Everything you need to know about the Users and User Groups AI Assistant
This feature has not been released yet This article describes functionality that is currently under development and not yet available in PLAYipp.
Questions? Feel free to contact our support team.
The Users and User Groups AI Assistant is a built-in chat assistant that helps you understand who your users are, which groups they are in and what they can access in PLAYipp, without clicking through each user's permission page one by one. This article covers what it can do, how to use it and how your data is handled.
Table of contents
- What the assistant is
- Who can use the assistant
- What the assistant can help with
- What the assistant cannot do yet
- How to open the assistant
- The dashboard
- Asking a question
- Making changes to your users
- While you wait
- Turning off AI assistants
- How your data is handled
- Frequently asked questions
What the assistant is
The assistant is built into the Users and User Groups pages in PLAYipp. Instead of opening user after user to check their permissions and access, you ask a question in plain language, just like you would ask a colleague. The assistant looks things up for you and, where relevant, shows the answer as a table, a chart or a short list rather than a wall of text.
The assistant is built and run by PLAYipp. We design and operate our own AI agents rather than handing this off to a third-party chatbot platform. It works the same way as the Screen Management AI Assistant, but focuses on your users and groups instead of your screens.
Who can use the assistant
The assistant is available to company admins. What you can see through it depends entirely on your existing PLAYipp permissions.
User admins who are not also company admins do not have access to the assistant today. If you manage users but are not a company admin, you continue to use the Users page directly.
AI in PLAYipp is always optional. See Turning off AI assistants.
What the assistant can help with
The assistant helps with two kinds of things: answering questions and making changes for you.
Questions it can answer
- Finding users: by name or email, group, role (admin or regular user), status (active, blocked, invited) or last login
- Inactivity: users who have never logged in, or have not logged in for a number of days
- What a user can do: a user's permissions, including anything they get through a group they are in
- Permission checks: whether a specific user has a given permission (for example company admin, user admin, publish content, design or licenses), or how many users have it
- Groups: an overview of all your groups with how many members and screens each covers, who is in a group and what that group gives access to
- Location access: which locations, layouts and screen groups a user or group can reach, and the reverse: who can reach a given location, layout or screen group
Changes it can make
All changes require your approval first. See Making changes to your users.
- Block a set of users, so they can no longer sign in
- Unblock a set of users
- Delete users from the company
- Create (invite) new users by giving their names and emails
Inviting new users is the only action where either of PLAYipp's AI assistants creates something new. The Screen Management AI Assistant cannot create screens, tags, layouts or licenses, and this assistant cannot create groups.
What the assistant cannot do yet
This version of the assistant does not yet cover:
- Adding or removing group members
- Changing a user's or group's permissions or location access
- Creating, renaming or deleting a group. (Creating a group is not supported, but creating and inviting a new user is.)
- Editing a user's details, or resending an invitation
- Listing everyone who has a given permission. The assistant can tell you how many users have it and check a specific user.
- Who can reach a specific screen. The assistant works with locations, layouts and screen groups. For a single screen, ask the Screen Management AI Assistant.
- Access for user admins who are not also company admins
All of the above is still done from the Users or User Groups page directly. The assistant points you there if you ask it for any of these.
How to open the assistant
There are two ways in. Both open the same assistant and the same ongoing conversation.
- From the Users page: click the Ask AI assistant icon in the top bar, next to Add new.
- From the User Groups page: click the same icon in the top bar, next to Add group.
The assistant opens in a large window over the page. The header numbers and the suggestions above the message box follow the page you opened it from. Everything else, including your conversation history, is shared. Your conversation is your own, other admins in your company have theirs.
The dashboard
When you start a conversation, the assistant immediately shows a dashboard, with no need to type a question first. What you see depends on where you opened it from:
| From the Users page | From the User Groups page | |
|---|---|---|
| Header numbers | Total users, Admins, Invited, Blocked | Groups, Members, Screens covered |
| Dashboard tiles | Total users (links to your Users list), Admins (with % of all users), Invited, Blocked, plus a Users by status donut chart (Active, Invited, Blocked) | Groups, Members and Screens covered |
| Try asking suggestions | "Which users have never logged in?", "Who are the admins?", "Who's blocked or invited?" | "Which groups have the most members?", "What can a specific group access?" |
| Quick suggestions above the message box | "How many users do we have?", "Who are the admins?", "Who's blocked or invited?" | "How many groups do we have?", "Which groups have the most members?", "What can a specific group access?" |
All numbers are pulled directly from your account when you load the page, nothing shown is estimated. To refresh them, reload the page.
The dashboard is shown while your conversation is empty. Once you have started chatting, you see your conversation instead, whichever page you open it from. Start a New conversation to get the dashboard back.
Asking a question
Type your question in plain language. There is nothing special to learn, and no commands or slashes are needed. A few examples:
- "Which users have never logged in?"
- "Who are our admins?"
- "Does Anna have publish access?"
- "Who can publish to the Stockholm office?"
- "What can the Marketing group access?"
You can write in your own language. The assistant replies in the language you write in, or in the language you use PLAYipp in.
You can also refine a list of users without repeating yourself. For example, ask "who is in the Marketing group?" and then follow up with "only the blocked ones" or "also include the Sales group", and the assistant will narrow or widen the same list rather than starting over.
If you ask about a specific user or group and the name matches more than one, the assistant asks which one you mean instead of guessing.
Depending on the question, the assistant replies with a short written answer, an interactive table, a chart, number tiles or a list, whichever makes the answer easiest to scan. Click a user in a table or list to go straight to their details page. A user list shows up to 50 users at a time. If more match, the assistant tells you the real total and that the list has been cut off, so you can narrow your question to see the rest.
Making changes to your users
You can ask the assistant to make changes to a group of users, based on almost any description you give it. For example "block all users who haven't logged in for 180 days" or "invite these three new colleagues". The assistant can:
- Block a set of users, so they can no longer sign in to your organization. They are signed out right away.
- Unblock a set of users
- Delete users from the company
- Create (invite) new users by giving their names and emails
Good to know
- Your own account is always left out of block, unblock and delete. You cannot accidentally lock yourself out or delete yourself through the assistant.
- New users you invite start with no permissions, no groups and no screen access. The confirmation card tells you this, and you set up their access afterwards on the Users page.
- The invitation email goes out as soon as you approve. If someone already has a PLAYipp account in another organization, they are invited to join yours instead of getting a new account. Emails that already belong to a user in your organization are skipped.
- The assistant picks users from what it has found for you in the conversation, and the confirmation card always shows exactly who is selected. Check it before approving.
The confirmation card
Before anything happens, the assistant always shows you a confirmation card listing:
- Matched: the users that fit what you described
- Excluded: matched users automatically left out because the change does not apply to them. What that means depends on the action:
- Block: your own account, invited users (they have not signed in yet) and users who are already blocked
- Unblock: your own account, invited users and users who are not blocked
- Delete: your own account
- Selected: what will actually happen if you approve
When inviting new users, the card lists the names and emails you gave. Nobody is excluded.
Click Review list to see every selected user before confirming. Nothing runs until you click Approve. There is no separate reject button. If you do not want to go ahead, just close the card or ask for something else.
Deleting cannot be undone
- Block and unblock are both reversible, since you can always undo one with the other.
- Creating a user can only be undone by deleting them afterwards. The invitation email will already have gone out.
- Delete is the one permanent action. Once a delete is approved, it cannot be reversed, so double-check the Selected list before confirming.
If the user does not belong to any other organization in PLAYipp, their account is removed entirely. Otherwise they are only removed from yours.
Note that other admins are not automatically protected from being selected for deletion. Only your own account is.
While you wait
Some questions take a little longer to look into. After a few seconds, you get the option to close the assistant and be notified when your answer is ready. If it takes longer still, you will see a short "Still working on it" message.
If you close the assistant before the reply arrives, in any way, you get a notification ("Your AI assistant has replied") with a link that takes you straight back to it.
Each answer has a thumbs up and thumbs down, so you can tell us if it was helpful. This helps us keep improving the assistant.
Turning off AI assistants
AI features in PLAYipp, including this assistant, are entirely optional. If your organization would rather not use AI and agent features, an organization admin can turn them off for everyone, in one place:
- Go to Organization settings.
- Under General, find Allow AI assistants and turn off Enable AI assistants.
Once disabled, both AI assistants (this one and the Screen Management AI Assistant) are hidden for every user in the organization, until the setting is switched back on.
How your data is handled
- Built and run by PLAYipp. The assistant runs on our own AI infrastructure, which we build and operate ourselves. It is not handed off to a third-party AI chatbot vendor.
- Your data stays in the EU. The language model behind the assistant is hosted in the EU by Berget, a Swedish hosting provider.
- Same protection as the rest of your PLAYipp data. Data used by the assistant is protected to exactly the same standard as all your other data in PLAYipp. Using the assistant does not lower the bar in any way.
- Your data is never used to train AI models. Nothing you or your organization does through the assistant is used to train any language model. Your data is only used to answer your own questions.
- About your users' personal data. Answering your questions may involve names, email addresses, statuses and last login times of your users. This is sent to the language model only to answer your question, and is only ever shown to company admins within your own company, never to anyone outside it.
- Conversations are kept so you can follow up. Your questions and answers are stored so the assistant has context for follow-up questions. Starting a New conversation clears the previous one from view and from what the assistant considers going forward.
Frequently asked questions
Will the assistant ever do something to my users without asking me first? No. Any change (block, unblock, delete or create) always shows you a confirmation step first, listing exactly who will be affected.
Does the assistant see more than I normally can? No. It only shows you what you already have permission to see on the regular Users and User Groups pages, and only for your own company.
How many users can I see or act on at once? A user list shows up to 50 users at a time. If more match, you are told the real total and can narrow your question (by group, status and so on) to see the rest. Listing the members of a group shows everyone in it. Whatever the size, the confirmation card shows exactly who is selected before anything happens.
Can I undo a change made through the assistant? Blocking and unblocking are both reversible. Deleting a user is not, and the assistant warns you clearly before you confirm a delete.
Can the assistant delete or block my own account by mistake? No, your own account is always excluded from block, unblock and delete.
Can it delete other admins? Yes, if you ask it to and approve the card. Only your own account is protected, so double-check the Selected list before approving a delete or block that might include another admin.
Can I create things other than users, like a group? No, this assistant can only create (invite) users. Groups cannot be created, renamed or deleted through it. The Screen Management AI Assistant cannot create anything at all (no screens, tags, layouts or licenses).
Is my data safe? Is it used to train AI models? Your data is hosted in the EU by Berget, protected to the same standard as the rest of your PLAYipp data, and never used to train any AI model. See How your data is handled.
I manage users but I am not a company admin. Why do I not see the assistant? The assistant is currently available to company admins only. User admins who are not company admins continue to use the Users page directly.
Can we turn this off for our organization? Yes, see Turning off AI assistants. Turning it off hides both this assistant and the Screen Management AI Assistant.