Using the assistant

How do I turn on the assistant? #

In the backoffice, on the Baila Assistant card: first you link a payment method, then you click activate. This is possible in every Baila Core plan.

Why do I need to link a payment method, even in Premium? #

Usage runs through the AI credit, and that credit is topped up by direct debit. Without a valid payment method the assistant will not turn on.

Where is the assistant? #

In three places: in the backoffice for your team, in the frontoffice for logged-in members and on your school's public pages for visitors. What it does also depends on the features your school has turned on.

In the backoffice it is at the top of the menu under Assistant, with a full-width chat page. When you open the dashboard, the chat window opens automatically, once per session. If you close it, it stays closed.

Members find it in the frontoffice under Assistant in the menu.

Can I move the chat window? #

Yes. Drag the window by its top bar to another spot on your screen. That position is remembered. Double-click the top bar to put it back in the bottom right. On a phone the window fills the whole screen.

What does it do for a visitor? #

It tells them about your schedule, courses, events, locations and levels, whether there is still room in a class, and answers questions using the public items in your knowledge base. The visitor signs up themselves.

What can a member arrange through the assistant? #

A logged-in member sees their own bookings, class passes, subscriptions, invoices and payments, signs up for or cancels a class, enrols in a course, reports an absence and can pause one month of their subscription. Cancelling a subscription and paying are done by the member themselves.

What can it do for my team? #

It helps with the schedule, courses, events and tickets, looking up and enrolling members, sign-ups per class, check-in and adding class passes. An administrator also sees payments, revenue and figures and can post news; a staff member cannot.

Can I ask it for figures? #

Yes, as an administrator. For example, ask how many active subscriptions you have, what the revenue is this month or how many sign-ups there are next week. It uses the same figures and periods as the dashboards in the backoffice, and states which period it refers to. Staff members cannot request figures.

When does the assistant ask for permission first? #

For important tasks it first sets out what it is going to do and only carries it out after a yes. Examples:

• enrolling a member;
• cancelling a class, after which the participants are notified;
• pausing one month of a subscription;
• sending a news item to all members;
• adding a class pass or putting someone on a course.

After every change it says what it has done.

What does the assistant deliberately not do? #

It makes no payments and no refunds, does not take out or cancel subscriptions, does not create an account for a visitor and does not hand out permissions in your team. It does nothing on its own: every task starts with a question in the chat.

How do I make sure it gives good answers? #

Put your house rules, policies and frequently asked questions in the knowledge base in the backoffice and choose for each item who it is for: everyone, members only or your team only. If something is not in your data or your knowledge base, the assistant says so and refers to the school.

How does the AI credit work? #

Every action by the assistant costs 3 credits of EUR 0.01 excluding VAT. If your credit drops below EUR 2.50, it is automatically topped up with EUR 10, both excluding VAT. You can see your balance and usage in your environment on baila.me.

What happens when the credit runs out? #

New actions pause until the credit is topped up. Asking questions and viewing data keep working.

What if the assistant makes a mistake? #

Double-check important things. Because it says what it has done after every change, you can check it in the backoffice and undo it if needed.