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Follow this page to learn about the features available within the AI beta 2025!
You’re among the first to explore our brand-new AI features! These have been designed to make managing your training operation faster, smarter, and easier than ever!
During this beta, you’ll get early access to:
AI Filters – Type what you’re looking for, and let AI build the perfect filters for you.
AI Summaries – Generate quick, intelligent overviews of your data in just one click.
accessplanbot – Your in-platform assistant, ready to answer questions, guide you through tasks, and help you make the most of accessplanit.
This page is your go-to place for everything AI, including where to find the new features, how to use them, and any top-tips we’ve got so far!
On this page you’ll also find more information about the beta, such as how long it is running for and how you can feedback to shape the improvement of these AI features.
So please don’t be shy.. explore, experiment, and tell us what you think!
About the beta
Welcome to the AI Beta Programme!
Across November & December 2025, you’ll get free access to our new AI features: AI Filters, AI Summaries, and accessplanbot!
Starts: mid November
Ends: Friday 12th December
During the beta, we’re looking to learn how these tools are used in real-world scenarios. We’ll be looking at what kinds of requests you make, how often you use the tools, where they add the most value, but also where they aren’t working as well as they could! Your input will directly shape how we develop and enhance these features for the future.
Throughout the beta, you’ll see a dedicated AI Resource Centre at the top of your platform within the ‘AI Beta Hub’. Here you’ll find:
A shortcut to this page to read more about the AI Features
Links to quick AI Beta Surveys where you can share your feedback
You can complete the surveys as many times as you like during the beta period, every piece of feedback helps us make these tools smarter and more useful.
The accessplanit team will be monitoring the beta closely, reviewing feedback weekly, and our support team will be available as usual to answer any questions or offer support throughout! At the end of the four weeks, we’ll also meet with you to discuss your team’s feedback and experience.
Depending on the results and your feedback, some or all of the AI features may continue to be available after the beta ends. We’ll keep you updated on these decisions.
Using the AI support bot
Learn how to use accessplan bot to get instant answers to your platform questions!
What is accessplanbot?
accessplanbot is your new in-platform assistant, designed to make help and guidance easier to access right whenever you need it. Whether you want to find out how a feature works, locate a specific setting, or get step-by-step instructions, the accessplanbot is here to help!
You can ask questions like:
“How can I report on my top used Resources?”
“Where can I view Delegate attendance?”
“Tell me how to email a Trainer.”
accessplanbot uses AI to understand your queries and provide tailored responses based on our knowledge base. While it’s designed to help you find quick answers, it’s not a replacement for our Support Team.
Please note
Because it’s still learning, accessplanbot might occasionally get things wrong. If you’re unsure about a response or believe it’s incorrect, please give it a thumbs down and contact our Support Team as you normally would. At the moment, you’ll need to update the team on your query, but in the future, we plan to connect your accessplanbot chats directly to your support conversations so you won’t need to repeat yourself!
How to use accessplanbot
Click the accessplanbot icon from the bottom right of your platform
Type your question or describe what you’re trying to do
accessplanbot will provide relevant information or direct you to the right resource!
If you get a good response, please give it a thumbs up!
If you get a bad or inaccurate response, please give it a thumbs down!
All of this will help us to improve the bot!
Top Tip!
The more detail you include in your question, the more precise the response will be.
If the bot does not give you what you need, you can get in touch with our support team via the usual channels!
Using DataGrid AI
Learn how to use AI in your DataGrids to save time!
AI is available in your DataGrids to both filter your data and update what data is included! Instead of manually building filters in your DataGrids, or scrolling through the column options, you can simply type what you’re looking for, and the platform will create the right filter for you automatically or update the columns included in your DataGrid.
For example, you might type:
“Show courses starting next week” into the Class Courses DataGrid
“Delegates who haven’t paid” into the Web Delegates DataGrid
“Bookings made this month” into the Bookings Smart Grid
“Show me all the financial information” into the Web Courses DataGrid
AI Filters interpret your request and apply the matching criteria for you, saving time and helping you find what you need, faster!
How to use DataGrid AI
Click the AI icon on your DataGrid toolbar
Type your request (for example, “courses starting next month”)
Press Enter on your keyboard or click ‘OK’ to apply your filter
The platform will automatically create and apply your filter based on what you typed or update the columns displayed in your DataGrid
Note - please check your filters for accuracy, AI can get things wrong
Top tip!
You can still manually adjust your columns or add filters as usual after running your DataGrid AI.
Using Workflows AI
Learn how to use AI in your Workflow Rules to set the criteria of your automated emails and tasks
AI is available when setting the rules for your Workflows!
See it in action:
How to use Workflow Rules AI
Click the AI bar within your Workflow Rules
Type your request (for example, “not cancelled or on hold courses”)
Press Enter on your keyboard or click ‘OK’ to apply your filter
The platform will automatically create rules based on your request
Note - please check these rules for accuracy, AI can get things wrong
Using Gadget AI
Learn how to use AI in your Report and Dashboard Gadgets to set the criteria of the data to be included
AI is available when setting the filters for your Gadgets!
See it in action:
How to use Workflow Rules AI
Click the AI bar within your Gadget Filters
Type your request (for example, “sessional courses”)
Press Enter on your keyboard or click ‘OK’ to apply your filter
The platform will automatically update the filters on your Gadget based on your request
Note - please check these rules for accuracy, AI can get things wrong
Using AI Summaries
Learn how to use AI Summaries to get an instant overview!
AI Summaries give you a quick, intelligent overview of your data without needing to scroll through lots of different pages, clicking through notes, and digesting lots of emails!
With one click, the platform analyses your selected item and creates a short, easy-to-read summary highlighting key information and trends.
Where can I find summaries?
AI Summaries are currently available on:
Users
Accounts
Courses
Opportunities
Delegates
Workflow Errors
How to use AI Summaries
Click the AI Summary option on an item
The platform will instantly generate a summary of the data currently visible on your screen
Review the results to quickly understand key insights!
How is the summary generated?
AI Summaries are generated by providing a limited set of information into a one-time prompt to Open AI, this is purely to generate the summary. Depending on where you’re generating the summary from (e.g. Users, Delegates, Courses), this includes things like the item’s name or label, relevant courses information, relevant notes, communications, and any outstanding tasks. The data is processed only for that specific request, is not added to any training dataset, and cannot be accessed for any other purpose. We use OpenAI’s enterprise-grade services, which ensure the data remains controlled, private, and handled securely end-to-end.
What data is used to generate the summaries?
Last updated
We’re actively updating the AI Features during the beta, so some details may change along the way. Everything here is correct as of 21 November 2025.
Account summary
When a summary is generated for an Account in your platform, the following data is factored in:
Data source | Fields/data |
|---|---|
Company (Account) | Name, Status, Active Employee Count, Estimated Employee Total, Account Manager Name, Active Invoices Count, Active Tasks Count, Description, Industry Labels, Latest Booking, Latest Course Attended By Employee, Opportunities Count, Outstanding Invoices |
Invoices | Reference, Amount, Amount Paid, Status |
Opportunities | Title, Value, Sales Stage, Close Date |
Notes | Subject, Note, Date Created |
Communications | Subject, Body, DateCreated |
Tasks | Subject, Body, Date Created, Status, Due Date |
Course summary
When a summary is generated for a scheduled Course in your platform, the following data is factored in:
Data source | Fields/data |
|---|---|
Course | CourseLabel, StartDate, EndDate, Status, VenueLabel, Trainer Names, Course Type, Cost, Delivery Method, CandidatesBooked, Income, Viability |
Notes | Subject, Note, Date Created |
Communications | Subject, Body, Date Created |
Tasks | Subject, Body, Date Created, Status, Due Date |
Resource Requirements | Resource Label, Resource Type, Requirement Met, Quantity, Cost, Cost Type |
Opportunity summary
When a summary is generated for an Opportunity in your platform, the following data is factored in:
Data source | Fields/data |
|---|---|
Opportunity | Title, Assigned To User Names, Linked To Company Name, Linked To User Names, Sales Stage, Expected Revenue, Close Date, Date Created, Last Contacted |
Opportunity Item | Course Template Or Custom Item, Course Name, Custom Item Name, Quantity, Line Total |
Notes | Subject, Note, Date Created |
Communications | Subject, Body, Date Created |
Tasks | Subject, Body, Date Created, Status, Due Date |
User summary
When a summary is generated for a User in your platform, the following data is factored in:
Data source | Fields/data |
|---|---|
User | Title, Forenames, Surname |
Courses | Course Name, Course Type, Start Date, End Date, Status |
Awards | Award Label, Completed Date, Expiry Date, Award Type |
Invoices | Reference, Amount, Amount Paid, Status |
Opportunities | Title, Value, Sales Stage, Close Date |
Notes | Subject, Note, Date Created |
Communications | Subject, Body, Date Created |
Tasks | Subject, Body, Date Created, Status Text, Due Date |
Delegate
When a summary is generated for a Delegate on a Course in your platform, the following data is factored in:
Data source | Fields/data |
|---|---|
Delegate | User ID, Full Name, Account Name, Status, Actual Cost |
Courses | CourseName, Course Type, StartDate, EndDate, Status |
Awards | AwardLabel, CompletedDate, ExpiryDate, AwardTypeLabel |
Notes | Subject, Note, DateCreated |
Communications | Subject, Body, DateCreated |
Tasks | Subject, Body, Date Created, Status Text, Due Date |
Workflow Error
When a summary is generated for a Workflow Error in your platform, the following data is factored in:
Data source | Fields/data |
|---|---|
Workflow Error | Error Message |
FAQs
Will all admins be able to access the AI features?
Yes, however if you would like to have the first week set for Super Admins to access the features only, we can arrange this.
Do I need to install anything?
No installation is required. The AI features are built into your platform, and we will arrange for them to be enabled, when you log in you’ll be able to access them.
Can my access to the beta be restricted?
It is unlikely, but we reserve the right to disable or limit access to the AI beta at any time. This ensures the beta runs smoothly and safely for all participants.
Where do I provide feedback?
Feedback is collected via three short surveys, one per AI feature, hosted in the AI Beta Resource Centre. You can complete these as many times as you wish throughout the beta period. We will also arrange a call with a Super Admin from your team at the end of the beta to talk through your experience.
Can I give feedback outside the surveys?
Yes! You can provide feedback to customersuccess@accessplanit.com throughout the beta period! If you have questions or want any support with the ai features, you can contact our support as you would for standard features. Please get in touch if you have any further thoughts, or ideas, or if you encounter any issues.
Are the AI features free?
Access to AI features during the 4-week beta is completely free.
Will AI replace current features?
No, the AI features as additions to enhance your experience, existing functionality will remain in place.
Are there limits on AI usage during the beta?
There are no limits on the AI during the beta, this is one of the areas we are monitoring to predict future usage, once you have gotten familiar with the new features please use them as you normally would.
Who can I contact if I run into problems?
As with standard feature issues and questions, your first line of support is the accessplanit support team, you can contact them via phone or using our support portal.
Will my data be secure?
Yes, all AI features comply with our existing platform security standards. Of the three new features, two of these (AI DataGrid Filters and the AI support bot) do not share any data outside of accessplanit, the AI Summaries processes data with OpenAI (more information available here).
Will the AI bot be fully functional?
During the beta, the AI bot is exploratory. Please let us know if you receive any incorrect or confusing responses, your feedback will us to improve the bot!
Are there rules I need to follow when using AI features?
Yes, use of the AI features is subject to our AI Terms of Use. You can review them here: 
AI Terms of Use
How long does the beta run?
From mid November through to Friday 12th December.
What happens after the beta?
We’ll review feedback and decide on next steps for AI features, including availability and potential pricing. Beta participants may receive early access to the final version!
How does accessplanit keep my data secure when using AI Summaries?
When you generate an AI Summary, your accessplanit platform retrieves only the specific fields required for the summary (as listed above). These are then combined into a structured text prompt that tells the AI model how to summarise the information.
To ensure strong data protection, we apply the following controls:
Only the fields required for the summary are included, no passwords, payment card details, or sensitive attributes are ever sent
All communication between accessplanit and the AI platform uses industry-standard TLS encryption, the same as secure online banking
We do not allow OpenAI to store or reuse customer data, the data is processed ephemerally and is not written to any training datasets
Only authenticated platform services can call the AI summarisation feature, and the output is shown only to authorised users in your platform
The data is used only to generate a summary, then it is discarded
The data is not shared with any organisation other than OpenAI (our sub-processor for this feature) and never for advertising, profiling, or unrelated AI training
Can the chatbot be repositioned if it is in the way?
Yes! If the chatbot is in the way, you can drag it to move it to a different place on your page.
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