1. What is the AI Assistant?
The Wemply AI Assistant is a conversational assistant that allows users to ask questions about company data in Wemply, such as working hours, absences, and reports.
The AI Assistant can be opened using the AI button in the menu bar. When a question is submitted, the answer is displayed progressively in the conversation.
2. How do I enable the AI Assistant for a company?
The AI Assistant is not enabled for companies by default. The feature must be enabled separately for each company.
AI features can be enabled under Configure > Wemply invoices by selecting “Enable AI features.”
When enabling AI features, the company’s monthly AI usage limit is set in the “Maximum monthly AI cost” field in the same view. See section 5 for more information about usage limits.
3. Who can use the AI Assistant?
Once the AI Assistant has been enabled for a company, access depends on the user’s permission group.
An employee can use the AI Assistant if a Monthly AI assistant budget has been assigned to their permission group. This can be configured under Configure > Permissions > Permission groups. If no budget has been assigned, or the budget is €0, the employee cannot use the AI Assistant.
Administrators can use the AI Assistant even if no separate budget has been assigned to their permission group. However, the company-wide monthly cost limit also applies to administrators. If the company limit has been reached, the AI Assistant cannot be used by anyone, including administrators.
The AI Assistant is opened using the AI button in the menu bar. If the AI Assistant has not yet been enabled for the company, administrators will instead see information about how to enable the feature.
4. What data can the AI Assistant access?
The AI Assistant always follows the Wemply permissions and data access rights of the user asking the question. The AI Assistant cannot be used to access data that the user would not otherwise be permitted to view in Wemply.
For example, if a question refers to “all employees,” this means all employees whose data the specific user is permitted to view — not necessarily every employee in the company.
The AI Assistant does not evaluate or characterize employees, nor does it make predictions or recommendations about them. It provides factual information and numerical data that the user is authorized to access, such as the number of hours worked.
AI usage is tracked for each employee by month: the cost and the number of requests.
5. AI usage limits
Several limits are used to control AI usage costs:
Company monthly cost limit. Under Configure > Wemply invoices, the “Maximum monthly AI cost” field defines the company’s maximum monthly AI usage cost in euros. This limit applies to all users, including administrators.
Permission group monthly budget. Under Configure > Permissions > Permission groups, the “Monthly AI assistant budget” field can be used to set different monthly AI usage budgets for different permission groups. The budget applies separately to each employee belonging to that permission group — it is not a shared limit for all users in the group.
Free AI usage. Until 31 December 2026, each company gets €10 of free AI usage in total. This is a one-time amount, not a new amount every month. The free usage comes on top of the company’s monthly cost limit. For example, if the limit is €20 and some free usage is still left, AI can be used for up to €30 that month, but no more than €20 is added to the invoice. If “Maximum monthly AI cost” is set to €0, the AI assistant can be used until the free usage runs out, and no paid AI usage is added to the company’s invoice. A value of €0 can only be set until 31 December 2026. After that, the limit must be at least €1.
Free usage also counts towards the employee’s permission group budget.
If the company’s monthly cost limit is reached, or a user has used up the Monthly AI assistant budget assigned to their permission group, the AI Assistant can no longer be used due to the applicable limit. AI usage is also paused if the price of the AI model being used is not known to the system.
A single question can be up to 4,000 characters long. The assistant has up to 1 minute to put together an answer, and it can look up data only a limited number of times while doing so. In a long conversation, the assistant only takes the most recent messages into account.
6. Security and other restrictions
The AI Assistant includes safeguards designed to prevent instructions contained in conversations or in data accessible to the AI from overriding or bypassing the assistant’s system rules.
The AI Assistant always follows the Wemply permissions and data access rights of the user asking the question. The AI Assistant cannot be used to access data that the user would not otherwise be permitted to view in Wemply.
The AI Assistant can be disabled at the company level. Usage is also paused automatically when the company’s monthly cost limit has been reached.
Content-related restrictions include, among other things, a rule that the AI Assistant does not evaluate or characterize employees or make predictions or recommendations about them.