Overview
The AI Insights (also known as Smart Assistant) is a feature available on the Elite plan that helps your team reach out to the right customers at the right time. It uses your sales transaction data, client details, and engagement patterns to identify high-priority outreach opportunities and delivers them directly to your associates with a suggested message ready to go.
The AI Insights tool requires a Point of Sale (POS) integration. Without transaction data, the AI cannot generate recommendations.
Important: No AI-generated messages are ever sent automatically. Every suggested message must be reviewed by an associate before it is sent. Associates always have full control over what goes out to their customers.
How It Works
Clientbook scans your customer data every day to find new outreach opportunities. These activities are prioritized by the AI and delivered to associates based on their client assignments. Here is the basic workflow:
- Open the AI Insights tool. When you open Clientbook on the web dashboard or mobile app, you will see AI Assistant in the navigation menu. Tap or click on it to open your activity queue.
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Review the suggested activity. The AI Assistant will show you a client, the reason you should reach out to them, and a draft message you could send.
- Choose your action. You have several options for each activity:
- Send the message as-is if the suggested text looks good.
- Edit the message to personalize it further before sending.
- Regenerate to ask the AI to write a different version of the message.
- Skip if you do not think the client needs a message right now. When you skip, you will be asked to provide brief feedback so the AI can improve over time.
- Move to the next activity. After you send or skip, the next client activity will load automatically.
Skip Feedback Options
When you skip an activity, you will see the following feedback options. Your feedback helps Clientbook improve the quality of future suggestions:
- They aren't my customer – The client will be unassigned from you and the activity will be made available to other associates.
- Not a good reason to reach out – The activity will be recycled and may appear again later if it is still relevant.
- Not the right time for this message – The activity will be recycled and may appear again later if it is still relevant.
- I've already contacted them – The activity will be marked as completed.
- I don't have any feedback – The activity will be recycled and may appear again later if it is still relevant.
What to Expect
When the AI Insights tool is first turned on for your account, you will likely see a larger volume of activities right away. This is normal. The AI is working through your entire customer database to find the best opportunities. As your team works through those initial activities by sending or skipping them, the volume will settle down to a more regular pace.
The system is designed to avoid creating low-quality or irrelevant suggestions. If there are no strong opportunities to surface on a given day, fewer activities will be generated rather than filling your queue with weak recommendations.
Important Details
- Daily scanning: Clientbook scans all your client data every day for new outreach opportunities.
- Activities expire: If associates do not act on an activity, it will eventually expire and be replaced by higher-priority activities.
- One activity per client: Only one proposed activity will be active for a given client at any time.
- Assignment-based delivery: Activities are delivered to the associate assigned to each client.
- Unassigned clients: If a high-priority opportunity is found for a client who is not assigned to any associate, it will be made available to all associates at the store on a first-come, first-served basis.
- No duplicate work: Two associates cannot complete the same activity for the same client.
- Last contacted check: The AI checks when a client was last contacted before suggesting outreach, so your customers will not be over-messaged.
- Automated messages factor in: If your account has a lot of automated messages configured and sending, the AI may reduce the number of new suggestions since those automated touchpoints already count as outreach.
Tracking AI Insights Performance
You can track how the AI Insights is contributing to your sales using the Automations Report. In that report, filter by AI Insight to see the number of activities completed and skipped, as well as the total sales attributed to those activities. Sales attribution uses a 2 - 14-day window based on your POS transaction data.
AI Insights vs. Smart Messaging
The AI Insights tool and Smart Messaging (Magic Pencil) are two separate AI-powered features in Clientbook. Here is how they differ:
- AI Insights proactively identifies which clients to reach out to and suggests a message. It finds the opportunities for you.
- Smart Messaging (Magic Pencil) helps you write a reply when you are already in a conversation with a client. It generates response suggestions based on the client's last message.
Both features require associate review before any message is sent.
Frequently Asked Questions
How do I get the AI Insights tool?
AI Insights is available on the Elite plan (and above) and requires a Point of Sale integration. If you are on an eligible plan and have a POS integration, AI Insights should be accessible in your navigation menu. If you do not see it, contact our support team for help.
Why am I seeing so many activities when we first turn it on?
When AI Insights is first enabled, it scans your entire customer database and identifies all current opportunities at once. This means you may see a higher volume of suggested activities initially. As your team works through them by sending or skipping, the daily volume will level out. The system will not generate suggestions just to fill the queue. If there is not a strong reason to suggest an outreach, it will hold off.
How often do new suggestions get generated?
Clientbook scans your data every day and generates new activities based on what it finds. Higher-priority activities will replace lower-priority ones. The volume you receive depends on the size of your customer base, how much transaction data is available, and how actively your team works through the queue.
Can the same client appear more than once?
Yes. After you complete or skip an activity for a client, they may appear again in the future if a new relevant opportunity is identified. The suggestions refresh periodically, and a client can show up again if the AI determines there is a new or different reason to reach out.
Can I customize the AI or change the types of suggestions it makes?
The AI algorithm is extensively trained and cannot be customized by individual users. However, the feedback you provide when you skip activities does help improve the quality of future suggestions over time.
Will the AI send messages on my behalf without me knowing?
No. The AI Insights assistant only suggests messages. An associate must review and approve every message before it is sent. Nothing goes out to your customers automatically through this feature.
I am getting fewer suggestions than I expected. Why?
There are a few reasons the AI might generate fewer suggestions: your team may have already worked through the highest-priority opportunities; your account may have a lot of automated messages already sending (which count as outreach and can reduce new suggestions); or there simply may not be strong new opportunities to surface at this time. The AI is designed to prioritize quality over quantity.
Where can I see AI Insights on mobile?
AI Insights is available on Apple (iOS), Android, and the web dashboard. Look for Smart Assistant in your navigation menu.
What types of outreach does AI Insights suggest?
The AI looks at a variety of data signals, including purchase history, client life events (like birthdays and anniversaries), sales opportunity status, and engagement patterns. The specific types of activities available depend on your plan tier. Elite plan customers receive a broader range of activity types compared to Signature plan customers.