AI Assistant & Credits
BusinessHRM includes a built-in AI Assistant — a floating chat widget that answers "how do I…" questions from the Help Center and can look up your own data (scoped to your role, permissions and company). This article covers using the assistant, configuring the AI keys, and how AI credits are billed.
Using the assistant
Open the floating chat widget and ask a question in plain language (for example "how many leaves do I have left?" or "how do I add a contact?"). The assistant answers from the Help Center guides and, where relevant, reads your own records read-only — it only ever sees what your account is allowed to see.
AI Settings — your own key vs. the system key
Under AI Settings, a company can choose how AI requests are powered:
| Option | What happens | Billing |
|---|---|---|
| Use my own API key | Your own provider key (e.g. OpenAI/Claude) is used for AI requests. | The provider bills you directly. No AI credits are used. |
| System key (default) | The platform's key powers the request. | AI credits are deducted from your wallet for each request. |
Set the default model and, if you want to run on your own key, enter it here and turn on Use my own API keys.
AI credits (wallet)
When you use the system key, each AI request draws from your company's AI credit balance:
- You must have a positive balance to use the assistant on the system key. At zero balance the assistant is blocked with a message asking you to top up.
- Each request deducts its cost from the wallet automatically.
- Companies using their own API key are never charged credits.
- Credits can be topped up, and optional auto-reload can keep the balance above a threshold.
Usage report
Open AI Usage (/account/ai-usage) to see:
- Your current credit balance and spend today / this week (with any daily/weekly limits);
- A log of every request — date, user, provider, model, whether it used the system or own key, tokens, and billed cost;
- Click a row to expand it and see the exact input (prompt) and output (response) for that request.
Permissions & modules: The assistant and these screens appear only when the AI module is enabled and your role has the AI permissions. Managing keys and settings is an admin action.