Configure AI Assistant Settings

Summary

The AI Settings page lets you control how the AI assistant is used across your garage. You can set daily and monthly query limits, choose whether to participate in the anonymised knowledge network, configure data retention periods, and review an audit trail of all AI interactions.

Prerequisites

• You are signed in as an Owner.
• You have the ai.settings.manage capability (Owners have this by default).

Permissions

• Owner: Full access to view and edit all AI settings, usage dashboard, and audit trail.
• Manager: View-only access to usage statistics and audit trail. Cannot change configuration.
• Technician / Service Advisor: No access. Redirected to the dashboard.

Steps

View the AI Settings page

1. Select Settings from the sidebar.
2. Select AI Settings. The page title reads “AI Settings” with the subtitle “Configure AI assistant usage limits and view analytics”.

Review the usage dashboard

The usage dashboard appears at the top. It shows four stat cards:

1. Monthly Consultations - total queries this month against your monthly limit.
2. Active Technicians - number of staff who used the AI this month.
3. Avg. Per Day - average daily consultations this month.
4. Today’s Usage - queries used today against the daily limit.

Below the stat cards, a Usage vs Limits card shows two progress bars:

• Daily Usage - current day’s queries against the daily limit.
• Monthly Usage - current month’s queries against the monthly limit.

When usage reaches 80%, an amber “Approaching limit” warning appears. At 100%, a red “Limit reached” warning appears.

Below the progress bars, a trend chart shows query volume over the last 30 days, and a technician breakdown table lists each user’s sessions, queries, and last query date.

Configure AI limits and settings

1. Scroll to the AI Configuration card.
2. Set the Daily Query Limit field. Minimum 10, maximum 10,000. Default is 100.
3. Set the Monthly Query Limit field. Minimum 100, maximum 100,000. Default is 2,000.
4. Set the Data Retention Period (Days) field. Minimum 90 days, maximum 2,555 days (7 years). Default is 730 days (2 years). This controls how long AI conversation history is kept for compliance.
5. Toggle Network Participation on or off. When enabled, anonymised diagnostic fixes are shared with the global knowledge network. Only vehicle make, model, year, and fix description are shared. Customer data, registration plates, VINs, and staff information are never transmitted.
6. Select Save Settings.

Review the AI audit trail

1. Scroll to the Audit Trail card at the bottom of the page.
2. The audit trail defaults to showing the last 7 days.
3. Use the filters to narrow results:
   • Start Date and End Date - pick dates from the calendar pickers.
   • All Users dropdown - filter by a specific team member.
   • All Actions dropdown - filter by action type. Options are: Query Sent, Response Received, Positive Feedback, Negative Feedback, Conversation Started, Conversation Closed.
   • Conversation ID text field - paste a conversation ID to see all entries for that conversation.
4. Select Clear to reset all filters.
5. The table shows columns: Timestamp, User, Action, and Conversation (truncated ID).
6. Results are paginated at 25 per page. Use Previous and Next to navigate.

Expected Outcome

• AI usage limits are saved and enforced immediately.
• The usage dashboard reflects current month statistics.
• The audit trail shows a filterable, paginated log of all AI interactions.
• Network participation preference is applied to future AI queries.

Troubleshooting

Problem	Cause	Fix
Cannot edit any fields	You are signed in as a Manager (view-only)	Ask the Owner to make changes
”AI Settings” not visible in sidebar	Your role lacks the ai.settings.manage capability	Contact the Owner to check your role permissions
Daily limit field rejects value	Value is below 10 or above 10,000	Enter a number between 10 and 10,000
Monthly limit field rejects value	Value is below 100 or above 100,000	Enter a number between 100 and 100,000
Retention period rejected	Value is below 90 or above 2,555	Enter a number of days between 90 and 2,555
Audit trail shows “No audit logs found”	No AI interactions in the selected date range	Adjust the date range or clear filters
Usage dashboard shows “Failed to load usage statistics”	Server error fetching data	Refresh the page. If the problem persists, contact support

Notes

• The AI audit trail on this page tracks AI-specific interactions (queries, responses, feedback). For general system audit events, see Settings > Audit Log.
• Changing usage limits does not retroactively affect past usage counts.
• Data retention controls when old conversation history is purged. Reducing the retention period does not delete existing data immediately; purging runs on a scheduled basis.