Access and availability
Q: I want to use AI Assistant but it's disabled. What do I do?
A: Talk to your admin (anyone with Chair, Board Secretary or Administrator access roles) to switch it on at the organisation level on their settings page. This will affect the board and all its committee accounts.
Q. Which plans is AI Assistant included in?
AI Assistant is included in all Premium and Ultimate plans.
Q: My admin has turned it on but I don't want to personally use it. Do I have to?
A: No. All AI features in BoardPro are opt-in by choice. You'll see anything AI-powered clearly marked, and you can simply ignore the Ask AI button if you'd prefer not to use it.
Q: I'm on multiple boards – does AI Assistant work across all of them at once?
A: No, AI Assistant works within the context of one board or committee at a time. Navigate into the relevant board first, and its answers will draw from that board's materials and history.
Accuracy and trust
Q: Can I trust the answers?
A: Trust them most when AI Assistant is citing your own documents – that's what it's purpose-built for, and every answer includes a source you can verify. For general-knowledge questions (a public holiday, a regulatory date), treat the answer the way you'd treat advice from a well-read colleague: useful, but worth checking before acting on it.
Q: I asked the same question twice and got slightly different answers. Why?
A: Large language models generate answers rather than retrieving them from a fixed database, so wording can vary between runs. For questions grounded in your board materials this variation is small and the cited source is what matters. For general questions, variation can be larger – another reason to verify anything material.
Q: The summary seems to repeat itself. Is something broken?
A: Usually not – it means the same information appears in multiple places in the source document, and AI Assistant has surfaced each instance.
Privacy and data
Q: Can other people see my chats?
A: No. Chats are private to you. Other users, including administrators, cannot see your conversations.
Q: Is my board's content being used to train AI models?
A: No third-party AI provider is permitted to use your prompts, documents, or board content to train their models. Full details on how data is handled, including how BoardPro uses anonymised usage information to improve the product, are in our AI Policy.
Q: Can AI Assistant see documents I don't have access to?
A: No. It mirrors your existing BoardPro permissions exactly — if you can't open a document directly, AI Assistant can't reference it either.
Practical limits
Q: Can I upload a file into the chat?
A: Not at launch. AI Assistant works with documents already in BoardPro. File upload is on the roadmap.
Q: Can I share a useful chat with another board member?
A: Not currently. Chats are individual to each user. If you want to share a finding, copy the relevant text into an email, agenda item, or document.
Q: Can I export my chat history?
A: Not at this stage. You can view past chats in the history panel for 30 days, but if you want to keep something, copy it out before the thread expires.
Q: How many conversations can I have?
A: You can have up to 30 active threads, and each thread expires after 30 days. If you want to keep a record of something useful, copy it out before the thread expires.
Q: Can I unlock chats?
A: Once a chat is locked it cannot be unlocked.