accessplanit AI
Learn about accessplanit AI
Search the Knowledge Base
Related Help Guide Pages
Create, share, and manage your DataGrid filters
Follow this page to learn about the accessplanit AI features in your platform.
This page explains where to find the AI-powered features available across the accessplanit platform! From Juno, your AI advisor, to helpful AI tools embedded throughout the platform, these features are here to reduce manual effort, provide guidance when you need it, and support you in completing everyday jobs more efficiently.
AI features are currently available to all accessplanit administrators, giving you the opportunity to explore how they can support your workflows and decision-making. As we continue to evolve these tools, we’ll be monitoring usage and overall impact, and in the future some AI functionality may become a paid-for feature. That said, we can guarantee that all current AI features are free to use until 30th April, giving you plenty of time to understand their value and build them into the way you work.
Use this section to learn what AI features are available, where to find them, and how to get the most out of Juno and AI across the platform!
Available from 21st January
Meet Juno - your AI support advisor
Learn how to use Juno to get instant answers to your platform questions!
What is Juno?
Juno is your 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, Juno 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.”
Juno 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.
For more information about Juno, please see our dedicated guide:
Meet Juno, your AI Advisor
Available from 28th January
Using Smartview - DataGrids
Smartview includes all the AI features available in your platform DataGrids
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 Smartview
Click the AI icon on your DataGrid toolbar
Type your request (for example, “courses starting next month”)
Top tip: type your request in using sentences, for example type ‘Courses running in Cambridge’ rather than just ‘Cambridge’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 Smartview - Workflows
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”)
Top tip: type your request in using sentences, for example type ‘Courses running in Cambridge’ rather than just ‘Cambridge’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 Smartview - Gadgets
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”)
Top tip: type your request in using sentences, for example type ‘Courses running in Cambridge’ rather than just ‘Cambridge’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 Summaries
Learn how to use Summaries to get an instant overview of an item!
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, so some details may change along the way. Everything here is correct as of 16th January 2026.
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, all admins are able to access the accessplanit AI features.
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.
Are the AI features free?
Access to accessplanit AI is guaranteed to be completely free until at least 30th April, after that point we will notify you if these become a chargeable addition.
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?
There are currently no limits on the AI.
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 accessplanit 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 Advisor (Juno) be fully functional?
Yes. Please let us know if you receive any incorrect or confusing responses, your feedback will us to improve Juno!
Are there rules I need to follow when using accessplanit AI?
Yes, use of the AI features is subject to our AI Terms of Use. You can review them here: 
AI Terms of Use
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 Juno be repositioned if it is in the way?
Yes! If Juno the AI Advisor is in the way, you can drag it to move it to a different place on your page by clicking and dragging on the six dots.
Contact Our Team
If you can't find what you're looking for, access our Support Portal, and our team of experts will be happy to help!
Is it your first time contacting the team? Learn how to raise a support ticket.
Follow Us
Copyright © 2025 accessplanit.
Social media icons by icons8.com