Meet your AI Team

Overview#

Your AI Team is one agent for each part of the office, laid out like ServiceTitan's modules: Calls, Dispatch, Accounting, Purchasing, Follow Up, Reports, Marketing, Pricebook, Tasks, the field app, and Warranty & Compliance. Each agent does the repetitive work of the person in that seat (CSR, dispatcher, bookkeeper, buyer and so on) through the same screens and permissions a person would use. You decide how far each one may go. Everything an agent does is in its activity log and the audit trail, and most of it can be undone for 24 hours.

Before you start#

• Who sees the AI Team: people who can approve AI proposals (owners, admins, dispatchers, accounting). Viewers, CSRs and technicians don't see it.

• Who changes autonomy and guardrails, and clicks Run now: owners and admins.

• AI connection: some skills (the receptionist, invoice review, collections drafts, reading bills, diagnostics) need an AI connection. Without one, the agent's card says which skills are paused. Everything else is rule-based and keeps working.

• TradesForce: the marketing coordinator works with TradesForce. Connect it in Settings › Lead sources first.

• Open the AI Team from the AI Team link next to AI approvals, or click Your <role> agent at the top of a module page (for example Your Dispatcher agent on the AI Dispatcher page).

Steps#

Read the roster#

1. Open AI Team. The top row shows Hours saved this week, Waiting for you (changes agents prepared for approval) and Agents on duty.

2. Each card shows the agent's name and role, the module it covers, and a status:

   • Working: it did something in the last 24 hours.

   • Idle: on, but nothing needed doing.

   • Needs approval: changes it prepared are waiting in Approvals.

   • Off: it does nothing.

3. Under This week you see what it did, for example "Drafted 2 purchase orders, prepared 1 change for you, flagged 1 issue".

4. Hours saved is an estimate (see the FAQ). It shows "—" when nothing counted yet.

Choose how far an agent may go#

1. On a card (or the agent's page), click a level:

   • Off: does nothing.

   • Suggest: changes nothing. It lists what it would do; you click Do it.

   • With approval: prepares each change and waits in Approvals for a yes.

   • On its own: acts by itself inside its guardrails; anything outside them waits for approval.

2. The analyst and field assistant only advise, so they offer Off and Suggest.

3. The change is saved right away and recorded in the audit trail.

Set guardrails#

1. Click Open on a card.

2. Under Guardrails, set:

   • Money limit per action ($): the largest amount (such as a PO total) it may commit alone. Blank means never alone.

   • May contact customers on its own: off means anything that reaches a customer waits for approval.

   • Quiet from / Until (hour): no customer contact on its own in these hours (company time).

   • Actions on its own per day: past this, the rest wait for approval.

   • Monthly AI budget ($): its AI skills pause for the month once spent.

3. Click Save guardrails.

Work with what an agent did#

1. On the agent's page, Activity lists each run, note, report and action with why it did it and the outcome.

2. Do it on a suggestion does it with your permissions. Dismiss removes it.

3. Waiting in Approvals entries are decided on the Approvals page (grouped under AI Team).

4. Undo reverses a reversible action within 24 hours (for example, cancels a drafted PO or removes a staged price).

5. Click Run now to have the agent check its module immediately. The message says what it did, or "Nothing needed".

Read "What I can and can't do"#

Every agent page lists, in plain English, what the agent does and what it never does (for example, the buyer never sends a PO to a supplier, and the marketing coordinator never runs ads).

Settings that change this#

• AI Team › (agent) › Autonomy and Guardrails.

• The bookkeeper's and sales coordinator's autonomy also sets their agents in Settings › AI (invoice review, collections, bills, member visits). The dispatcher's sets the AI Dispatcher's auto mode for re-plans.

• Settings › AI turns AI on or off for the company.

• Settings › Lead sources › TradesForce connects TradesForce for the marketing coordinator.

Tips#

• Start agents at Suggest or With approval for a week, then move the ones you trust to On its own with tight guardrails.

• The Your <role> agent chip on a module page shows a number when that agent has changes waiting.

• Agents never repeat themselves: running again doesn't create the same task, PO or suggestion twice.

Troubleshooting#

• A card says "AI isn't connected". → No AI key on the server, or AI is off. → An admin connects AI. Rule-based work continues meanwhile.

• The marketing coordinator says "TradesForce isn't connected". → No active TradesForce connection. → Connect it in Settings › Lead sources.

• An action in "On its own" is waiting for approval. → It was outside a guardrail. → Its entry says why ("over this agent's money limit", "quiet hours", "limit of actions for today").

• Undo isn't offered. → The action can't be reversed (for example a published dispatch plan), or 24 hours have passed. → Change the record directly.

• I don't see AI Team. → Your role can't approve AI proposals. → Ask an owner or admin.

FAQ#

How is "Hours saved" worked out? For the last 7 days, TradesWork adds up standard minutes for each thing the agent finished or you approved from it (for example 15 minutes per drafted purchase order, 3 per task, 30 per dispatch plan), plus the existing agents' approved fixes, and divides by 60. Suggestions nobody acted on count 0. It's an estimate, not a measurement.

Does an agent act as me? No. On its own, it acts as itself with only its module's permissions, and the audit trail shows the agent. When you click Do it or approve, it runs with your permissions and is recorded as you.

Can agents see other companies' data? No. Each agent works inside your company only.

What's the difference between Suggest and With approval? Suggest lists ideas on the agent's page only. With approval puts a prepared change in the shared Approvals queue, with the badge count, for whoever approves.

Coming from ServiceTitan#

ServiceTitan staffs each module with people. TradesWork keeps the same modules and words and gives each one an agent: Calls (CSR), Dispatch (dispatcher), Accounting (bookkeeper), Purchasing (buyer), Follow Up (sales coordinator), Reports (analyst), Marketing (marketing coordinator), Pricebook (pricing manager), Tasks (office manager), plus a field assistant and a warranty admin. There is no ServiceTitan equivalent page; the closest is assigning work to staff.