AI assistant

The assistant is a chat inside Managolio. Ask about your work in plain words, or tell it what to add, and it looks things up or drafts the record for you to check. It is on every plan.

1. 1Click the sparkle button in the top bar, just left of search. Or press Cmd+K on Mac or Ctrl+K on Windows and choose Ask the assistant.
2. 2Type in the box and press Enter to send. Shift+Enter starts a new line. Or tap the microphone and say it.
3. 3A new chat offers a few to start from, such as Add a lead from a phone call and What’s on the calendar this week?
4. 4Try "Add a lead for Sam Ortiz, kitchen remodel, found us on Google", "What’s on Tuesday?", "Which leads have gone quiet?" or "Book a site visit with the Hendersons Thursday at 2 PM".
5. 5It knows which record you have open, so "this lead" works.

It reads your records and drafts new ones. It doesn’t change, delete or send anything itself, and nothing it drafts is saved until you check it and choose Create.

1. 1Find contacts, leads, calendar events, jobs and warranty claims by a name, email, phone number, address or a few words.
2. 2List your events between two days, your leads (all of them, one stage, or the ones sitting too long), and your open claims.
3. 3Answer with your numbers, the same figures Analytics shows: close rate, open pipeline, average deal size, revenue, lead sources, the pipeline by stage, active jobs and permit approval time.
4. 4Tell you who is on your team, and who can go on an event.
5. 5Draft a lead, a contact, a calendar event such as a site visit, or a warranty claim on a job. Anything missing is marked Needed, and anything it picked for you is marked "Suggested, check it".
6. 6Then choose Create, Edit to finish it in the usual form, or Discard. A draft can be created once, within 24 hours.
7. 7A lead it helped create says "Created with the assistant by" and your name on its timeline. An event or claim on a job says so on the job’s timeline.
8. 8Numbers and claims need Analytics and Claims, which are part of Basic and Pro.
9. 9To change, delete, send or pay for anything, open the record and do it yourself.
10. 10It only helps with your Managolio work: no emails, advice, general questions or code.

Tap the microphone in the message box and say what you need. Your speech is turned into text on your own device. The audio never leaves it and is never saved, and nothing is sent until you press Send.

1. 1Tap the microphone. Your browser asks to use it: choose Allow.
2. 2On an iPhone or iPad, set Safari’s microphone setting for Managolio to Allow (aA › Website Settings › Microphone), or it asks again on every visit.
3. 3Talk. Your words show as you speak, and listening stops after a minute. The first time, words can take a moment to appear.
4. 4Tap Stop. Your words land in the message box: check them, then press Send. Type instead keeps them and opens the keyboard, and Cancel throws them away.
5. 5Speech can mishear a name or a number, so read it before you send.
6. 6Microphone blocked? The assistant shows how to allow it in your browser.
7. 7No microphone in the box? Your browser can’t do voice, for example an iPhone on iOS older than 16.4. You can always type.

• Privacy Policy: the AI assistant

Your chats are private to you. No one else in your account can read them, the Owner included, and Managolio’s staff tools never show them. Each message is deleted 30 days after it is sent.

1. 1On a computer, your chats are listed down the left of the window by day. Choose one to pick it up again, or New chat to start fresh.
2. 2On a phone, tap the history button at the top left of the window for your chats, and + for a new one.
3. 3A long chat fills up. When it does, the assistant says so: start a new chat to keep going.
4. 4To delete a chat, open the ⋯ menu beside it, choose Delete, then Delete chat. Its messages are deleted right away, and this can’t be undone.
5. 5A chat that is still answering can’t be deleted until the reply is in.
6. 6Records you created from a chat are ordinary records. Deleting the chat doesn’t touch them.
7. 7Chats are not in the records export.

• Privacy Policy: the AI assistant

Each message you send is one request. Your company shares a monthly allowance, and each person has a daily limit.

1. 1Starter: 25 requests a month, 10 per person a day.
2. 2Basic: 1,000 requests a month, 40 per person a day.
3. 3Pro: 1,000 requests a month, 40 per person a day.
4. 4Free trial: 50 requests for the whole trial, 20 per person a day.
5. 5The month is the calendar month in your business’s time zone, and the allowance starts again on the 1st.
6. 6Sending a lot at once? Wait a minute, then try again.
7. 7Your company’s count is under the window’s title, for example "212 of 1,000 this month". The Owner also sees it in Settings → Billing, under AI assistant, with the day it starts again and their own count for today.
8. 8At the monthly limit, the assistant says the day it is back. On Starter it adds that Basic includes 1,000 a month. At the daily limit it is back tomorrow.
9. 9Used up the trial’s requests? The assistant is back as soon as the account is on a plan.
10. 10Everything you created is saved, whatever limit you reach. Deleting a chat doesn’t give requests back.

• Billing & your subscription

Prefer not to see it? Turn it off for yourself. The rest of your team keeps their own setting.

1. 1Go to Settings → Appearance.
2. 2Under AI assistant, turn off Show the assistant.
3. 3The sparkle button leaves the top bar, and Ask the assistant leaves search. Your chats are kept.
4. 4Turn it back on in the same place whenever you want it.

Owners, Operations Managers and Estimators can use it, on every plan. Crew can’t.

1. 1It sees only what your role can see, and never more.
2. 2Estimators don’t get the business’s numbers or a list of every claim. They can still find one claim and open it.
3. 3Managolio support can’t use it in your account, and our support tools never show your chats.

• Team & permissions