This guide explains how you can control which users can access the AI assistant by updating their role page permissions in HR. These settings are managed through role management, where you can edit existing roles or create dedicated roles with specific access.
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Update AI assistant permissions in role management
Follow the steps below to change access for any role:
- Go to System configuration > Role management
- Select the role you want to edit from the list
- Choose Pages from the Actions popup
- Use the search bar or scroll down the list to find “chatbot”
- Locate Chatbot overlay and set the permission toggle to either:
- Access – to allow AI assistant use
- No access – to prevent AI assistant use
- Click Review Changes and then Update to save the changes
- All people in this user role will now have access to the AI assistant and see the Ask button on the top right of the toolbar
| Note: If users assigned to this role are already logged in, they’ll need to reload HR for the permission change to take effect. |
Additional notes
- Permissions can be updated at any time
- If you are introducing AI assistant access to multiple roles, repeat these steps for each one
- Users without the Access permission will not see or be able to open the AI assistant
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