AI assistant
The in-product AI assistant that searches your data, edits records, sends messages with your approval, and manages campaigns, mailboxes, and settings, never doing anything your own role could not.
A chat panel in the dashboard that reads across your contacts, campaigns, mailboxes, unified inbox, CRM, team, and settings, and takes almost any action you could take yourself. Answers stream word by word and each tool step appears as it starts.
Open it from the spark button or Cmd/Ctrl + I. The panel follows you between pages.
What it can and cannot do
The assistant acts as you: only what your role allows, only in your workspace, never another organization's data. Every change asks first, and sending is never auto-approved, even with "Always allow" on.
Access is the Use AI role permission (on for admins and managers, off for viewers); without it the assistant and AI drafting are hidden. Admins can cap per-member spend by day, week, or month. See AI credits and Team and roles.
Conversations and the panel
Conversations are private to you by default. An admin can enable Shared history under Settings > Workspace > AI assistant, after which every member with Use AI sees, opens, continues, and deletes any conversation, attributed by owner. Turning it on exposes existing conversations, so decide deliberately. Delete individually from the history rail, or Clear history to remove every conversation you own.
Conversations run as tabs: open several with +, and a run keeps streaming in its own tab while you read another. Expanding gives a full workspace with searchable history grouped by day.
The panel resizes by dragging its inner edge and docks to either screen edge. On desktop it also pops out into a floating window (the pop-out button, Alt + P, or dragging the header away), remembering position and size.
| Shortcut | Action |
|---|---|
Ctrl/Cmd + ] / [ | Switch tabs |
Alt + N / Alt + W | New chat / close tab |
Alt + M | Minimize |
? | All shortcuts |
Work continues without the panel. Minimizing docks it to a status bar showing live state: working with a step count, waiting on approval, or holding an unread response. Closing it entirely also keeps runs going, and the spark button shows a pulsing dot while streaming, amber when an approval waits, and solid when a response is ready.
What you can ask
- Find, read, create, and delete contacts, edit fields, tags, subscription, and notes, and bulk-edit
- Read a contact's activity timeline and the emails you sent them
- List campaigns and stats, and list leads by status, which is how it finds leads that went cold
- Create, edit, or delete campaigns, manage sender mailboxes and tracking domains, read logs, and edit sequence steps
- Start or stop a campaign (always asks)
- Read analytics, list mailboxes, and manage one: sending limits, warmup, tracking domain, warmup-ban appeals, disconnection
- Read the unified inbox, draft a reply, or send a reply or new email (each send shows the full message and asks)
- Snooze threads, set labels, mark read, cancel a queued send
- Run the CRM end to end: deals, tasks, notes, pipelines, stages
- Read and manage automations, including enabling one
- Manage the team, workspace and voice settings, plan and limits, API keys, and webhooks
- Search the web and read a public page
It knows what page you are on, so "summarize this campaign" and "draft a reply here" resolve correctly.
Approvals
Reading runs automatically. Changing always asks, showing an approval card with a plain-language summary. You can Approve that one action, Skip it, or Always allow that kind of action workspace-wide from then on.
Sending is stricter and never auto-approves. The card shows the full message and sending mailbox, and only that exact message goes out. It refuses suppressed addresses. Starting a campaign and enabling an automation carry their own approvals, since both put mail in motion.
Drafts stay drafts. Campaigns the assistant builds are never started and automations are left disabled; you get a button to open them in the real editor. Copy it writes is grounded in your workspace voice profile and follows the same human-writing rules as the rest of Warmbly.
Credits and privacy
Each step costs one AI credit, and a request is capped at a set number of steps (shown as the run progresses) so nothing runs away. Remaining credits show at the panel's bottom, and the stop button ends a run anytime. On a self-hosted install with a free or local model, runs are not charged and a "free model" notice appears.
Changes the assistant makes (a created task, an updated contact) appear in the shared activity feed like any other edit, so teammates' views stay current.