Configuring the AI Assistant

Guides & Tips
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Exoserva includes a powerful AI engine that automates dispatching, customer communication, financial analysis, route optimization, and more. Before it can work effectively for your business, you need to tell it who you are, what you do, and how you want it to behave. This guide walks you through the AI Settings Hub so the AI assistant acts as a natural extension of your team.

:clock1: Estimated time: 10 minutes

Before You Begin

  • An active Exoserva account (completed Guide 1: Creating Your Account)
  • Admin role in your Exoserva workspace
  • Your company details ready (services offered, service area, pricing range)

Step 1: Open the AI Settings Hub

From the left sidebar, click Settings. In the Settings panel, look under the System category and select AI Settings. This opens the AI Settings Hub – the central management page for all AI features. Alternatively, you can navigate directly to the AI Settings Hub from the sidebar if your admin has added it to the quick-access menu.

Step 1: Open the AI Settings Hub
Step 1: Open the AI Settings Hub1280×800 145 KB

:bulb: Tip: The AI Settings Hub has three tabs at the top: Features, Settings, and Usage. This guide focuses on the Settings tab for initial configuration, but we will touch on Features and Usage as well.

Step 2: Enable the AI Engine

At the top of the AI Settings Hub, you will see a master toggle for the AI engine. If it shows Disabled, click the toggle to switch it to Enabled. This activates the AI infrastructure for your workspace. Until you enable this toggle, no AI features will run – even if individual features are turned on.

Once enabled, you will see security badges confirming that your data is encrypted, SOC 2 compliant, and GDPR ready.

Step 3: Configure Global AI Settings

Click the Settings tab at the top of the page. Here you will find the Global Settings panel with these key options:

  • Model Preference: Choose between Cost Optimized (fastest and cheapest), Balanced (recommended for most businesses), or Quality Optimized (best results for complex tasks).
  • Monthly Budget Limit: Set a maximum dollar amount the AI can spend per month. Once reached, features will pause or require manual approval.
  • Budget Alert Threshold: Get notified when AI spending hits a percentage of your budget (e.g., 80%).
  • Auto-Disable on Budget: Toggle this on to automatically pause AI features when the budget is exhausted, or leave it off to just receive a warning.

For most businesses getting started, the Balanced model with a moderate budget limit is a safe starting point.

:bulb: Tip: You can always adjust the model preference per feature later. Start with Balanced globally and upgrade specific high-value features (like AI Dispatch) to Quality Optimized once you see the results.

Step 4: Set Data Retention and Privacy

Still in the Settings tab, scroll down to find:

  • Data Retention Days: How long AI interaction logs are kept (default is 90 days). Shorter retention reduces storage but limits your ability to review past AI decisions.
  • Human Review Threshold: A confidence threshold below which AI actions are flagged for human review instead of being executed automatically. A lower number means more automation; a higher number means more human oversight.
  • Max Concurrent Requests and Rate Limit Per Minute: These control how many AI operations can run simultaneously. The defaults work well for most businesses – only adjust if you experience throttling during peak hours.

Step 5: Set Language and Timezone

In the Global Settings panel, set your Preferred Language and Timezone. The AI uses these to:

  • Generate customer-facing messages in the correct language
  • Schedule and timestamp AI actions in your local time
  • Format dates and currency in region-appropriate ways

If your team operates across time zones, set this to your primary office timezone. Individual team members can adjust their personal timezone in their profile settings.

Step 6: Explore AI Feature Categories

Click the Features tab to see all available AI features grouped by category:

  • Dispatch: AI-powered job scheduling, technician assignment, and smart dispatch.
  • Communication: Automated customer follow-ups, appointment reminders, and review requests.
  • Financial: Invoice analysis, payment prediction, and cost estimation.
  • Routing: Route optimization for technician schedules to minimize drive time.
  • Predictive: Equipment failure prediction, maintenance scheduling, and warranty tracking.
  • Analytics: Business insights, trend analysis, and performance reporting.
  • General: Cross-cutting AI utilities like smart search and document processing.

Each feature card shows a description, the minimum subscription tier required, and a toggle to enable or disable it.

:bulb: Tip: Features marked with a “Beta” badge are in active development. They work but may change. Feel free to enable them – you can always turn them off if needed.

Step 7: Enable Key Features for Your Business

Start by enabling the features most valuable to your workflow:

  1. AI Dispatch (Dispatch category): Automatically assigns incoming jobs to the best available technician based on location, skills, and schedule. This is the highest-impact feature for most service businesses.
  2. Customer Communication (Communication category): Sends automated appointment confirmations, on-the-way notifications, and follow-up messages.
  3. Route Optimization (Routing category): Arranges the day’s jobs in the most efficient driving order.

Click the toggle on each feature card to enable it. Some features have additional settings you can configure by clicking the gear icon on the card.

Step 8: Monitor AI Usage and ROI

Click the Usage tab to view your AI performance dashboard. This tab shows:

  • Total Invocations: How many times AI features have been called.
  • Success Rate: The percentage of AI actions that completed without errors.
  • Total Cost: How much has been spent on AI this period.
  • Average Latency: How fast AI responses are.
  • Time Saved: An estimate of hours saved compared to manual work.
  • Money Saved: The estimated dollar value of that time based on labor costs.

A feature-by-feature breakdown shows which features deliver the most value. Use this data to decide which features to keep enabled, which to upgrade to Quality Optimized, and where your budget is best spent.

:bulb: Tip: The sparkline charts next to each metric show trends over time. An upward trend in Time Saved and a stable or downward trend in Cost means your AI is getting more efficient.

Step 9: Set Up Notification Email

In the Global Settings panel (Settings tab), enter a Notification Email address. This is where Exoserva sends alerts about:

  • Budget threshold warnings
  • Feature errors or failures
  • Required human review actions
  • System status changes

Use a monitored email address (not a no-reply) so your team can respond to alerts promptly. You can also set this to a shared mailbox or a Slack-integrated email for team visibility.

Step 10: Verify Your Configuration

Before you leave the AI Settings Hub, do a quick verification:

  1. Check the master toggle shows Enabled at the top of the page.
  2. Switch to the Features tab and confirm your priority features (Dispatch, Communication, Routing) show as active.
  3. Switch to the Settings tab and confirm your Model Preference, Budget Limit, and Timezone are set correctly.
  4. Switch to the Usage tab – if features are enabled, you should start seeing invocation counts within the first hour of operation.

Congratulations – your AI assistant is configured and ready to start automating your business operations.

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.