A Local Admin configures browser access, manager access and mobile access to ServiceJack for the organization. Use requires acceptance of the terms and conditions, service availability and remaining usage quota. These settings do not grant users any additional access rights to data in Spotilla.

Setup and access rights

  1. Open Settings from the browser's main menu. Select the Settings tab and find the AI settings row under General settings. Changing these settings requires Local Admin rights.
  2. Read the terms and conditions shown on the form. If they have already been accepted, open them using the Terms and conditions button at the bottom of the form. Select Agree to terms and conditions if the organization is enabling the feature.
  3. Select the user groups you want to enable, as explained below.
  4. Click Save at the bottom of the form. Then reopen the AI settings row and check that the access selections and acceptance of the terms were saved.
  • AI feature enabled for Local Admins allows Local Admins to use the feature in the browser. This selection is also required for managers to use it in the browser.
  • AI feature enabled for manager users to use allows managers to use the feature in the browser when Local Admin access is also enabled and the terms have been accepted.
  • AI feature enabled for mobile users allows use in both the Android and iOS apps. It does not require the browser access selections for Local Admins or managers to be enabled, but the terms must be accepted.

Mobile access is disabled by default. Previously enabled browser access therefore does not enable the mobile feature on its own. Selecting manager access alone is not sufficient for browser access either.

Requirements for mobile access

Mobile access also requires Spotilla's AI service to be generally enabled, the organization not to be excluded from the mobile AI service, and some of the shared usage quota to remain. The organization's mobile access selection does not override these requirements. If setup or opening the settings is blocked, check service availability with your Spotilla contact. Successful browser use alone does not confirm that the mobile service is available.

The feature is called AI Assistant in both mobile apps. Actions may be offered in the detail views for Spots, tasks and service requests. The available actions depend on the view and the interface language.

The user must have access to the active Spot being processed. For a task or service request, the user must also have access to that task or service request, and it must be linked to an active Spot that the user can access. The input data selections for the action are also checked against the user's data access rights.

Shared usage quota

In the browser, open Settings and select the Licenses tab. Find the ServiceJack – Maintenance AI row. In its Additional information column, Credits left shows the remaining amount and the total quota, for example 8 000 / 10 000. Use the license view to check the amount; the access selections do not change the total quota.

The Status of the license row is based on the Local Admin browser access selection. On its own, it does not indicate whether mobile access is enabled or whether all requirements for use are met. Always check the mobile access selection on the AI settings form.

The quota is shared by the organization's users across browser and mobile use. Credits measure AI processing usage in tokens, rather than the number of questions or answers. Processing input data and responses consumes the quota, so different requests may consume different amounts. The browser's AI chat also uses the same quota.

The remaining amount is the total quota minus accumulated usage, with a minimum of zero. Amounts are handled as whole numbers. For example, a quota of 10 000 credits has 8 000 left after 2 000 have been used. If processing a mobile request then consumes 500 credits, 7 500 remain for browser use as well.

Accumulated usage is reset automatically at the start of each month. The reset restores the available allowance to the total quota; unused credits are not added to the following month's quota. The quota is checked before processing, and usage is added after processing, so the final processing operation may exceed the remaining amount. In that case, zero is displayed.

Once the usage limit has been reached, new AI requests cannot be started. On mobile, the list of available actions becomes empty. Refreshing the page or switching the feature off and back on does not increase the available allowance. Contact Spotilla customer service to ask about additional quota.

Reusing a previous mobile result

Android and iOS may offer to reuse a result saved on the same device within the last hour when the item, action and input data selections are the same. Select Yes in the reuse prompt to open the previous response without making a new AI request or consuming credits for it.

Opening a previous response does not update it to reflect subsequent changes to the item's data. If you need new processing, select Reload again in the same prompt on Android or Reload again on iOS. In this version, the iOS button appears in English even when the interface language is Finnish. New processing consumes the shared quota.

This feature does not transfer the local result to another device. Reuse also does not bypass availability restrictions: selecting an action and retrieving any input data options still require the service to be available.

Check operation with the intended user and platform

In addition to checking the saved settings, try using the feature with the user type and platform for which it was enabled. A successful test by a Local Admin alone does not confirm availability for a manager or mobile user. Success on one mobile platform does not confirm all input data selections on the other platform.

In the browser, click the AI button with ServiceJack's face in the assistant area in the bottom-right corner. If the area is closed, first open it using the small information icon in the same corner. Try an available action or the chat and make sure you receive a response. If manager access was enabled, perform the same check as a manager user.

Start the mobile setup test in the detail view of an active Spot that the user can access:

  1. Open the face button marked AI. On Android, it is in the bottom-right corner above the bottom tab bar. On iOS, the round assistant button is in the bottom-right corner of the detail view.
  2. Select an available action in the AI Assistant view. If input data selections open, select the requested data and tap Continue at the bottom of the selection form. If no separate selections are needed, the action may start immediately.
  3. If the app offers a previous result, select the button for new processing when you want to verify that a new request works.
  4. Keep the view open during processing. Make sure a response appears in the AI Result view. Check that it concerns the correct item and the selected input data. Generating a new response consumes the shared quota during setup testing as well.

If users also need the assistant in tasks or service requests, test those separately. In these views, Android uses the open task or service request and does not offer the input data selection form available in the Spot view. If the action requires other selectable data, processing may be blocked; try the action from the Spot's detail view. iOS may fill in the open task or service request automatically and ask for other required selections separately.

A mobile response does not itself change Spot data or mark a task as complete. Review the suggestions before using them and save any necessary changes separately in the relevant data's own editing view.

If an action is missing or a request does not start

First check the saved access selections and acceptance of the terms and conditions. On mobile, separately check that mobile access is enabled and that the user has access to the data being processed. Also check the remaining quota. A single missing action does not by itself mean the entire service is disabled: actions vary by view and language. If an action requires selectable input data, that data must also be available under the user's access rights.

The same mobile user can have only one unfinished AI request created within the last 24 hours at a time. This restriction applies to the user across different items and views. Wait for the request to complete or fail before making another request. In both apps, the message AI unavailable or busy may indicate either an availability restriction or a previous unfinished request.

Closing the view does not cancel a request already sent to the server. A request may also remain unfinished on the server after a connection error in the app. A request that has completed or failed on the server does not prevent the next request.

Availability and current data access rights are also checked when processing of a mobile request begins. For example, if mobile access is disabled or the quota is exhausted before processing starts, a request already sent may fail without a response.

Disabling access and previous results

Clear the access selection for the desired user group on the same AI settings form and save. To block all ServiceJack use in the organization, clear both the Local Admin browser access selection and the mobile access selection. Clearing only the Local Admin selection does not block mobile use. To block only managers' browser access, clear the manager selection.

Clearing access selections or resetting the quota each month does not delete previously generated and saved AI results, or any task template or other saved data already created with AI assistance. The quota reset affects the usage counter, rather than deleting content.

However, a mobile request result is not a permanent archive: only requests created within the last 24 hours can be retrieved from the server, and daily cleanup deletes older requests and their content regardless of their status. The time is measured from the creation of the request, rather than completion of the response. Local result reuse on Android and iOS is a separate feature with a one-hour time limit. These time limits do not delete content saved separately elsewhere.

See also using the browser's AI assistant and support chat and using AI in the browser to help with Spot data and task templates.