Wemu AI: what it can do and how actions work

What Wemu AI does

Wemu AI is an assistant that reads your business's live data and does work for you when you ask in plain words: "how did we go last week?", "book Sarah in with Anna on Friday at 3", "we're out of oat milk". Questions are answered straight away. Anything that would change your data comes back as a Confirm card first, and nothing changes until you tap Confirm.

Where to find it

• Your Wemu AI channel: go to Sidebar → Messages → Team chat. Wemu AI is the conversation at the top. Everyone has their own, and only they can read it. On a computer, the chat button in the bottom-right corner of the screen opens your team chats too, Wemu AI included.
• In any team chat: type @wemu or @ai in a message in a team channel or a direct message. Wemu AI answers in that chat, so everyone in it can read the reply.
• The orb in the header: press and hold the orb at the top of the page, say what you need, then let go. Wemu AI answers out loud. In the Wemu AI channel you can also tap the mic to talk.
• In the Wemu Team app (1.3.0, build 10 or later): open Chat, where Wemu AI is pinned at the top. Type, or tap the mic to talk. See The Wemu Team app.

What it reads

It reads what's in Wemu right now: sales and orders, products, stock and suppliers, costs and margins, customers and their history, bookings and classes, the walk-in queue, your team's roster, hours, leave and targets, invoices, quotes, expenses, campaigns and card disputes. On any screen, ask "what can I do here?" and it lists what it can do for you there.

• It isn't limited to the pages someone can open. Anyone you give Wemu AI to can ask about sales, customers, stock and bookings, so give it to people you'd trust with those numbers.
• Pay stays private. Payroll, labour cost as a share of sales, pay rates and the whole team's commission are shown only to the account owner and admins, and only in their own Wemu AI channel. Managers see the roster's total projected cost but not anyone's rate; everyone else sees hours but no pay, and only their own commission.
• Team chats are shared. When you ask with @wemu, everyone in that chat reads the answer, so it leaves out pay, leave balances and what kind of leave someone is on.
• Clinical notes stay locked. Clinical notes and prescriptions are hidden from team members who don't have View customer notes switched on.

How actions work: the Confirm card

When you ask for a change, Wemu AI doesn't make it straight away. It shows a card saying what will happen, line by line: what changes, for whom, any amount, and whether anyone will be sent a message.

1. Read the card.
2. Tap Confirm to run it, or Cancel to drop it. Nothing changes until you confirm.
3. When it has run, the card shows ✓ Done.

Only the person who asked can confirm or cancel a card. Wemu AI checks everything again at the moment you confirm: your role and access, whether that part of Wemu is switched on, and for many cards whether the record has changed since. If something has changed, it tells you instead of going ahead.

Changing your mind

Before you confirm, tap Cancel, or say "cancel" if you're talking to it. After an action has run, there's no Undo button on the card yet. Ask Wemu AI to put it back instead, and it shows the opposite change on a new card: move the booking back, undo a check-in or a no-show, put an item back on sale, or undo a list import within 24 hours (account owner only). Messages that have already gone out and refunds can't be taken back.

Talking to Wemu AI

Talk to it from the header orb, the mic in the Wemu AI channel, or the Wemu Team app. Talking uses the same monthly allowance as typing.

When a card appears, you can say "confirm" instead of tapping, for the latest card and within 10 minutes of it appearing. Only these can be confirmed by voice:

• Adding a shift
• Creating a task
• Creating a job
• Updating a task
• Marking a no-show
• Undoing a no-show
• Setting staff targets
• Recording leave
• Logging a call, meeting or support request on a customer
• Making a booking
• Moving a booking
• Checking someone in
• Marking items sold out

Everything else needs a tap on Confirm. That always includes anything that moves money, deletes something, or sends a message to a customer.

Who can do what

Wemu AI follows your team's roles, and checks them when you tap Confirm. The account owner is the person who owns the Wemu account. Co-owners count as admins here.

Only the account owner can confirm:

• Setting a budget
• Deleting a customer (or a member with Delete customers switched on)
• Deleting a repeating task series (this one and the ones after it, or all of it)
• Deleting an invoice
• Switching off several products at once
• Deleting several items at once
• Adding, editing or deactivating team members
• Switching whole sections of Wemu on or off for the business
• Changing the business's currency, timezone or country
• Adding a location
• Undoing an import

Owners, admins and managers can confirm anything that moves money:

• Marking an order paid
• Confirming a deposit
• Marking an invoice paid
• Cancelling an invoice
• Changing a paid invoice
• Refunding an order
• Issuing a voucher
• Granting loyalty points
• Settling a booking balance
• Refunding or releasing a no-show fee
• Refunding a booking

They can also confirm these deletes:

• Deleting a task
• Deleting an expense
• Deleting a product
• Deleting a category
• Deleting an option group

And these:

• Texting a customer
• Flagging a customer
• Removing a customer's flag
• Changing the business-wide costing defaults
• Bringing back a deleted item
• Bulk changes to many records at once
• Cancelling a booking
• Setting staff targets
• Approving or declining leave
• Changing leave balances
• Sending a campaign
• Texting a reply to a customer
• Changing business details such as the name, phone, email or address
• Adding a resource
• Changing the online shop design
• Setting up customer reminders
• Rejecting a deposit hold, or recording a deposit returned
• Importing a list of items

Changing business details, the online shop design or the business-wide costing defaults also needs Settings access.

Payroll, labour cost as a share of sales, pay rates and the whole team's commission can be read by the account owner and admins only. Managers see a roster's total cost, not anyone's rate.

Everything else is open to anyone with Wemu AI. Where a screen needs a permission, so does Wemu AI: adding a customer needs Add customers, for example, and nothing can be changed in a part of Wemu the business has switched off.

Giving someone Wemu AI

The account owner and anyone with the Owner role always have Wemu AI. Everyone else needs the Wemu AI switch turned on, in Team → team member → Edit → Component Access or in the table under Settings → Access & Roles. See Team member permissions.

Plans and allowance

• Every account gets a small free Wemu AI allowance each month to try it.
• The Wemu AI add-on comes in three tiers: Lite, Pro and Scale. It's the same assistant on each; they differ only in how much you can use it each month. Prices are in Choosing a plan.
• The 7-day trial includes Wemu AI on the Scale tier.
• The allowance resets on the 1st of each month. When it runs out, Wemu AI says so until then, or until you move up a tier.
• The Wemu AI card under Settings → Subscription → Add-ons shows your tier and how much you've used this month. The account owner can pause Wemu AI for the whole team with the switch on that card.
• To add Wemu AI or change your tier, see Managing your subscription.

The weekday digest

On weekdays, Wemu AI posts a short summary in one Wemu AI channel for the business: the previous day's orders and sales with the top three sellers, how many customers haven't been back in 30 days, how many products are running low, and the total on invoices that haven't been paid. It skips days when there's nothing to report.

What Wemu AI can do in each area

This list comes straight from Wemu AI itself, so it matches what it can do today. Something that belongs to more than one area is listed under each. Who is who can use it, and How says whether it answers straight away or shows a Confirm card.

Anywhere in the app

Sales and orders

Stock and suppliers

Products and services

Costing and margins

Customers

Messages to customers

Forms

Bookings

Walk-in queue and class waitlists

Team

Leave

Money

Invoices and quotes

Marketing

Settings

Tasks and jobs

Bulk edits

What it never does

• Take card details, or charge a customer's saved card. A no-show fee is charged from the booking (see No-shows, customer flags and deposits); Wemu AI can only refund or release one.
• Change passwords, billing or integrations.
• Sign clinical notes or write prescriptions.
• Submit evidence for a card dispute. It tells you which disputes are open and when a response is due; you respond from the dispute itself (see Card disputes).
• Pair tablets or other devices.
• Redeem loyalty points or vouchers.
• Delete a team member for good. The account owner can ask it to deactivate someone, which keeps their sales and hours on record.

Not yet: It can't yet ship orders, send invoice emails, receive stock or approve timesheets. Do those on screen for now.