Permissions¶
When you connect an AI app, you choose what it may do. There are six permissions. The first is always on; the other five are yours to switch on or leave off.
An AI app can never do more than you can do in BaseCloud. A permission you don't have the right for isn't offered, and one your administrator hasn't allowed is shown greyed out.
| Permission | What it lets the AI do |
|---|---|
| Read your CRM (always included) | See your clients, contacts, notes, emails, chats and call transcripts, quotes and invoices, your calendar, your Inbox, custom tables, the call log, the Activity Log, your team, and your workflows and how they ran. |
| Make changes | Create and update clients, contacts and notes. Move a note to another client, mark notes done or sensitive, and change client statuses in bulk. Create quotes and invoices and turn quotes into invoices. Book calendar events and answer invitations. Add and edit custom fields, if you manage custom fields. |
| Send messages as you | Send email, SMS and WhatsApp as you, and invite contacts to meetings. Only to contacts on a client record, never to an address typed into the chat. |
| Record payments | Mark invoices paid, one or several at a time, for money received by bank transfer, cash or card machine. It records a payment. It never moves money. |
| Delete records | Delete clients and notes, list what was deleted in the last 24 hours, and put any of it back. |
| Change your automations | Build and edit workflows, switch a workflow on or off, delete a workflow, and re-run a failed run. |
Which rights each one needs¶
| Permission | Your BaseCloud right |
|---|---|
| Read your CRM, Make changes, Send messages as you, Delete records | CRM Access |
| Sending one message to several contacts at once | Send Bulk as well |
| Record payments | Pay Invoices |
| Deleting or restoring a client | Delete Clients as well |
| Change your automations | Create and change automations |
Rights are set under User rights.
Safeguards that are always on¶
- New workflows start switched off, so you can look one over before it runs.
- Every workflow change can be undone. Ask the AI to undo its last change.
- Deleted clients and notes can be put back for 24 hours. Ask "what was deleted recently?"
- Messages only go to contacts on a client record. An AI app can send to at most 50 recipients a day for each person.
- Secrets stay secret. Passwords, API keys and tokens in workflow settings are withheld from the AI.
- Everything is logged. Changes made through an AI app show in the Activity Log with the app's name, such as "via Claude".
What an AI connection can't do¶
- Move money or take a payment
- Send a document for signature
- Delete a custom field
- Add or change rows in a custom table
- Message an address that isn't on a client record
- Anything you can't do yourself in BaseCloud