AI Assistant

Ambivo includes a built-in AI assistant that understands your CRM data and can help you with everyday tasks using natural language. Instead of clicking through menus and filters, you can simply ask a question or give an instruction.

What Is the AI Assistant?

The AI assistant is a conversational interface powered by artificial intelligence. It has access to your CRM data and can:

• Answer questions about your leads, contacts, deals, and revenue
• Search and find records using natural language
• Help compose and send emails
• Manage your calendar
• Provide sales insights and recommendations
• Help close deals with guided workflows

Think of it as a knowledgeable teammate who is always available and can instantly look up any information in your CRM.

Getting There

• Log in to Ambivo
• Look for the AI Assistant or Chat icon (usually in the bottom-right corner or the top bar)
• Click it to open the conversation panel

Ask Questions About Your Data

You can ask the AI assistant questions in plain language, just as you would ask a colleague.

Examples

• "How many leads did we get this week?"
• "Show me all opportunities closing this month"
• "What is our total revenue this quarter?"
• "Who are my top 5 contacts by deal value?"
• "How many leads came from the website last month?"
• "What is the average deal size for the sales team?"

How It Works

• Type your question in the chat
• The AI analyzes your question, searches the relevant data, and returns the answer
• Results may include numbers, lists of records, or summaries
• You can ask follow-up questions to drill deeper

Manage Leads and Contacts

The AI assistant can help you work with leads and contacts conversationally.

• "Create a new lead: John Smith, john@example.com, company Acme Corp"
• "Change the status of lead Maria Garcia to Qualified"
• "Find all contacts at Acme Corp"
• "Show me leads that have not been contacted in 30 days"
• "How many leads are in the Qualified stage?"

Compose and Send Emails

The AI assistant can draft emails for you and even send them.

• "Draft a follow-up email to Sarah about the proposal we discussed"
• "Send a thank-you email to the contact on opportunity XYZ"
• "Write a professional introduction email for a new lead"

How It Works

1. 1

   Describe the email

   Tell the AI who you want to email and what the message should be about.

2. 2

   Review and send

   The AI drafts the email based on your instructions and CRM context. Review the draft, request changes if needed, and confirm to send.

Calendar Management

• "What meetings do I have tomorrow?"
• "Schedule a call with John Smith for next Tuesday at 2 PM"
• "Find a free slot this week for a 30-minute meeting"
• "Show me my calendar for this week"

Task Management

The AI assistant can help you create, organize, and track tasks and to-dos without leaving the conversation.

What You Can Do

• Create tasks — Add tasks with a title, due date, priority, and assignee
• View and filter tasks — See your open, overdue, or high-priority tasks
• Assign tasks — Delegate tasks to team members
• Complete or update tasks — Mark tasks as done or change their details
• Link tasks to records — Connect a task to a specific lead, contact, account, or deal
• Search tasks — Find tasks by keyword

Examples

• "Create a task to follow up with John Smith, due tomorrow, high priority"
• "Show me my tasks for this week"
• "What are my overdue tasks?"
• "Assign the Acme proposal review to Sarah"
• "Mark the client onboarding task as done"
• "Find all tasks related to the TechCorp deal"
• "Remind me to send the contract next Monday"

Task Priorities

Calendar Sync

Tasks can sync with your Google Calendar or Microsoft Outlook so that deadlines and reminders appear alongside your meetings and events.

Sales Insights and Analytics

• "What is our revenue forecast for this quarter?"
• "Which marketing source generated the most revenue?"
• "How is the sales team performing this month?"
• "Show me the pipeline breakdown by stage"
• "What deals are stuck in the Negotiation stage?"

Research and Sales Intelligence

The AI assistant can research prospects, companies, and market topics to give you actionable intelligence for better sales conversations and strategy.

What You Can Do

• Research a person — Get background information, recent news, and talking points
• Research a company — Get a company overview, market position, key people, and potential opportunities
• Research a topic — Get a comprehensive report on market trends or industry developments

Examples

• "Research John Smith at Acme Corp"
• "What can you find about TechCorp?"
• "Enrich this lead" (when viewing a lead, the AI uses that context)
• "Research AI trends in the SaaS industry"
• "Look up the competitive landscape for cloud security"

How It Works

• Tell the AI what or who you want to research
• The AI gathers information from multiple sources — this takes approximately 15 minutes
• You receive a reference ID so you can check back on progress
• When complete, the AI presents a summary with key findings and actionable insights
• Check status anytime by asking "Is my research done?" or "Check the status of my research."

What You Get Back

• Person research: Background, role, recent news, social presence, and suggested talking points
• Company research: Overview, recent news, market position, key people, and potential pain points
• Topic research: A comprehensive report synthesized from multiple sources with actionable takeaways

E-Signatures and Contracts

The AI assistant can help you manage your entire e-signature workflow — from browsing contract templates to sending documents for signature and tracking their progress.

What You Can Do

• Browse templates — See all available contract templates (NDAs, SOWs, MSAs, and more)
• Send for signature — Send a contract to one or more recipients
• Track status — Check whether a document has been viewed, partially signed, or fully completed
• Get signing links — Generate a direct link a signer can use
• Download signed documents — Get a copy of the fully executed contract and audit trail
• Cancel or resend — Cancel a pending document or resend the signing invitation
• Generate templates — Create a new standard contract template

Examples

• "Show me my contract templates"
• "Send the NDA to john@acme.com and sarah@acme.com"
• "What is the status of the Sales Agreement?"
• "Create a signing link for the SOW"
• "Download the audit trail for the completed contract"
• "Generate a mutual NDA for California with a 3-year duration"

Document Status

Deal Closing Assistant

The AI can guide you through closing a deal with a step-by-step conversational workflow. Tell the AI you want to close a deal (e.g., "Help me close the Acme Corp enterprise deal") and it walks you through confirming deal details, checking required information, updating the stage, and creating the order or contract as needed.

Specialized AI Agents

Behind the scenes, the AI assistant routes your request to specialized agents, each expert in a different area. You do not need to choose which agent to use — just ask your question and the AI routes it automatically.

Conversation Memory

The AI remembers the context of your current conversation. You can ask follow-up questions without repeating yourself.

Example Conversation

• You: "Show me all opportunities closing this month" — AI shows a list of deals
• You: "Which of those are over $10,000?" — AI filters the previous results
• You: "Send a check-in email to the contacts on those deals" — AI drafts emails

For Tenant Admins: AI Governance (Guardrails)

If you are a tenant admin, you can govern which AI capabilities your users can invoke. This helps with cost control and compliance (e.g. data-residency policies that forbid external web lookups).

Default Posture — Secure by Default

Every new tenant starts with these AI capabilities OFF:

Everything else — CRM lists/searches, task/calendar management, daily plans, email drafting, knowledge-base queries on your own data — runs without any guardrail.

What Users See When a Capability Is Off

If a user asks the AI to research a lead or scrape a URL on a tenant where that capability is disabled, the AI responds with a clear message that the capability is disabled and a tenant admin can enable it in AI agent settings. No token or vendor cost is incurred.

Turning a Capability On

• Admins go to the AI governance settings in the admin panel (or call POST /user/ai_agent_config directly)
• Pick the capability to enable (Deep Research, Web Search, URL Scraping)
• Save — the next question any user asks uses the new policy immediately
• Fine-tune with a Deny list (block specific actions) or Allow list (allow specific actions while keeping the whole capability off)

Tenant Vocabulary (Industry Vernacular)

You can teach the AI your company's language. Many property tenants prefer these terms:

When configured, users can ask questions the way they already think: "how many leases closed this month?" or "show me my client at Oak Park." The AI understands the mapping and speaks back in your chosen terms.

Common Questions

Tips and Best Practices

• Be specific in your questions — "How many qualified leads do we have from website in March?" is better than "Tell me about leads"
• Use follow-up questions to drill down — the AI remembers the conversation context
• Let the AI draft emails for you — review and personalize before sending
• Use the AI for quick data lookups instead of building manual filters
• Ask the AI for recommendations — "What should I focus on today?" can give you prioritized action items
• Try the deal closing assistant when you are ready to finalize an opportunity

Related Guides

• CRM-001 — Leads Management
• CRM-004 — Opportunities and Pipeline
• CRM-012 — Email Management
• CRM-013 — Calendar
• CRM-014 — Workflows