How to create with the AI assistant: checklists, tests, tasks, instructions, scenarios, dashboard cards
The AI assistant can prepare six kinds of drafts: a checklist, an employee test, a task, an instruction, an automation scenario and a dashboard card. The draft appears in the chat as a card, and it's only created in your account after you click Create (for a dashboard card — Add to dashboard).
The “Create with AI” button
In the Checklists, Testing, Tasks, Instructions and Automation sections, there's a Create with AI button next to the regular create button. It opens the assistant in a new chat: the input field already contains the start of the request (“Create a checklist…”), with examples for this section below. Finish the request and send it — or click an example.
The button is shown if the AI assistant is available to your company, and only to users who can create items in that section.
Who can create what
| What | Who can create it |
|---|---|
| Checklist | An administrator or an employee with the “Creating and editing checklists” permission |
| Test | An administrator or an employee with the “Creating and editing tests” permission |
| Task | Any web account user |
| Instruction | An administrator, an employee with the “Managing the instruction library” permission, or one with edit rights in instructions |
| Automation scenario | An administrator or an employee with the “Automation” permission, on a plan with automation |
| Dashboard card | Anyone who can edit the dashboard |
Permissions are checked again at the moment you click Create. If you don't have the permission, the assistant will tell you who can do it.
Step by step
- Describe what you need. Click Create with AI in the relevant section or Ask AI and type a request, for example: “Create a shift-opening checklist for a coffee shop” or “Make a 10-question test on sanitary rules”. Before a large draft, the assistant may ask 1–2 clarifying questions, such as the type of location or the length.
- Review the card. A draft card appears in the chat: sections and questions; for a test — the correct answers and the passing score; for a task — the description, assignee, location, due date and priority; for an instruction — the sections and text; for a scenario — the blocks in order. Click Show all to expand a long list.
- Ask for changes. In the same chat, write what to change: “add a section about the bar”, “make it 15 questions”. The assistant prepares a new version, and the old card is marked “Replaced by the newer version below”.
- Create it. Click Create. The card is marked Created and gets an Open button. If you don't need the draft, click Cancel.
Until you click Create, nothing appears in your account: the assistant doesn't create anything on its own.
Checklist
The assistant builds a checklist by sections — areas or stages of work — and picks a suitable answer type for each question: yes/no, one or several options (with options that count as violations), a number with a norm (for example, temperature +2…+6 °C), a rating scale, a date (expiry), text, photo, signature, barcode, employee, or an instruction with no answer. Questions can have a “how to check” hint, a weight, a required photo and a “zero the audit on violation” flag for critical items. If your knowledge base has standards, the assistant can rely on them. Just ask, for example: “make a checklist with every answer type”.
After creation, the Open button takes you to the checklist builder, where you can refine the questions, assign roles to sections and adjust other settings. Learn more in the Checklists section.
Employee test
The assistant writes questions based on real work situations and specific standards rather than restating a checklist. Different question types are possible: single or multiple correct answers, true/false, short answer, ordering, and matching. A question can be marked as critical — getting it wrong fails the test.
The test is created as a Draft: you need to review and publish it in the testing section, and assign it to employees there too. Learn more in the Testing section.
Task
Ask, for example: “Assign the manager at 10 Abay St a task to check the extractor hood by Friday”. The assistant finds the employee and the location by name and shows a card with the description, assignee, location, due date and priority. After you click Create, the task appears under Work → Tasks, and the assignee gets a notification. Learn more in the Tasks section.
Instruction
Describe a procedure or standard: “Create a shift-opening instruction for baristas”. The assistant writes the text with sections, step-by-step actions, self-check lists and highlighted warnings, checking it against your company's already published standards.
The instruction is created as a draft in the root of the knowledge base: the Open button takes you to the editor, where you can add photos, move it to a folder, choose who can see it and publish it. Learn more in the Instructions section.
Automation scenario
Describe in words what to do with violations after an audit: “Critical violations — 4 hours, a photo and confirmation by the manager; the rest — one day”. The assistant builds the scenario from the same blocks as the editor: Assign, Due date, “After” photo, Confirmation, Remind, Escalation, Condition and others. If a specific role or employee is needed, the assistant finds them by name.
A new scenario isn't yet connected to any checklists (except when it's the company's first scenario — then it becomes the default scenario). The Open button takes you to Automation, where you can test the scenario on a real audit and choose checklists. Learn more in the Automation section.
Dashboard card
Ask, for example: “Add a ranking of locations by average score for 90 days to the dashboard” or “Show violations by week as a card”. The assistant builds the card from the same metric catalog as the card builder and shows it in the chat with a live preview — on your data and with your permissions.
The card goes to the dashboard that is open right now; if you are not on the dashboards page, to the one you opened last. You can name the dashboard in the request: “…to the ‘Quality’ dashboard”. Only dashboards you can edit qualify. If you have none, clicking Add to dashboard creates a personal “My dashboard” with this card.
If you are on that dashboard, the card appears on it right away; otherwise the Open button takes you there. Size, position and settings can be changed later like any other card. Learn more: AI in dashboards.
Frequently asked questions
Can I ask the assistant to change an existing checklist?
No, the assistant doesn't change existing data — it suggests what to improve. To have AI fix the checklist itself, open it in the builder and click AI review: you'll see before and after and apply the edits you want, and the audit history is kept — see How to create a checklist. If the assistant still prepares a new checklist with the same name as an existing one, “— new version” is added to the name.
Why doesn't the assistant offer to create a test?
The assistant only prepares test drafts for administrators and employees with the “Creating and editing tests” permission — see Roles and permissions.
Can I make a test based on our checklist?
Yes. Open the checklist in the builder and ask: “Make a staff test based on this checklist” — the assistant knows which page you have open.
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