The AI assistant in the back office
What the assistant can answer and prepare, how an owner switches it on, how changes are confirmed, and its limits.
On this page
The assistant is a chat panel inside the back office. You ask about your sales, your menu or how to do something in Verimly, and it answers, shows you the right screen or prepares a change for you to confirm. It is an AI, so it can be wrong; check important answers.
Before you start
- The assistant is off by default. An owner switches it on for the whole business; until then nobody can use it.
- It sees only what your own role allows you to see, in the locations you can access. A cashier-level account gets less than an owner.
- It is available in the back office only, not on the POS.
- Your plan sets a monthly allowance, see Allowance and limits.
Switch it on
- In the back office open Settings › AI & agents.
- On the AI assistant card turn on Assistant on.
The switch is for the owner. If it is off, anyone who opens the assistant sees The assistant is switched off, and an owner sees a link to Open settings. Turning it off stops the assistant for every person in the business. Switching it on or off is recorded in the activity log.
The first time you open it, a notice says you are talking to an AI assistant. Choose Got it to continue.
Ask the assistant
Open it with the Ask the assistant button or the shortcut Cmd+J (Ctrl+J on Windows). Type your question in Message to the assistant and press Enter. Shift+Enter starts a new line.
Examples that work well:
- How did we do yesterday compared with last week?
- What were the best sellers this week?
- How do I refund an order? (it explains the steps and shows you where)
- Which 5 products sell worst?
You can attach up to 5 files, 10 MB each: photos, PDF, CSV or Excel. A menu photo or PDF can be turned into products this way.
What it can do
| It can | How it shows up |
|---|---|
| Read figures: sales, products, orders, stock, reservations, staff hours, activity log | An answer or a card with a link Open in reports |
| Explain how to do something and search this help centre | Steps and Read the article |
| Take you to a screen, point at a button or fill in a form for you to check | Go there, Show me; filled forms say Check them and save |
| Prepare changes: create products and categories, update products, set sold-out, bulk price changes, import a menu, reservations, shifts, opening hours, invite staff | A card Review this change with Approve and Reject |
Nothing is written until you approve. The card shows what changes (Now, After) and Valid until a time. If it expires, ask the assistant to prepare it again. Approving applies the change with your own permissions; the activity log marks it as made through the assistant.
Large menu imports and long reports run in the background; a chip says how many tasks are running and you get a notice when they finish.
What it cannot do
- It never refunds, voids, takes payments or moves money. It can show you where to do it yourself.
- It does not delete data or change roles and permissions.
- It cannot do more than your own permissions allow, and cannot see other businesses.
- It does not run discounts for you.
More about agents you connect yourself in agent-safety.
Conversations and privacy
- Conversations are kept for 90 days, and you can delete one earlier (Delete conversation).
- Under Conversations you can reopen earlier chats, and save questions you ask often as Saved prompts; only you can see yours.
- Your questions are processed by Verimly's AI providers outside the EU, and guest contact details are masked first.
- Give feedback with Good answer or Bad answer.
Allowance and limits
The assistant counts messages per month for the whole business, pooled across its active locations, and per person per day:
| Plan | Messages per location per month | Messages per person per day |
|---|---|---|
| Starter | 300 | 100 |
| Pro | 1000 | 200 |
| Business | 3000 | 300 |
At 80 percent a notice appears: Your business has used … of this month's AI allowance. When it is used up, questions about your data pause until the next month, but help and navigation keep working. Reaching the daily cap shows You have reached today's limit of … messages. Try again tomorrow. and lets you choose See plans.
Common questions
Why is the assistant button missing or says it is switched off?
An owner has not switched it on in Settings › AI & agents. Ask them.
It does not know my latest sales
It reads live data but may be limited by the location you have selected and by your role. Ask for a specific period and location.
Can I use my own AI app instead?
Yes: connect it as an agent, see ai-connect.
If something goes wrong
The messages Something went wrong. Try again. or That did not go through. Try again in a moment. are temporary; try again. For a change that failed to apply, the card says Could not be applied and why. If problems continue, use contact-support.