Setup and administration
What can the Course AI assistant do?
The Course AI assistant uses specific CRM tools to look up existing records and prepare previews for certain changes. It can retrieve membership and installment information by student number, search for users or inquiries, count inquiries created today, and list active products.
It is not a general administration tool for every screen. Its record-changing workflows are limited to creating an inquiry, updating selected inquiry fields, preparing an appointment task, and creating a sale. A separate, explicit approval is required before a prepared change is applied.
On this page
What can the current assistant tools do?
Inquiry updates support the person's name, phone number, source, institution, and note. This does not mean the assistant can change every inquiry field, its tags, or its assigned advisor.
| Task | Scope |
|---|---|
| Membership and installment lookup | Reads a membership and its linked sale and installment information by student number. |
| User or inquiry search | Searches relevant records using the supplied personal details and can show links to matching records. |
| Inquiries created today | Counts inquiries created in the workspace today, using the Istanbul day boundary. |
| Product list | Lists active products in the current workspace and their information used for a sale. |
| Prepare or update an inquiry | Creates a preview of changes to supported fields. |
| Prepare an appointment or sale | Prepares an inquiry-linked appointment task or sale for approval. |
Verify the outcome when using the assistant
Identify the record clearly.
Use real identifying details, such as a name or phone number for an inquiry and a student number for a membership. If several records match, identify the right person before requesting a change.
Read the preview.
Check the intended person, institution, and fields to be changed. For a sale, verify the product, price, and payment schedule; for an appointment, verify the date, time, and linked inquiry.
Approve or cancel the appropriate action.
Use the approval or cancellation flow offered after the preview. Do not treat preparation as a completed change; a different request can create a new preview.
Check the resulting record.
Review the success result and any CRM link. Open the relevant inquiry, task, or sale screen to confirm the record was created or changed. An error response does not indicate success.
How do permissions, expiry, and repeat attempts work?
Assistant tools check the relevant permissions for panel actions, and permissions for a record change are checked again when it is approved. A preview belongs to the relevant conversation and user. In the current flow, a pending action remains valid for 15 minutes; an expired, cancelled, or already applied action cannot be applied again.
Data is queried within the workspace. Do not assume a role's data-scope setting also restricts every assistant query by institution or advisor. The count of inquiries created today uses their creation time; it need not match a different report based on a backdated inquiry date.
Which outcomes need separate checks?
A sale created through the assistant still follows the normal management approval workflow. Creating it does not collect a payment or place the student in a class. Creating an appointment adds a task to the inquiry; it does not show that the person accepted the appointment or that a message was sent.
A membership payment summary may include the sale's down-payment amount in its paid total. The down-payment field alone is not a cash movement, so do not treat that summary as proof of a bank or cash collection. The current tools do not provide exam grading, timetable creation, cancellation or refund processing, or general payment collection.
Frequently asked questions
Can the assistant perform every CRM action?
No. It supports only the searches and preview-based record changes defined by the available tools.
Is a sale prepared by the assistant approved automatically?
No. Once created, the sale awaits management approval in the normal Course sales workflow.
Why might a preview need to be prepared again?
The pending action may have expired, been cancelled, or been replaced by a newer preview. Check the current action details before approving it.
Assess how Course fits your institution's workflow
Explore the features described on this page in your account, or discuss your institution's needs with our team.