Guides

Connecting the AI Assistant

The AI Assistant reads a customer email you're looking at and suggests follow-up tasks for you — you review and approve before anything is created, so nothing happens automatically without your say-so.

Before You Start

You need your own OpenAI account and API key — BarSight does not provide one for you, and usage is billed to your own OpenAI account.
Connecting requires Settings access (access level 27). Using the feature day-to-day requires Communications access and Task management access.

What This Feature Does

While viewing an email in Communications, tap Suggest Tasks with AI. The AI reads the email and decides whether it needs follow-up — if so, it proposes one or more tasks, each broken into steps. Nothing is created yet at this point: you'll see a review screen where you can edit or accept the suggestions, then tap Create to actually add them as tasks.

There's also a related option to have the AI draft or polish a reply to an email, which you can edit before sending.

This only runs when you ask it to, on a specific email you're looking at — it does not scan your inbox automatically in the background.

[SCREENSHOT: Suggest Tasks with AI button on an email]

[SCREENSHOT: AI task review sheet before creating tasks]

Connecting the AI Assistant

Create an account at OpenAI's platform if you don't already have one, and generate an API key.
In BarSight, go to Settings → Integrations.
Find the AI Assistant tile and click Activate.
Choose a Model — the default, cheapest option is recommended for most breweries and restaurants.
Paste in your OpenAI API Key.
Check Enable AI task suggestions and save.

[SCREENSHOT: AI Assistant connection form with Provider, Model, and API Key fields]

Your key is encrypted before it's stored and is never shown again once saved — if you need to change it later, just paste in a new one.

Things to Know Before Turning This On

Cost: every time you click "Suggest Tasks with AI" or generate a reply draft, it uses your own OpenAI account's usage/credits, not BarSight's. If your OpenAI account runs low on credit, you'll see a message telling you to check your OpenAI billing.
Privacy: the email's subject and body are sent to OpenAI to be processed. Keep this in mind for any particularly sensitive customer correspondence.
It only suggests, it doesn't act: a human always reviews and approves before a task is actually created.

Related Features

See the full list of available integrations on the API Integrations overview.