AI settings

AI under System settings is where an administrator manages the company’s AI. The AI connection (MCP) section switches AI apps such as Claude or ChatGPT on or off. The AI assistant sections manage @easy and AI chat: the switch, the monthly limits in Points, sensitive fields, who can use it, and how much each person has used.

AI connection (MCP)

The AI connection (MCP) switch decides whether people in your company can connect AI apps and personal tokens to easySales. Each app acts as the person who connects it, with that person’s permissions. It is included for every customer and is Off until you switch it on.

Before you start

• You need System View to see the switch and System Edit to change it. Without Edit the page says Only someone who can edit system settings can change this.
• To switch on or allow changes, turn on two-step verification for your own account first; see Confirm it’s you.

Steps

1. Select System settings, then AI under Organisation.
2. In AI connection (MCP), choose Off, Read only or Read and write. A choice is saved at once and AI connection updated confirms it.
3. When easySales asks you to confirm it’s you, confirm with your passkey or a code. Switching on, or allowing changes, asks unless you confirmed with one in the last 15 minutes; switching off or down to Read only never asks.
4. To switch off, choose Off and select Switch off in Switch AI connections off?.

What happens next

• Off: No AI app can connect to your company. Every connected app and personal token in your company stops working at once and is disconnected. After you switch it on again, people connect again.
• Read only: connected apps read what each person can read, and cannot create, change or delete anything. Apps stay connected.
• Read and write: apps can read, and create or change records when the person confirms each change, always within that person’s own permissions.
• Connected now lists how many apps and personal tokens the company has.
• Each change is recorded in the audit log with the old and new setting and who made it.
• The switch cannot be saved while the licence has changes switched off; the app says Changes are switched off for this licence, so this was not saved.
• If your plan allows AI connections to read only, Read and write works as Read only and the page says so.

Select How AI connections work for the guide people use to connect an app; see also Company AI access and Connect an assistant.

AI assistant

The sections below manage the built-in assistant. One switch, one set of limits and one set of caps serve both ways of asking it: @easy in an activity, and the private AI chat panel.

Before you start

• Your role needs Manage AI assistant settings to see the assistant sections. Administrators have it.
• easySales sets the assistant up for your company first. Until then the page shows Not set up for your company yet and nothing else: contact easySales, and once it is set up you can turn it on here. A newly set-up company starts with the assistant off.

Steps

1. Select System settings, then AI under Organisation.
2. Under AI assistant, turn the switch on. The line under it, AI models available, names the AI models your plan includes.
3. Under Monthly limits, enter a Company monthly budget and a Monthly cap per person (default) if you want them. Both are optional, and both stay within the Platform limit (per month), which easySales sets and you cannot change.
4. Leave Send sensitive personal fields to the model off unless the assistant must read fields marked as sensitive, such as identity numbers.
5. Select Save.
6. Under Who can use it, select Manage roles and turn on Use the AI assistant for each role whose people may ask @easy, and Use AI chat for each role whose people may use the AI chat panel. The Who can use it list shows only roles with Use the AI assistant. See Roles and permissions.

What happens next

• AI assistant settings saved confirms the change. People whose role allows it now see easy when they type @ in an activity or a reply, and the AI chat icon in the top bar.
• Monthly limits shows Used this month against the limit, and the date it Resets on.
• Each change is recorded in the audit log, for example AI assistant settings updated.

Set a person’s own cap

1. Under Caps for individual people, select Set cap beside the person.
2. Enter the Monthly cap (Points) as a whole number of Points and select Save.

Their own cap replaces the default for them, higher or lower. A cap of 0 stops them from asking. Restore default puts them back on the default cap.

AI Points from your plan

With a plan paid online, the first line of Monthly limits is AI Points included with your plan (per month): the Points your plan gives the built-in assistant each month.

• The Points are worth 50% of your plan’s list price for the month, excluding GST and before any coupon or credit (for an annual plan, one twelfth of the yearly price). 100 Points = US$1 of AI usage.
• They are given each month on your plan’s renewal day. Unused Points do not carry over.
• A change of plan or seats counts from the next month. A switch from monthly to yearly billing starts a new month at once, with the new plan’s Points.
• The free trial includes 500 AI Points for the whole trial. Your plan’s Points start with your first payment.
• If the subscription is not active, the line says Your subscription is not active, so your plan gives no AI Points this month. A read-only or suspended company gets no Points.
• A company without an online subscription sees Platform limit (per month) instead, set by easySales.
• The company budget and each person’s cap still apply: they decide how the Points are shared.
• When the month’s Points are used up, the assistant stops answering until the next month starts.
• The Points are a promotional benefit. Under the terms of service, easySales may change or withdraw them with at least 30 days’ notice, from your next billing month.

Read usage

Usage this month lists usage by person and model: Runs, the input, output, cache-write and cache-read tokens, and Points, with a Total row. Questions asked in AI chat are counted here with those asked of @easy; the table shows how much, never what was asked. Points are worked out from the model provider’s published rates and shown to measure usage. Each figure is rounded up to a whole Point, and less than one Point shows as <1.

Turn it off

Turn the switch off, confirm with Turn off, then select Save. Nobody in your company can ask @easy any more. Answers already posted stay in their threads, and a question being answered at that moment is stopped. AI chat stays in the top bar but opens read-only: people can read and delete their own conversations, and cannot ask.

Rules to know

• Points measure AI use; 100 Points = US$1 of AI usage. Budgets and caps are entered in whole Points and reset each month: on your plan’s renewal day for a plan paid online, otherwise on the first day of the month in your company’s time zone. During the free trial they run for the whole trial.
• A budget or cap higher than the platform limit is refused: This cannot be higher than the platform limit. Enter whole Points only: Enter a whole number of Points.
• When the company budget or a person’s cap is used up, their questions get a reply saying so, until it resets. People see their own cap in AI chat as a percentage, never an amount.
• Administrators can always use the assistant. Who can use it lists the other roles that have Use the AI assistant.
• When sensitive fields are on, an answer in an activity can contain them, and everyone who can read the thread sees it. An answer in AI chat is visible only to the person who asked.
• If easySales pauses the assistant for your company, the page says Paused by easySales. Your settings are kept, and nobody can ask until the pause is lifted.
• The assistant’s switch is separate from AI connection (MCP): switching one does not change the other. See Company AI access.

Why it works this way

Two switches, because the data goes to different places. An AI app someone connects sends your records to the AI service that person chose, under that service’s terms. The built-in assistant uses the AI models your plan includes and answers inside easySales, under limits you set here. Keeping the switches apart lets you allow one without the other.

Switching on needs a second factor; switching off never waits. Turning AI connections on, or allowing changes, opens company data to apps that could not reach it before, so easySales asks you to confirm it’s you with a code or passkey. Switching off or down to Read only takes access away and is never held up by a missing phone.

Points put every AI model on one scale. Different models cost different amounts to run. Points turn all of them into one measure, so a single company budget and one cap per person keep AI use predictable, and the usage table shows who used how much.

Sensitive fields stay out unless you let them in. An answer posted in an activity can be read by everyone in that thread. Leaving Send sensitive personal fields to the model off keeps identity numbers and similar fields out of those answers.

Work faster

• Give the assistant to roles, not people. Turn on Use the AI assistant and Use AI chat in a role once, and everyone on it can ask. See Roles and permissions.
• Set a default cap, then make exceptions. One Monthly cap per person (default) covers everyone; Set cap raises or lowers it for the few who need something different.
• See the company’s share at a glance. The AI allowance tile under Monthly usage on the Licence page shows how much of the month’s AI limit is used, as a percentage. See Your Licence.
• Let people check their own use. AI usage on My profile shows each person who can use AI chat how much of their own cap is used. See Your profile.
• Keep private questions in AI chat. Answers in AI chat are seen only by the person who asked, unlike an @easy answer in a shared thread.

Examples

Sharing the Points out. Lim & Co’s five designers all use the assistant. Daniel Lim sets a Company monthly budget of 3,000 Points (US$30.00 of AI usage, at 100 Points = US$1) and a Monthly cap per person (default) of 500 Points. Mei Tan prepares most of the quotations, so he selects Set cap beside her and enters 1,000. The caps add up to 1,000 + 4 × 500 = 3,000 Points, exactly the company budget, so one person’s heavy month cannot use up everyone else’s share.

Connections read only, assistant on. Lim & Co wants to try ChatGPT on its records without letting it change anything. Daniel turns on two-step verification for himself, chooses Read only under AI connection (MCP) and confirms with a code. Connected apps can now read what each person can read, and cannot create, change or delete anything. The assistant’s own switch, budget and caps are unchanged.

One person stopped. A trainee keeps asking @easy for things unrelated to work. Daniel selects Set cap beside her name and enters 0, and she can no longer ask. A month later, Restore default puts her back on the 500-Point default.

Common questions

• How do I turn on the AI assistant in easySales? Open System settings → AI, turn on the AI assistant switch and select Save. Then give roles Use the AI assistant or Use AI chat. If the page says Not set up for your company yet, contact easySales first.
• What are AI Points? The unit easySales uses to measure AI use: 100 Points = US$1 of AI usage. Budgets, caps and usage on this page are all in Points.
• What happens when we run out of AI Points? The assistant stops answering, and people get a reply saying the limit is used up, until the limits reset.
• Do unused AI Points carry over to next month? No. Unused Points end with the month they were given for.
• Can I stop one person from using the assistant? Yes. Set their own cap to 0, or give them a role without Use the AI assistant and Use AI chat.
• Can I see what people asked the assistant? Not on this page. Usage this month shows how much each person used, never what they asked. A question to @easy is posted in its activity thread like any reply, while AI chat conversations are seen only by the person who asked.
• Is the AI assistant the same as connecting ChatGPT or Claude? No. The assistant is built into easySales; an AI app such as ChatGPT is connected by each person, once an administrator allows it under AI connection (MCP). See Company AI access.

Related

• Ask @easy
• AI chat
• Roles and permissions
• Audit and history
• Company AI access