3. AI Auto-Fill & Ask AI

Request Ask AI Access

  • Since each AI request has a cost → we need your permission before switching on the Ask AI
  • Contact your SwitchBase Account Rep for assistance

Ask AI

Ask AI searches across your records, your Knowledge Base, and SwitchBase support docs all at once — learning how your organization operates and applying that context to things like SOPs, event summaries, and issue triage.

Try it

Have an AI conversation with your data with our advanced, built-in Ask AI feature. There are two ways to go:

  1. Launch Ask AI directly from the Sparkle icon on the Navigation bar

    • Click + New Chat, ask your question → then click Send

  2. Click Search (or press Cmd+K for Apple or Ctrl+K for Windows) → then click the "Ask AI about your . . ." button

    • Click back with any of the Navigation options marked in Green if you change your mind

Ask your Questions

With Ask AI, you can ask questions to:

  • Examine all, or a subset, of your Records

  • Query your Knowledge Base for crafted answers to questions, such as:

    • "What do I do if there is a lost child during an event?"

  • Conduct a deep analysis of your Records

  • Ask AI cites its sources, as seen in the above image

  • Don't forget to Ask your follow-up questions

  • Every conversation is saved to the Ask AI nav menu, so nothing gets lost

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AI Auto-fill

AI is built into the entire SwitchBase platform → from start to finish.

To dip your toes in, start by looking for the Sparkle icon. Here's an example from the Create Record panel, where information collected from a SwitchBase Chat or SMS message can be transformed into a Record.

You can also summarize all of your Records from a completed Event with a simple click of this Sparkle.

See all of your issues summarized, refined, and saved in seconds. (View the step-by-steps in Summarize an Event Report with AI.)

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SMS & Chat also Sparkle Record Creation

Check out how AI Auto-Fill works as you:

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Summarize an Event with AI

To generate and refine a summary report of an Event:

  1. Select an Event from your Event Controller

  2. Click the Open Event Icon and open the complete Event Record

  3. Scroll to find your Summary Field → and click its AI icon

  4. Blink twice as your Event's Records are summarized

  5. To start making improvements, click the Refine button

  6. Improve and focus your summary by adding or excluding information → ex. "Move Magic Moments to the top" → then click Refine

  7. Continue refining until you are satisfied → then click Save

  8. Copy and paste your summary from its window → and place it anywhere you like

Reset your Event Summary Field and Start Over

To completely redo your AI Summary

  1. Select → and Delete all of the Text in your Summary field

  2. The AI Icon will reappear

    • Click the AI icon
    • Refine as needed

Add AI Summary Fields to your Forms

You need two things to create AI Summaries:

A. To add a Multiline Text Field to a Form:

  1. Select the Add Field

  2. Pick Text

  3. Click Multiline

  1. Click ✓ Save Changes

Add AI Event Summary Widgets to your Dashboards

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Tracking AI Costs

  • Each AI interaction with your Knowledge Base does come with a small cost on the back end based on usage

  • You can keep an eye on usage anytime from your new Org Usage page, which shows daily and monthly limits at a glance

  • Since each AI request has a cost, you'll control who has access

    • We'd suggest limiting access to a small group of Admins to help keep usage focused — though this is just a suggestion, not a requirement, so feel free to configure access however works best for your team

Connect to AI assistants

Claude or ChatGPT

  1. Connect SwitchBase directly to AI assistants like Claude or ChatGPT →
    • Ask questions about your SwitchBase data and turn everyday conversations into instant SwitchBase reporting
    • Reports are rendered in a PDF format for easy consumption and sharing
    • Here's just a clip from a Claude-generated PDF report prepared for The Ballpark at America First Square
    • Visit our Connect AI Assistants article to learn how it's done

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3. AI Auto-Fill & Ask AI