AI bots and their approval gate

What a bot is

A bot is an AI teammate that works inside your workspace on tasks, notes, reports and updates using your real data. Each bot has its own account and only the permissions you give it, shown in the same module list as a human custom role. A bot cannot sign in through the login form. Every action it takes is attributed to it in the audit trail.

Who can use it

• Hiring, pausing, resuming and retiring bots, and giving them instructions, is admin only.
• Approving or rejecting a bot's paused action needs the approve permission for bot actions, which by default only admins have.
• Bots need a plan that includes them (Growth or above). On a lower plan, the pages show an upgrade prompt instead.

Hire a bot

• Go to AI Bots in the sidebar (admins only), then click '+ Hire a bot'.
• Pick a persona: Executive Assistant, People Partner, Accountant, CFO, CMO, CSO, Chief of Staff, CEO or Custom.
• Enter a Name. Optionally add 'Additional instructions'. They are added to the persona's built-in safety instructions and cannot override them.
• Optionally enter a 'WhatsApp number'. Only that number can message the bot directly on WhatsApp. Leave it blank to keep the bot off WhatsApp.
• Review the Permissions table. It is pre-filled for the persona. Tick or untick Read, Write and Delete for each module.
• For a Custom bot, also pick at least one tool under 'Tools'. Nothing is granted automatically.
• Click 'Hire'.

Work with a bot

• On the Bots list, 'Open' shows the bot. Type an instruction in 'Ask this bot to...' and click 'Go'.
• 'Recent runs' lists each run with a status such as completed, waiting_approval or failed. Expand one to read the steps it took.
• 'Pause' stops a bot, 'Resume' restarts it, and 'Retire' removes it (this cannot be undone from the list). A paused or retired bot cannot take instructions.
• There is a monthly limit on the AI calls bots can make, and it depends on your plan.

The approval gate

A fixed set of irreversible or high-stakes actions always pauses for a person, whatever the bot, its permissions or any setting. The list is fixed in the product and cannot be edited. It currently covers:

• Filing a GSTR-1 return.
• Generating or cancelling an e-way bill, and updating its vehicle.
• Marking an engagement filed, closing it, or setting its status to delivered or closed.
• Charging a saved payment method.
• Handing over a person's open work, or revoking a person's access.
• Approving or rejecting leave.

Review an approval

• When a bot reaches one of these actions its run shows waiting_approval and a message with a 'Review approval' button appears in team chat.
• You can also go to AI Bots and click 'Approvals' to see everything pending.
• Each request shows what the bot wants to do and, if given, its reason. Click 'Approve' to let the bot continue, or 'Reject' to stop that run.
• A request already decided by someone else cannot be decided again.

Common problems

• You see an upgrade prompt: your plan does not include bots. Ask the account owner to upgrade.
• A persona is greyed out: it is not available to hire.
• A bot cannot do something you expected: it only has the modules you ticked under Permissions. Review its permissions with an admin.
• 'That phone number is already linked to another bot': each WhatsApp number can belong to one bot.