Admins spend a lot of time clicking through different parts of the system to find information and complete routine tasks – like checking employee details, reviewing compliance, or understanding time data. This is slow, repetitive work that takes focus away from higher-value activities.

The new AI Admin Assistant helps reduce this effort by allowing admins to use natural language (“plain English”) questions and requests to quickly get answers and insights from employee data.

Enhancements

There are two primary aspects of the feature.  First, there is the user experience of interacting with the AI assistant.  There are also the guidelines and data elements used by the AI assistant to create the user experience.

Admin User Experience

An administrator can view the AI Assistant by logging into their portal.  The AI Assistant will display on the cross-product landing page that is available to customers on more than one Arcoro product.

1. The assistant will display instructional text at the top of the chat window that explains how a user can use the new assistant. Just below the chat space, the user will also see suggestion tiles on what to search.
   
2. Clicking one of the suggestions adds the question to the input box.  The user clicks “Send” to ask the question.
   
   
3. Once an admin begins a chat, the suggestion tiles update based on the last question and continue to display just above the message input box.
4. A user can expand the chat window by clicking the expansion icon with the arrow in the top right.
   
   
5. The “New Chat” button to the right of the “Send” button clears the existing chat and starts over.
6. A user can continue asking questions, and the thread will continue to show the history of the chat.  If the page is refreshed or if a user leaves the Arcoro application and comes back, the history of a chat will not be saved.
7. The AI assistant is best at answering questions based on read-only access to the user’s company data.  This release is designed to help administrators ensure data accuracy within their system.  The assistant will not be able to change data in any way, and it does not have the proper context to provide step-by-step instructions on how to complete certain actions in the system.  These are both categories of tasks we envision for a future release.

Data and Access Guidelines

1. The AI Assistant follows specific guidelines in generating responses. 
   • The assistant cannot act on customer data.  This means that if a user asks it to add a new location, it will decline the request.
   • The assistant cannot link to areas within Arcoro.  For example, if an admin asked it to point them to the place where they can update an employee pin, it will not give them a link.
   • The assistant can only read data from the user’s company.
   • The assistant can display data in tables but cannot export it.  This is important as it may get requests to list data points, such as all locations or cost codes.
2. The AI Assistant has access to any data that is currently included in Arcoro Hub.  As a reference, the list of data entities that are included in Hub are shown below.
   
   • The assistant will never read data from another company’s system.   If a user’s company doesn’t have data in one of these entities, the assistant will respond that there is no data. 

Availability and Access

The admin assistant will be shown on the cross-product landing page that is only available to users from companies that have more than one product.  In addition, the AI assistant will only be shown to users who are in one of the following roles:

• HR admin
• LMS admin
• Performance admin

If a user is not in one of these roles, they will not see the AI Assistant.