit, then Give AI access…, read the safety notice and say why. The reason, who gave it and when are kept on their record and in the change log, and you can remove it at any time. Staff given AI access can use Ask your system, incident reviews, complaint letters and feedback action plans, within the pages they can see. The inspection-readiness review and the monthly AI report stay with managers. Other office staff and inspectors don't see the AI buttons and can't use them. They can still read an AI incident review a manager has already saved on an incident they're allowed to see.
Ask your system
- Click ✨ Ask at the bottom right of any page.
- Type a question in your own words — for example “Who has training expiring before December?”, “Which carers are overdue a spot check?” or “How many falls have we had since July?” — or click one of the examples.
- Ask follow-up questions in the same conversation. New conversation starts again.
Answers only use what you are allowed to see, and the people you support are shown by first name and initial. It can only read — it can't change or delete anything. Check anything important before acting on it.
Incident review
In any incident, click ✨ AI review. See Incidents and safeguarding.
Complaint letters
In any complaint, click ✨ Draft acknowledgement letter or ✨ Draft response letter. See Complaints.
Monthly management report
Export → 📊 Monthly report with AI summary. See Inspection evidence pack.
Your monthly allowance
Your plan includes a monthly allowance of AI incident reviews, letters and report summaries, and of questions — see Pricing. When it's used up, everything else keeps working and the allowance resets on the 1st of the month.
Still stuck? Contact support or speak to your customer manager.