AI Assistant: chatting with Univents

The Univents Assistant is a chat window built right into your account. It knows your events, your team, and your inquiries, answers questions in plain language, and can take care of tasks for you when you ask. That saves you from clicking through lots of menus.

Opening the assistant

The assistant lives as a round icon in the bottom-right corner of your screen. Here's how to start a conversation:

1. Click the round chat icon in the bottom right (Open Univents Assistant).
2. The chat window opens. The first time you open it, you'll see a short greeting and a few example questions.
3. Type your question into the Ask me anything… (Enter to send) input field and press Enter to send it.

To close it, click Close (the X) at the top right of the window, or press the Esc key. Note: the assistant is currently only available on desktop, not on mobile. The window stays open while you work, so you can ask a new question at any time.

Asking questions and using examples

You don't need to memorize any commands, just write the way you'd speak. When the conversation is still empty, the assistant greets you and shows three clickable suggestions under For example:

• Which events are today?
• Create a quote with the Wedding template
• Who's available next week?

Clicking one of these suggestions drops the text straight into the input field, where you can tweak it or send it right away. The assistant also takes into account which page you're currently on: the current section is shown at the top of the window. So if you ask a question while you have an event open, the assistant usually knows which event you mean without you having to name it again.

What the assistant can do

The three examples above are just a taste. The assistant covers virtually every area of Univents — here's an overview of what you can use it for:

The assistant also covers further areas, such as locations, booking pages, automation rules, and your workspace settings.

Finding customers by product (reverse search)

You remember a dish but not who ordered it? Just ask the assistant:

• "Who has ordered the meatloaf platter before?"
• "Which customers had breaded schnitzel on a quote?"
• "Show me every customer who booked coffee catering, sorted by revenue."

The assistant searches all quotes, invoices and delivery notes in your workspace — including line items you typed in freehand and never linked to a catalogue product. You get back the customers with the number of documents (quotes and invoices counted separately), the quantity ordered, net revenue, and the date of the most recent document. Handy for targeted repeat offers: "Who had this last year but not yet this year?"

Two things worth knowing:

• Older wordings are found too. If a product was renamed in the meantime, the search still finds the older documents, because it also matches through the product in your catalogue.
• You need access to finance documents. The answer comes from your quotes and invoices. Without that permission the assistant tells you so instead of showing an empty list.

Dictating by voice

If your browser supports it, you can speak your question instead of typing it. A microphone icon then appears next to the input field.

1. Click the microphone (Start voice input).
2. Allow the browser one-time access to your microphone if it asks.
3. Speak your question, the spoken text appears in the input field as you talk.
4. Click the button again (Stop voice input) to end the recording.

Any text you've already typed stays put, the dictation is simply appended to it. You can then correct the text and send it with Enter as usual. If no microphone appears, your browser doesn't support the feature, so just type your question instead.

Attaching images and files

Next to the input field you'll find a paperclip. Use it to attach an image (a screenshot, for example), a PDF, a Word document, or an Excel sheet to your message — the assistant sees the content and can work with it, for instance turning a list in the image into tasks.

Good to know: the assistant keeps the most recently attached images in view — so you can still refer to a screenshot a message later ("now turn that into tasks"). If you attach many images one after another, the three most recent stay visible; older ones it can no longer look at, and it will say so rather than guess — just attach the image once more. For PDFs, Word, and Excel files, the text stays available for the whole conversation.

Choosing a model: Simple or Complex

Above the input field you'll find the Model switcher with two options: Simple and Complex.

• Simple is the default and fast enough for most questions and tasks.
• Complex uses a more powerful model suited to harder tasks — the label right next to the button flags a higher cost per message as a result.

Your choice applies for the current conversation: as long as you stay in the same conversation, the setting sticks, even if you navigate to a different page in the meantime. A new conversation always starts back on Simple. While an answer is streaming, the switcher can't be used.

When your AI credit balance runs out

Both questions and actions from the assistant consume your workspace's AI credits — Complex consumes more than Simple. If the balance is empty, the assistant shows the message AI credit used up. Top up your balance to keep using the assistant. For how to check your balance, top it up, or set up automatic top-ups, see AI Credits & Usage.

Confirming actions

The assistant doesn't just answer questions, it can also get things done, for example sending a document or recording a payment. So that nothing happens unintentionally, it asks before such steps. A card appears with a heading describing what it plans to do, a short summary, and the details.

• Confirm runs the action.
• Cancel discards it, and nothing happens.

After you confirm, the card shrinks down to a short line. Using Details, you can expand it again to see exactly what happened and when. If a confirmation sits too long, it expires (Confirmation expired — please enter again); just enter your instruction again.

Finding earlier conversations

Your conversations are saved, so you can return to an old thread at any time.

1. Click the speech-bubble icon at the top of the window (Show conversations).
2. The Conversations view shows all your previous threads with title and date.
3. Click an entry to reopen that conversation.

If you'd like a fresh start, click the pencil icon at the top (Start a new conversation). While an answer is in progress, you'll see the Answering… indicator, and the send button turns into a stop button: with Stop answer, you can interrupt an answer in progress at any time.

Tips

• Be specific: The more precise your question, the more precise the answer. Instead of "Show me events," try "Which events are this week?"
• Use the context: Open the relevant event or inquiry first, then the assistant can refer to it directly.
• Check confirmation cards: For actions like sending documents, read the summary briefly before you click Confirm.
• Check the amounts on documents: When the assistant adds line items, it enters the unit price and the quantities separately (e.g. 1 × 3 people × 3 hours × €39.92). For products billed per person or per hour, take a look at the line total before you send: the quantities come from your event, so if the guest count or duration there differs from what you agreed, the line item is calculated with those.
• Follow the sources: For questions about Univents features or your knowledge base, the assistant marks every backed-up statement directly in the text with a small numbered citation like [1]. Tap or hover over it for the text excerpt; for help articles, clicking it opens the article in a new tab. More on this in AI Answers with Source Citations (Knowledge Base).