AI Automation Center

system · March 3, 2026, 3:48am

Exoserva uses AI to automate routine tasks, suggest optimal scheduling, and provide predictive insights. The AI Automation settings let you control which AI features are active, customize AI behavior, and monitor AI usage costs. This guide walks you through configuring AI automation for your business.

Estimated time: 8 minutes

Before You Begin

An active Exoserva account with Owner or Admin role
A paid plan that includes AI features

Step 1: Navigate to AI Settings

From the left sidebar, click AI Automation (look for the CPU icon with a green activity dot). This opens the AI Automation Center – a dedicated page with four tabs across the top: Automations, Actions, Predictions, and Stats. The header displays a hero metrics row showing Active Automations, Executions Today, Pending Approvals, and Model Accuracy at a glance. If you do not see the AI Automation link, check that your plan includes AI features or ask your admin to enable them in Settings.

Tip: You can switch between tabs quickly using keyboard shortcuts: press Ctrl+1 through Ctrl+4 (or Cmd+1 through Cmd+4 on Mac) to jump directly to Automations, Actions, Predictions, or Stats. Press Ctrl+K to focus the search bar.

Step 2: View Automation Rules

The Automations tab is selected by default. This view shows the Automation Templates panel listing all configured AI rules. Each automation rule card displays a title, description, a toggle to enable or disable it, and a badge showing the number of times it has been enabled. Default rules include automatic job assignment based on technician skills and location, smart scheduling suggestions, and predictive maintenance alerts. The tab badge next to “Automations” shows the count of currently enabled rules so you can see at a glance how many are active.

Tip: Start with the default automation rules and adjust as you learn which ones work best for your business. Consider A/B testing new rules by enabling them for specific job types first and comparing outcomes before rolling them out company-wide.

Warning: Disabling an automation rule takes effect immediately. Any in-progress AI actions triggered by that rule will complete, but no new actions will be initiated.

Step 3: Configure a Rule

Click any automation rule card to expand its configuration panel. Each rule exposes parameters you can customize: Confidence Threshold (a percentage slider that determines how confident the AI must be before acting), Time Window (the scheduling range the AI considers when making suggestions), and Priority Levels (which job types the rule applies to). Each parameter includes a description tooltip explaining its effect on AI behavior. After adjusting parameters, click “Save” to apply your changes – a green success toast confirms the update.

Tip: Set the confidence threshold higher (80% or above) for critical rules like job assignment, and lower (60%) for advisory rules like scheduling suggestions. This ensures high-stakes decisions get more human oversight.

Warning: Setting the confidence threshold too low (below 50%) may cause the AI to act on uncertain data, leading to suboptimal job assignments or scheduling conflicts. Start conservative and lower gradually.

Step 4: Set Up AI Dispatch

The AI Dispatch feature is one of the most impactful automation rules. Find it in the Automations tab or search for “dispatch” using the search bar at the top (Ctrl+K). The dispatch configuration includes: Maximum Travel Time (how far the AI will send a technician), Skill Matching (whether the technician must have exact skills or close matches are acceptable), Workload Balancing (distribute jobs evenly or prioritize proximity), and Job Type Filters (enable or disable AI dispatch per service category). Toggle AI dispatch on for specific job types by clicking the enable switch next to each job category.

Tip: Enable AI Dispatch for your highest-volume job types first. Once you confirm the AI is assigning jobs correctly for routine work, expand to more complex job types gradually.

Warning: Test AI dispatch with a handful of jobs before enabling it globally. Review the AI’s assignment choices in the Actions tab to make sure they match your expectations and business needs.

Step 5: Customize AI Prompts

Navigate to the AI Settings Hub (sidebar Settings then AI Settings under System) to find the prompt customization section. The Global Settings panel provides fields for: System Prompt (the base instructions the AI follows when interacting with customers and generating suggestions), Business Context (a free-text field where you describe your services, service area, and customer communication style), and Language Preference plus Timezone (which control how the AI formats dates, currency, and messages). Edit any field and click “Save Settings” at the bottom of the panel. The AI applies your changes to all future interactions immediately.

Tip: Write your business context as if you are briefing a new employee: include your company name, the services you offer, your service area, your tone (professional, friendly, formal), and any phrases to always use or avoid.

Warning: Avoid including sensitive information like API keys, passwords, or customer data in the system prompt or business context fields. These values are stored in the database and visible to all admin users.

Step 6: Monitor AI Usage and Costs

Click the Stats tab in the AI Automation Center. The top of the page displays four stat cards: Active Automations (how many rules are enabled out of total), Executions Today (with a “this week” subtitle), Pending Approvals (actions awaiting your review), and Actions Executed (with approved and rejected counts). Each card shows a trend indicator with a percentage and an up/down arrow in green or red.

Below the stat cards, the AI System Health panel shows four metrics: System Status (a green “Online” badge with a pulsing dot), Total Executions (lifetime count), Prediction Accuracy (color-coded: green for 80%+, amber for 60-79%, red below 60%), and Active Automations count. For detailed cost tracking, visit the dedicated AI Costs page (sidebar, under Analytics) which breaks down spending by agent type, model, and time period with daily usage charts and budget management.

Tip: AI costs are typically a small fraction of the labor savings they provide. Monitor costs monthly but focus on the time saved and jobs gained rather than the AI spend alone. Track AI accuracy over time by reviewing the Predictions tab weekly to confirm that automated assignments and suggestions are improving rather than drifting.

Warning: If the Prediction Accuracy drops below 60% (shown in red), review your automation rules and business context settings. Poor accuracy often means the AI needs updated information about your services or scheduling preferences.

What’s Next?

Now that you’ve completed this guide, check out:

Need help? Post in the Tech Support category or contact support@exoserva.com.