Ask AI permissions

Ask AI permissions in Finalsite Intelligence control which admin users can configure and manage the Ask AI assistant. Permissions are set in the Ask AI settings area and determine who can update the knowledge base, adjust response settings, and review conversation logs.

As your team sets up the Ask AI feature across your site(s), you will want to learn how you can grant role-based permissions. This ensures that each person on your team has the right level of access.

This article will show you how it works!

In this article

• The User management tab
• Role types in Ask AI 
  • Ask AI roles and permissions table
• View and manage users
• Add new users and assign a Role
• Edit user details
  • Edit user > Assign Chatbot access
• Delete users

The User management tab

During implementation, you will set up all of the users who will help perform all of the tasks throughout Ask AI.  

Open the User Management tab from the left navigation.

You'll see a list of all users who have access to support the setup and implementation of your Ask AI feature, along with their assigned roles.

Role types in Ask AI 

• Organization Admin: Full admin privileges

• Admin: Can edit chatbot settings that Organization Admin assigns to them

• Viewer: Can view chatbot setting that Organization Admin or Admin assigns to them. 

Ask AI roles and permissions table

Here is a full listing of all of the tasks each role can perform:

View and manage users 

You can browse and use filter tools to view all of your users so that you can manage their access. 

• Search: Enter criteria to search one at a time
• Role: Click the Role dropdown to filter by the selected role and
• Chatbot access: Select an individual school to see only the users that are assigned to that school. 

Once you see who is there, you can manage their access in the following ways: 

• Add new users and assign roles
• Edit user details
• Delete users
• Manage and assign chatbot access

Add new users and assign a Role

You may need to add new users who weren't added initially during implementation. Here is where you can assign the Role, as well. 

• In the User Management tab, click the Add user button in the top right corner. 
  
• Complete the following fields in the Add user window:
  • Full name: Type the new user's first and last name
  • Email: Enter the user's email address. Double-check for accuracy as this is used to send account invitations. 
  • Username: Choose a unique username.
  • Role: Assign a role to the new user.
    • Learn more in the Ask AI Roles and Permissions Table.  
    • Click on the Role dropdown.
    • Select the Role that best fits the new user. 

Once added, users will receive an email that will allow them to create a password for the first time. 

Edit user details

To manage a user, click on the 3-dot menu in far right of the user's row and select Edit.

In the Edit user window that appears, you can adjust user details such as Name, Email, Username, or even adjust the Role that a user is assigned to.

Edit user > Assign Chatbot access

You may wish to be more granular in granting access to manage certain chatbots while removing access to others.

Here's how it works!

In the Edit user window, click to expand out the dropdown in the Chatbot access section. 

• Select all: For each user, you can Select all to grant access to all chatbots.
• Deselect all: Remove access from a certain domain's chatbot. 
• Only have one chatbot? If your organization only has one chatbot, you will not see multiple options in the Chatbot access area. 

After clicking Save:

• The user will only see the chatbot(s) assigned to them in the top-right dropdown menu.
• Depending on their Role:
  • Organization Admins don't need chatbot access granted as they by default
  • Admins can grant access to the selected chatbot(s).
  • Viewers have view-only access chatbots that they have been assigned to, but can't make any adjustments.

Delete users

To delete a user, click on the 3-dot menu in far right of the user's row and select Delete.