The Qik AI Assistant (Qikbot)

Qikbot is the AI assistant built into the Qik dashboard. Ask it questions about your organisation's data in plain language, or ask it to do the work for you: find people, build a form, draft an email, set up a smart list or explain why someone can't see something.

Opening Qikbot

Click Ask Qikbot in the top bar of the dashboard. The assistant opens in a panel on the right-hand side of the screen, so you can keep working on the page underneath while you chat. Drag the panel's left edge to make it wider or narrower, and click the close button to put it away. You can also reach Qikbot from a few other places:

• From a selection — select records in a list and click Ask Qikbot in the selection bar. Qikbot can see what you have selected, so you can say "add these people to the Coaching team" without listing them.
• From the page you're on — Qikbot knows which page you have open, so "summarise this event" or "what's wrong with this form?" works without extra explanation.
• From search — the global search offers to ask Qikbot about what you typed.

Qikbot may need to be enabled for your organisation. If you don't see Ask Qikbot in the top bar, contact support.

What Qikbot can do

Qikbot works through the same tools that power Qik's MCP server, so it can do most of what you can do in the dashboard. Common requests include:

• Finding and counting — "How many people registered for the March workshop?", "Who hasn't checked in to any training session this term?"
• Creating and editing records — profiles, events, scopes, tags, smart lists and content of your own content types.
• Building — forms, content types, workflows, automations, actions and pages on your websites and apps. For a bigger goal it will usually suggest one to three approaches and wait for you to choose before building.
• Communicating — drafting email campaigns and text messages, and sending them once you approve.
• Exporting — when you ask for a file, Qikbot starts a real CSV export. You get a download link in the chat and a notification when it's ready. If you just ask to "show" or "list" records, it gives you a short preview and a button to open the full list in the dashboard.
• Troubleshooting access — "Why can't Jane Smith see the Riverbank College submissions?" Qikbot can check what a person's roles and scopes allow.
• Taking you there — Qikbot often replies with a button that opens the matching record or filtered list in the dashboard.

While Qikbot is replying, it shows each step it's taking. You can keep typing to add context mid-reply, or stop it.

Qikbot acts as you

Qikbot has no access of its own. Every step it takes runs under your login, so it can only see and change what your roles and scopes already allow. If you can't view a content type or edit a scope in the dashboard, Qikbot can't either. Two people asking the same question can get different answers because they have different access. See Roles and Permissions for how access is decided.

Approving risky actions

Ordinary edits happen straight away. Some actions always stop and wait for you first. Qikbot shows a card naming the action and why it needs approval, with Approve and Deny buttons, plus Details to see exactly what it is about to do. Approval is needed when the action:

• sends a message to people (email campaigns, text messages, invitations, reminders)
• changes who can access what (logins, roles, access passes, organisation settings, integrations)
• runs code or wires up an automation (running or testing an action, creating listeners, time triggers and workflows)
• permanently erases records
• changes or exports many records at once
• moves money or changes payment settings, including refunds
• publishes to a live website or app
• saves an instruction for future chats

Only the newest reply's cards can be answered, and an approval is good for that exact action for a limited time. This protects you from text inside your data, such as a public form submission or an incoming email, trying to make Qikbot do something you didn't ask for.

Telling Qikbot about your organisation

Qikbot reads an organisation-wide background note at the start of every conversation. Use it to explain what you do, who you serve and the names and terms your people use, so a question like "when was the last Ignite session?" is understood without explanation.

1. Open the organisation menu in the top bar and choose Organisation Settings.
2. Find the AI Assistant section.
3. Write your background in AI Assistant Preamble (up to 5,000 characters). Plain language works best.
4. Click Save Changes.

For example: "Northside Football Club runs junior and senior teams. 'Development Squad' is our under-12 program. Seasons run February to September." The same text is used by external AI tools connected over MCP and, where available, by the weekly AI briefing. Only organisation administrators can see Organisation Settings.

Your personal preferences

Each person can also give Qikbot notes about themselves and how they like to work: their role, what they run, the words their team uses, and how they like answers laid out.

1. Open the user menu in the top bar and choose User Settings.
2. In the AI Assistant section, fill in About you and how you like to work, one note per line (up to 1,500 characters).
3. Click Save Changes.

You can also just say "remember that I prefer tables" in a chat. Qikbot will ask before saving the note (this is one of the approval cards) and it then appears in your User Settings, where you can edit or delete it. Notes are personal to you in this organisation. They are treated as preferences only: they can never switch off approvals or give Qikbot access you don't have.

Conversations

Each chat is saved as a conversation. Open the conversation list to go back to an earlier one, rename it or delete it, and use New conversation to start fresh. Starting a new conversation for a new task keeps replies faster and cheaper, because Qikbot re-reads the conversation so far each time it answers.

AI credits

Qikbot replies use your organisation's credits (1 credit = 1 cent AUD). Each reply is charged for the work it does: a quick question uses a few credits, while building a form or a page uses more. The cost of each reply is shown under it.

• Some plans include a number of free Qikbot credits every week. They are used before your balance, refresh every Monday and don't carry over. Credits you buy never expire.
• For a very large job, Qikbot may pause and ask Keep going? before spending more.
• If your organisation runs out, Qikbot shows Add credits to people who can buy credits, or Ask an admin to everyone else. Your typed message is kept, so you only need to press send again.
• Administrators can see every Qikbot charge on the Credits tab of Billing, listed as "Qikbot".

Connecting your own AI tool (such as Claude or ChatGPT) over MCP does the same kind of work without using Qik credits. See Connecting Claude and Other AI Tools (MCP).

Tips

• Be specific about the outcome: "Create a form for workshop registrations with name, email and dietary requirements" works better than "make a form".
• Check what Qikbot built before you share it. Open the record from the button in its reply.
• If an answer comes back empty, it may be because you don't have access to those records. Ask Qikbot to explain your access.

FAQs