The basics
The AI Copilot in Planbase helps teams analyze operational data and take action, all using plain language. Whether it’s adjusting staffing, responding to provider messages, or updating schedules, the Copilot surfaces insights and coordinates changes across your account to streamline decision-making at scale.
📣 This tool is available only to users with Admin account permissions. Providers and standard end users do not have access
ℹ️ The Copilot is currently in beta. If something doesn’t look right, use the feedback option so we can improve it.
Opening the AI Copilot
To open the Copilot, log into Planbase and click the three-star icon in the left sidebar.
The Copilot opens as a chat interface showing your conversation history.
To start a new conversation:
Click the plus (+) icon.
Select Planbase to talk to the AI Copilot, or select a provider to message them directly.
Asking the Copilot questions
You can ask the Copilot questions about your account data. For example:
“Analyze my demand forecasts for next month.”
“How many people took PTO last week?”
“How many hours did John work last month?”
The Copilot reads data already in your account and responds with summaries, trends, or counts.
Making changes and automating work
You can also ask the Copilot to make updates or perform actions. For example:
Adjust forecasts for a service line or customer.
Add breaks to shifts longer than a certain length.
Move a scheduled shift to PTO or call-out.
Bulk update licenses or custom fields.
Onboard multiple providers by pasting details.
These actions apply directly to your account after you approve the change.
Getting the Copilot to act on SMS messages
When you message a provider through Planbase, their replies appear in the conversation thread. You can then ask the Copilot to act on those replies directly.
To do this, mention @planbase in the conversation and describe what you want to happen.
For example:
You message a provider asking if they can work today.
The provider replies by SMS saying they can’t make the shift.
In the same conversation, you type
@planbase can you cancel Joe’s shift today.
The Copilot reads the conversation context and prepares the action for you. Before anything is changed, you’ll see a confirmation step where you can review and accept the update.
This works for actions like:
Cancelling or updating shifts
Creating time off or call-outs
Adding availability based on a provider’s reply
Using the Copilot across the product
The Copilot stays available as you move between pages. You can ask follow-up questions or take action without restarting the conversation.
For example:
Review a schedule.
Ask why coverage looks low.
Ask the Copilot to adjust staffing or shifts based on what you’re viewing.
Providing feedback
The Copilot is currently in an early release phase.
If a response is incorrect or incomplete:
Click the thumbs-down icon on the response.
Select the issue type.
Add context describing what went wrong.
This feedback is used to improve the Copilot.
Data privacy and security
Customer data is not shared with or used to train AI models.
Data is isolated per customer account.
Chat history is stored within your company account and may be visible to other users with Admin permissions.
Do not enter sensitive information
Do not paste passwords, API keys, PHI, or security credentials into the Copilot.