What the AI Assistant Can Do
The AI assistant works in your CRM the way you would: it looks things up, makes everyday edits, and sets up changes for you to approve. This page covers what it does straight away, what waits for your confirmation, and what it will only point you to.
Open it from the sidebar under AI → AI Assistant. It is available to everyone in the organization when AI chat is turned on for the organization, and it uses the organization's AI credits.
It only does what your role allows
Every request the assistant makes runs as you: with your roles, your organization's Permissions and Data Isolation settings, and the same checks the app applies when you click a button. It can't see records you can't see, and actions your role can't take aren't offered to it at all. When something is refused, it tells you who can do it and where, instead of looking for a way around it.
What it does straight away
Reading is immediate: searching contacts, summarizing a pipeline, checking your tasks or your scoreboard. Everyday edits also happen straight away, just as if you had clicked Save yourself: creating or updating contacts, companies, tasks and events, logging activities, and changing your own profile details, preferences and work schedule.
What waits for your confirmation
Anything that deletes, sends, costs money, or changes settings for the whole team is set up as a confirmation card in the chat instead of running. The card says what will happen and lists every value that will be sent. Click Confirm to run it exactly as shown, or Cancel to drop it.
| Area | Actions that show a card |
|---|---|
| Deleting records | Deleting a contact, company, event, attendance record, task, pipeline, stage, pipeline card, email template, bulk email, product/service type, source or AI prompt. Changing a pipeline or a stage. |
| Sending | Launching a bulk email, removing a contact from one, and emailing a contact from your connected Gmail or Outlook. |
| Pipeline cards | Adding or moving a card into a stage that marks the contact as a client, because that creates a deal (and a webhook event, if you use webhooks). |
| Team | Inviting someone, resending or cancelling an invitation, and changing roles. Granting or removing the Owner role carries the warning “Owners have full control of the organization, including billing and deleting it.” |
| Organization | Name, business details, Ideal Customer, location, billing currency and GST number, Scoreboard KPIs and the Contact Activity Reminder. The card shows every field that will change, before → after. |
| Permissions | Who can view, create, edit and delete contacts, companies and tasks, and the Data Isolation switches. |
| Workspace settings | Adding, changing or deleting a Sales Activity, creating or changing a saved AI prompt (stage automations and coaching use it for everyone), and changing the holiday calendar. |
| Your profile | Changing your email signature or turning it on or off. |
| Integrations | Creating, changing, testing or deleting a GoHighLevel connection and retrying one of its events. Creating, changing, testing or deleting a webhook endpoint, and redelivering a webhook. |
- A card runs once — After Confirm or Cancel it is done: “This action was already confirmed or cancelled.”
- A card expires after 10 minutes — “This confirmation expired. Ask the assistant to set it up again.”
- Your permissions are checked again on Confirm — If your access changed in the meantime, the action is refused and the card says so.
Secrets and payment links shown once
Some actions return something only you should see. The card shows it once, after you confirm, and the assistant itself never sees it:
- A new webhook endpoint's signing secret.
- A new GoHighLevel connection's webhook URL.
- On a paid plan, a “Pay for this seat” link when you invite someone. See Paying for the seat.
Copy it before you leave the chat.
What it only links you to
Security settings, credentials, money and anything that can't be undone stay in your hands. The assistant can explain these and give you the link, but it can't make the change. Never paste a password, a two-factor code or an API key into the chat.
| Setting | Where to change it |
|---|---|
| Your password | Reset it from the sign-in page (Forgot password). |
| Two-factor authentication | Profile → Security tab. The assistant can tell you whether it is on. |
| Signed-in sessions and connected apps | Profile → Sessions tab. |
| How you sign in (email, Google, Microsoft or Apple) | Profile. The assistant can tell you which one you use and when you last signed in. |
| API keys | Workspace Settings → Advanced → API Keys, for owners and managers. See API Keys. |
| Billing, your plan, payment method and invoices | Organization → Billing tab, for owners. See Business & Billing. |
| Connecting or disconnecting Gmail, Outlook or a calendar | Profile → Emails tab or Calendar tab. The assistant can tell you what is connected. |
| Removing someone from the organization | The Users page, for owners, where you confirm it's you first. See Removing users. |
| Leaving the organization or deleting your account | Profile → Account tab, where you confirm it's you first. |
| Deleting the organization | Organization → Danger Zone tab, for owners, where you confirm it's you first. |
| Regenerating a webhook signing secret or an integration token | The endpoint or connection page in Workspace Settings. |
| Exporting all contacts | The Contacts page. |
Help articles and web search
Ask “how do I…” and the assistant searches these help docs and the Booked55 blog, and links you to the section it used. For general knowledge, such as an industry, a public company, or how another tool works, it can run a short web search:
- Web searches use the organization's AI credits.
- Each person can run up to 20 web searches an hour.
- A search can't contain an email address or a phone number: “Web search can't include email addresses or phone numbers. Remove them and try again.”
- It searches only. It doesn't open links or read web pages you give it.
Importing a spreadsheet
Attach a spreadsheet in any layout and ask the assistant to import it, or click Import with AI on the Contacts page. It maps the columns to the CSV import format with you, and the import runs the same validation and permission checks as the Import CSV button.
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