Skip to content
SWARE CRM
Sign in Request a demo
Features Security Integrations Docs Sign in Request a demo
Documentation SWARECO AI

Using SWARECO AI

Ask questions about your CRM and approve the changes it proposes.

What it is

SWARECO AI is an assistant built into the CRM. Ask it about your contacts, deals, appointments and comments and it answers from your own records, showing what it looked at. It can write a first draft of an email or summary in its answer, and it can propose changes — but nothing is changed until you confirm it.

It is off until an admin turns it on and adds the account's own API key. See AI settings & oversight.

Opening it

The assistant is a panel that docks beside every page. Open it from the button in the top bar, or choose Ask SWARECO AI on a contact or deal to start a chat about that record. It stays open as you move between pages, and a chat keeps running if you close the panel.

When you start from a record, the assistant is told which one you are looking at, so a question like “summarise this deal” needs no further detail. On a record page it may also show a callout computed from the data, such as a deal with no activity for 14 days or more, or an open deal with no upcoming appointment.

Answers you can check

Under each answer, small chips list what the assistant actually read — for example Read contact or Listed 3 of 3 opportunities. They come from the lookups it really made, not from the assistant's own description of its work, so you can tell a checked answer from a guess.

What it can read

Contacts, deals, offerings, appointments and comments — and only what you could see yourself. A field your role is not allowed to see is left out, and the assistant never reaches another account's data.

Changes you approve

When the assistant wants to change something, it shows a card describing the change instead of making it. It can propose:

  • Creating or updating a contact, deal, offering or appointment.
  • Cancelling an appointment.
  • Adding a comment.

Nothing is written until the person who started the chat clicks Confirm. Dismiss leaves everything as it was.

  • When you confirm, the CRM checks again that the record has not changed since the proposal and that you are still allowed to make the change.
  • A card you leave alone for 15 minutes expires.
  • An applied card shows the previous value, so you can see what changed.
  • What you can approve follows your role. Contacts, deals and offerings can be changed by admins and above; members can book their own appointments and add comments.
  • The change appears in the record's history as Your Name (Assistant).

Writing help

Ask for an email, a summary or a proposal and the assistant writes the text in its answer, following one of your saved skills if you like. It never sends email for you, and nothing it writes is saved to a record unless you copy it there yourself.

Skills

A skill is a saved instruction for work you do again and again — how your team writes a proposal, say. Pick one from the chips above the message box, or type / and its name. Four come ready-made: Proposal, Follow-up email, Deal summary and Call notes. Admins can edit them, add more, or limit a skill to admins or owners.

A skill only shapes how the assistant writes. It cannot widen what anyone is allowed to read or change.

Several conversations at once

Start as many chats as you like; they run in the background. Chats that need you — waiting for a confirmation, a finished answer you have not seen, a failure, or a budget stop — are grouped at the top, with a count on the top-bar button and in the browser tab title, and a toast when you are looking at something else.

You also get a bell notification when a chat finishes. A chat waiting for your confirmation sends an email as well, by default, because its cards expire after 15 minutes. Both are switches in Settings → Notifications. You can archive a chat to clear it from your list; it comes back if you write in it again.

Who can see your chats

Admins and owners of the account can review conversations, as described in AI settings & oversight. The chat window says so before you start.

What it cannot do

  • Delete anything. There is no delete capability for it to use.
  • Reach another account's data.
  • Make bulk changes — each proposed change is one record.
  • Send email.
  • Undo a change once applied. Ask it to propose the reverse change.

These are limits of how the assistant is built, not settings that can be switched on.

Something inaccurate or missing? Tell us — we would rather fix the docs than have you guess.