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What you will accomplish

You will know whether a staff member should see AI Assistant in the dashboard sidebar, what information they can ask about, and how a manager turns access on or off. This guide is for managers setting up the team and for front-desk staff who wonder why the assistant is missing or says they do not have permission.

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When to use this guide

Use this guide when:
  • A new employee cannot find AI Assistant in the sidebar.
  • The assistant says it does not have permission to open Payments, Schedule, or another area.
  • You want only certain roles to use the assistant (for example, managers but not every part-time helper).

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Important idea in plain English

The AI Assistant can only show information your staff member is already allowed to see in the dashboard. If someone cannot open Payments, they also should not expect the assistant to look up invoices for them. Permissions protect customer data the same way in the assistant as on every other page.
Settings Team page showing team members and permission checkboxes including AI Assistant
Managers open Settings > Team to choose which areas each person can use. AI Assistant is one of the permission options.

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Who can open the AI Assistant

Dashboard sidebar with AI Assistant listed below Inbox on the Create event home
Staff with access see AI Assistant in the left sidebar (brain icon). If the link is missing, your role may not include assistant access yet—see the steps below.
  • Facility admins (owners and managers listed as admins) can use every area, including the AI Assistant.
  • Staff with the AI Assistant permission can open AI Assistant and ask questions about the other areas they are allowed to see.
  • Customer portal users never see the AI Assistant. It is for your internal team only.
The assistant is not a customer toolCustomers sign in to their own portal. They do not have access to your staff dashboard or the AI Assistant.
Claude is a separate sign-inConnecting Claude (or Cursor) is not the same as the sidebar AI Assistant. An admin turns on AI agents (MCP) in Settings > Integrations. Each staff member then signs in when Claude asks—never a customer portal login. See Connect Claude to your facility.

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What each permission controls

When a manager edits a team member, they see checkboxes for product areas. The assistant respects the same list.
Why AI Assistant is its own checkboxSome facilities want a person to view cars but not use the assistant yet during training. A manager can grant Cars without AI Assistant until the employee is ready.

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Grant AI Assistant access to a team member

Managers and admins follow these steps. You can turn on AI Assistant when you invite someone new or when you edit an existing teammate.
1

Open Team settings

Go to Settings > Team.Expected result: You see the Team members table (or an Invite a teammate box if no one else is listed yet).
2

Open permissions for that person

  • Existing teammate: Find their row. Click Permissions.
  • New teammate: Click Invite a teammate (or Invite Team Member).
Why this matters: Each person can have different access. Front desk might need Contacts, Cars, Schedule, Parking Spots, Inbox, and AI Assistant. A detail vendor might only need Schedule.
3

Turn on AI Assistant

In the Permissions for this team checklist, check the box labeled AI Assistant.Also check the areas they need for lookups—for example Contacts and Cars for phone calls about stored vehicles.Tip: Use All or None at the top of the checklist only when you mean it for every box. Most staff need several areas on—not just AI Assistant alone.
4

Save or send the invite

  • Existing teammate: Click Save on their permissions.
  • New teammate: Fill in name and email, then click Send Invite.
Expected result: The staff member can refresh the dashboard and see AI Assistant in the left sidebar after they sign in (or after they accept the invite).
Invite Team Member dialog showing Permissions for this team checklist including AI Assistant
When you invite or edit a teammate, look for AI Assistant in the Permissions for this team checklist. Turn on Contacts, Cars, and any other areas they need for daily lookups too. Use All only when someone needs every area—including managers and owners.
Your team list may show only you at firstA brand-new facility often shows just the Invite a teammate box on Settings > Team. That is normal. Click Invite a teammate, turn on AI Assistant in the checklist above, and send the invite. The new person appears in the table after they accept.

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What the staff member should do next

After access is granted:
  1. Sign out and sign back in if AI Assistant still does not appear.
  2. Open Manage your assistant chats to learn the chat list.
  3. Practice one safe lookup in Use the AI Assistant.

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When the assistant says it does not have permission

1

Read the exact message

The assistant usually names the missing area, such as Payments or Schedule.
2

Try the dashboard page directly

Open that page from the sidebar. If the page is blocked, the assistant is working correctly—you need a manager to update permissions.
3

Ask a manager

A manager can add the missing permission in Settings > Team.
AI Assistant reply explaining that the user does not have permission to access Payments
When a staff member asks about invoices but does not have Payments access, the assistant explains the limit instead of showing private billing data. A manager fixes this on Settings > Team.
Do not share your loginStaff should never share passwords so someone else can use the assistant. Each person should have their own account with the right permissions. Shared logins make it hard to know who confirmed a change.

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Common mistakes

AI Assistant is on but Cars is offThe sidebar may show AI Assistant, but car lookups fail if Cars is unchecked. Turn on every area the employee needs for daily work.
Expecting payment changes from the assistantEven with Payments access, voiding invoices and issuing refunds should be done on the Payments pages—not through the assistant. See When the assistant cannot help.

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Troubleshooting

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I am an admin but a teammate cannot see AI Assistant

Confirm they are signed in with a staff account, not a customer portal login. Then check their permissions on the Team page. Ask them to refresh the browser or sign out and back in. Clear browser cache only if your IT person recommends it.

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We want to turn off the assistant for everyone temporarily

Remove the AI Assistant permission from each non-admin user. Admins will still have access unless you change admin membership.

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What to do next