Conversational AI for Workplace Management: User Guide

Introduction

This guide provides information on configuring, setting up prerequisites for, and properly using Conversational AI for Workplace Management. This feature enables natural, chat-based interactions with integrated AI agents that simplify how users book, manage, and inquire about workplace logistics.

Key Benefits

Using Conversational AI for Space Management offers several benefits:

• AI Integration and Assistance: Creates easy-to-use, conversational interactions to improve the reservation experience for users.
• Efficient Booking: Enables users to request a room and book a resource through chat.
• Simple Check-in: Allows users to check into reservations with a basic prompt.
   

What This Guide Covers

This guide will cover the following topics:

• Enabling Conversational AI in Appspace
• Using the AI Search Agent

Prerequisites

To enable Conversational AI, you need to meet the following requirements:

• You must have a Platform license.
• You must have a Location Admin or Account Owner role.

To use the Search Agent, you need:

• A Premium license.

Enabling Conversational AI

To use AI features in Employee View, you must enable them in the Admin View.

To enable Conversational AI, complete the following steps:

1. Navigate to ☰ Appspace menu > Settings > App Configuration > Employee Experience > Appspace Intelligence.
2. Toggle AI Account Control ON and click Save. This enables AI Insights, AI Narration, AI Generative, AI Translation, and AI Conversational features.
3. From the AI Conversational drop-down, select user access:
   • No Users
   • All Users
   • Publishers and Account Owners Only
   • Specific Users, Groups, or Locations

Using the AI Search Agent

To use the Search Agent as an end user, click on the search bar in the upper-right corner of their homepage on the Employee View.

In the search window that appears, select Ask Appspace Intelligence something to type in a prompt.

Some common prompts include the following:

• Room Bookings: “Find me a meeting room on the third floor for four people tomorrow at 2 p.m.”
• Reservation Management: “Cancel my reservation for 3 p.m. today.”
• Reservation Check-in: “Check in to my next reservation.”