Say what you need. SoftSI prepares it, you approve it.

Yes.

• For each person: using SoftSI is a permission in the role editor. Leave it out of a role, and the people with that role do not see SoftSI in the panel or in SoftBoss. Everything else in Softphia works as before.
• For the whole business: the admin role always keeps every permission, SoftSI included. If you want SoftSI switched off for everyone, contact Softphia support.

When nobody uses it, SoftSI uses no AI credits. None of your records depend on SoftSI: quotes, sales and everything else work the same whether it is used or not.

Yes. Using SoftSI is a permission in the role editor, like any other.

• The person who signed up holds the admin role, which includes SoftSI. For the roles you create, you decide whether their holders may use it. People without it do not see SoftSI in the panel or in SoftBoss.
• SoftSI works with the permissions of the person using it. If a cashier’s role does not allow quotes, SoftSI cannot make a quote for that cashier either; the step is refused and the reason is shown.
• Every person has their own conversation, and a change with a business effect waits for the approval of the person who asked for it.
• Seeing the AI credits needs access to the subscription, and buying credit packs needs the right to manage it.

It never deletes anything and never pays money out. Some work is never left to SoftSI, whatever you ask and whatever your role:

• It never deletes anything, not even a draft it created itself.
• It never refunds a payment, never cancels a sale, never pays a supplier, never moves money between accounts and never takes a payment at the till.
• It never changes users, roles, permissions, passwords or your subscription.
• It never opens or closes a till.
• It never sends anything you have not approved: it emails a quote or an invoice to your customer only once you approve the address. It sends no text message itself; a booking it makes notifies the customer only as your notification settings say.

These actions cannot be taken back or decide who has access, so a person does them on the screen made for them.

At the till, SoftSI can prepare a payment, a refund, a void, a cash movement or the opening and closing of the register, but the cashier always completes them on the till’s own screen.

Money coming in is the one exception. SoftSI can record a payment your customer has already made, on a sale or on an invoice that bills several sales. It shows you the payment on an approval card first and records nothing until you approve with your password or the code of your authenticator app.

Yes. SoftSI uses an AI model, and like any AI it can misunderstand a request, pick the wrong record or word an answer badly. Softphia is built so that a mistake stays small and visible:

• SoftSI only works with records it has found in your data. When two customers or products match, it asks you which one you mean.
• Prices, taxes and totals are always calculated by Softphia, never by the AI.
• What SoftSI does on your word alone, such as a quote draft, a new customer or a booking, can be changed or removed on its screen.
• Every change with a business effect is shown to you first, value by value, and only happens once you approve it. Read the card before you approve.
• SoftSI never deletes anything and never pays money out.

The answers of the advisor on the Softphia website are generated from Softphia’s public catalogue and may be incomplete. If an answer looks wrong, ask again in other words or do the task on its screen.

SoftSI reads only what a request needs, and only what the person asking may see. It has no access of its own to your data: it looks records up through the same functions as the Softphia screens, with that person’s permissions.

• The AI model receives the request, the conversation and the results of the look-ups made for it. From a list it receives only the fields it needs, such as a customer’s name and phone number.
• The AI model is provided by OpenAI, which processes these requests under its terms with Softphia. Softphia does not use your data to train AI models.
• The password or code you type to approve an important change is checked by Softphia and never passed to the AI.
• The Help mode answers from the Softphia guide, not from your records.
• The advisor on the Softphia website sees no business data at all. Please do not type personal details into it.

Before SoftSI books a sale, issues an invoice, takes goods into stock or makes any other change with a business effect, it shows you a card with exactly what will be sent: the customer, the branch, every line and its quantity. Nothing happens until you click Approve.

• The approval comes from Softphia, not from the AI. Only your click creates it, so the AI cannot approve anything on its own.
• It covers exactly the values on the card. If anything else would be sent, the step is stopped.
• It works once and only for a short time, and a step never runs twice.
• For high-impact changes, such as a new price for many products at once or a supplier’s bill, you also confirm with your password or the code of your authenticator app.
• Even an approved step is checked like any action on the screens: if your role does not allow it, it is refused.

Look-ups, and drafts you can still change, such as a quote draft, run straight away on your word.