The Actimo AI Assistant is a conversational virtual assistant integrated directly into the Actimo app. The assistant allows employees to ask questions in plain language and receive immediate, trusted answers drawn exclusively from verified company knowledge.
This guide explains how the AI Assistant works, how employees interact with it, and how administrators can configure knowledge sources, settings, and rollout permissions.
Key Features & Capabilities
Instant, Sourced Answers: Every response is generated from your company content and includes a direct link to the original source message or document.
Multilingual by Design: Employees can submit questions and receive answers in their native language, ensuring access across global workforces.
Familiar Chat Experience: Accessible directly inside the Actimo app without requiring additional logins or external tools.
Actimo App Navigation: In addition to policy and process questions, the assistant can guide users on how to navigate the app and complete assigned tasks.
Strict Permission Boundaries: The assistant only accesses content that the asking employee is already permitted to view.
How It Works for Employees
Accessing the Assistant
Employees can open the AI Assistant at any time from within the Actimo app. Upon opening the chat, employees are greeted by the assistant's name and a welcome prompt.
Asking Questions & Receiving Answers
Plain Language Queries: Employees can type questions naturally without needing specific keywords or syntax.
Traceable Sources: Whenever the assistant provides information, it links directly to the underlying message, academy, or uploaded document so the employee can verify details.
Transparent Attribution: Every response clearly indicates that it is AI-generated.
Context Retention: The assistant remembers the context of the last 10 prompts within a session to support conversational follow-ups.
Feedback Mechanism: Employees can rate each answer as helpful or not helpful, helping admins identify knowledge gaps.
Administrator Setup & Configuration
Admins can configure and launch the AI Assistant in minutes without writing code or needing data science support.
Step 1: Name Your Assistant
Choose a clear, recognizable name that employees will trust and identify with throughout the app.
Step 2: Write a Welcome Message
Craft a greeting that displays when an employee first opens the assistant. Use this message to suggest sample questions and clarify that the assistant is intended for company-related topics.
Step 3: Add Knowledge Sources
By default, the assistant searches all messages published to contacts, academies, tasks, and notifications that employees have permission to see.
Admins can also upload supplemental reference files to expand the assistant's knowledge base:
Supported File Type: PDF
Document Limit: Up to 10 documents.
File Size Limit: Maximum 10MB per file.
Recommended Documents: Employee handbooks, standard operating procedures (SOPs), company policies, and frequently asked questions.
Note: The contents of these documents will be shared with employees based on the questions they ask, so be mindful of any sensitive information inside the documents.
Step 4: Manage Access
Admins can enable/disable the AI Assistant at any time from the default settings under Admin > Defaults > AI Assistant.
Enable / Disable Toggle: Turn the assistant ON or OFF for your organization.
Targeted Group Access: Select a specific Access Group if you want to limit access to a designated team or pilot group.
Organization-Wide Access: Select 'Everyone' in the dropdown if you would like it to be available to all employees. (Leaving the dropdown blank makes it available to no-one)
Content Scope & Limitations
To ensure accuracy and data security, the AI Assistant operates within clear technical boundaries:
What the Assistant Can Access
Messages published directly to contacts.
Academies, modules, and training content.
Tasks and notifications.
Up to 10 administrator-uploaded documents (PDF).
What the Assistant Cannot Access
Certain message content: Images, Image-based text, Quiz questions (Also, Quiz answers cannot be accessed or delivered through the AI assistant).
Social and Chat related data
Files that are only downloadable through buttons or links rather than embedded text.
Messages distributed solely via linked access rather than published to contacts.
Privacy, Security, and Tone
The Actimo AI Assistant is designed around enterprise trust:
Strict Role-Based Permissions: Employees only receive answers derived from materials they are personally authorized to read.
Private Conversations: Administrators cannot view or monitor individual employee chat conversations.
Grounded Responses: If the requested information does not exist within available materials, the assistant clearly states that the answer is not available rather than guessing.
Neutral Tone: The assistant maintains an objective, professional tone and adapts to company terminology.
Frequently Asked Questions (FAQ)
Can employees ask questions in different languages?
Yes. The assistant automatically recognizes the employee's language and translates responses into that same language while preserving source accuracy.
Can we roll out the assistant to a pilot group before launching company-wide?
Yes. Under Admin > Defaults > AI Assistant, you can assign a specific Access Group to test the assistant with a selected cohort. Leaving the Access Group field blank makes it available to all employees.
Can admins read what employees ask?
Conversations are confidential, and administrators do not have access to individual employee chat sessions.
How does the assistant handle outdated information?
Deactivated messages and removed content are automatically filtered out and never referenced in answers. For the best possible results, keeping your shared documentation clean and up to date ensures the Assistant always provides accurate, context-rich guidance without ambiguity.
What should we do if the assistant gives an incomplete answer?
Encourage employees to use the built-in feedback buttons (helpful / not helpful) or report missing topics to your internal support team so admins can upload relevant documentation.