Focus AI gets more useful the more it knows about your business and how you work. The Settings tab in Focus AI is where you give it that context, across three areas: 'Business context' for your company profile, 'Personal preferences' for your individual working style and memory, and 'Business instructions' for business-wide rules. By setting this up, you never have to explain the same thing twice.
User access
In order to get started, go to Focus AI > Settings. Know that every user with access to 'Focus AI' can always view and manage their own 'Personal preferences'. The two toggles are always accessible, regardless of other permissions.
Editing the 'Business context' and 'Business instructions' however requires that the Manage business preferences permission is enabled for your user. An admin can enable this per user via Settings > Users > [user] > Permissions, under the AI section:
The toggle can only be switched on for users who already have access to Focus AI.
Business context
The first step in customising your Focus AI is reviewing and completing your business context. Business context contains all the relevant background information Focus AI needs to help you run your business as efficiently as possible, and the more it knows about your business, the more relevant and useful its answers become. And because it's stored in your settings, you never have to explain your context from scratch again.
To access or edit the business context, navigate to Focus AI > Settings > Business context > click on the name of your company entity > Edit.
Business context is automatically generated from publicly available information like your website or based on your signup data. It covers:
- About your business
- Company size and estimated revenue
- Sector and revenue model
- Ideal Customer Profile
- Goal/mission
- What you sell
The business context is set up per company entity and will be automatically added for your first company entity based on publicly available information. If your account has multiple company entities, each one has its own business context, which is especially relevant for creating quotations and invoices.
Update the business context
If something is missing or incorrect, you can update the Business context in two ways: click Edit and update the information manually, or chat with Focus AI and ask it to update a specific detail.
Accounts with multiple company entities won't have the business context filled out for every entity by default. To add it, follow these steps:
- Click the arrow next to a company entity
- Choose to fill out the information manually or let it Fill with Focus AI.
For the latter option, Focus AI will start asking you follow-up questions one at a time to fill in the gaps.
Personal preferences
Next to setting up your business context, you can also personalise how Focus AI interacts with you individually through 'Personal preferences'. Configure personalised instructions for Focus AI to follow, and enable its memory feature so it can learn and improve from your chat interactions.
Navigate to Focus AI > Settings > Personal preferences. You'll see two settings here, both of which have a toggle you can switch on or off at any time:
- Use personal instructions: This lets you give Focus AI specific instructions about how it should work with you. For example: always use a formal tone in customer emails, structure follow-up messages with a specific opening line, avoid jargon when summarising meetings, or always propose three options when suggesting next steps. The goal is to avoid giving the same instructions over and over. Set them once, and Focus AI will apply them consistently in every chat. Click View personal instructions to view and edit your existing instructions.
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Generate memory from chat history lets Focus AI remember relevant context from your previous conversations. When this is enabled, Focus AI picks up things you've shared before such as recurring customers, how you like to work or preferences you've mentioned. It takes all these things into account in future chats without you having to repeat yourself.
Business instructions
Finally, beyond your own personal preferences, you can also set instructions that apply to your entire team. These are called Business instructions.
Business instructions work the same way as personal instructions, but apply to everyone in the account. Use them to define how Focus AI should assist your entire team: always address customers formally, never promise delivery dates or follow a fixed structure when writing an email. Set them once and Focus AI applies them consistently for every user. Focus AI can store up to 10 business instructions. Click View business instructions to add or edit them.