AI features require a Gemini API key to be configured by your administrator. If you cannot access AI analysis or receive an error when triggering it, contact your system administrator.
What AI analysis does
The AI analysis feature reads across your live job data — job statuses, case notes, SLA timings, contractor activity, financial values, and branch performance — and produces a plain-language narrative with findings and recommendations. You can use it to:- Get an overview of job health across the organisation or a specific branch
- Identify patterns in contractor performance, recall rates, or overdue jobs
- Understand financial position — outstanding invoices, high-value jobs, revenue trends
- Ask specific questions in natural language and get a focused answer
Job health analysis
Job health monitoring automatically scans your jobs for eight categories of problem:| Category | What it flags |
|---|---|
| Stuck new orders | Jobs in “New Order” status for 7 or more days |
| Overdue quotes | Jobs awaiting a quote for 14 or more days |
| Stale quoted jobs | Quoted jobs not accepted within 21 days |
| Long-running jobs | Jobs in progress for 30 or more days |
| High-cost jobs | Jobs with a value over £5,000 |
| Cost overruns | Jobs where actual cost is 50% or more above the quote |
| Missing contractors | Active jobs with no contractor assigned for 3 or more days |
| Missing certificates | Completed jobs without a certificate uploaded |
Running a health check
Review the summary cards
The page shows counts for high-priority issues, total issues flagged, and jobs currently being monitored.
Drill into a category
Click a category — such as Missing contractors or Long-running jobs — to see the list of affected jobs.
AI data analysis
Beyond the automated health check, you can trigger a deeper AI analysis that generates a written report covering job health, branch performance, financial data, and operational trends.Choosing your analysis
When you run an AI analysis, you can configure:- Analysis type — Quick insights, performance deep-dive, cost optimisation, branch comparison, or predictive trends
- Focus area — Jobs, branches, financial, or operational
- Time period — Last 7 days, 30 days, 90 days, 6 months, or 1 year
- Branch filter — Limit the analysis to specific branches
What the output includes
The AI returns a written narrative covering:- A summary of findings for the period
- Identified issues and their likely causes
- Branch-by-branch comparisons where relevant
- Specific, actionable recommendations
AI chat
The AI chat feature lets you ask questions about your data in plain language and get direct answers. Rather than setting up filters and building a report, you type your question and the AI responds using your live job data.Example questions
- “How many gas safety jobs were completed last month?”
- “Which contractor has the most overdue jobs?”
- “Show me all high-priority jobs that are still in progress”
- “What is the total value of completed jobs this quarter that haven’t been invoiced?”
Chat sessions
Your chat history is saved in sessions. You can:- Start a new session to begin a fresh conversation
- Return to a previous session to continue where you left off
- Rename a session to keep your history organised
Gemini AI usage monitoring
Administrators can monitor how much of the Gemini AI quota your organisation is using. The usage view shows:- Total credits used — across all sessions
- Total sessions and messages — a count of how much AI chat has been used
- Calls today — how many AI requests have been made today
- Daily usage history — a day-by-day breakdown for the last 30 days
- Remaining quota — how many requests are left for today before the daily limit is reached
The usage monitoring page is visible to administrators. If you are concerned about hitting rate limits, speak to your administrator about usage patterns.