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Using the AI chatbot

GreekManage includes an AI assistant grounded in your organization's content — your member roster, forum activity, compliance records, and governing documents (subject to what your org admin has scoped in). You can ask questions in natural language instead of navigating the UI to find an answer.

What you see​

Look for the floating chat bubble in the bottom-right corner of any page. Click it to open the chat panel.

On desktop the panel sits as a floating widget anchored to the bottom-right; on mobile it takes over the full screen with safe-area padding so the input clears the keyboard.

The top of the panel shows the assistant title and a small status indicator — green when connected to the WebSocket, red when reconnecting. The header has a Clear button to reset the conversation and a close button. If the org also has feedback collection enabled, you'll see a second tab labeled Feedback in the header — that switches the panel to a general platform feedback form (covered below).

When the conversation is empty, the panel shows three suggested prompts you can tap to start. As you chat, your messages appear right-aligned in the primary color; the assistant's replies stream into left-aligned bubbles.

AI assistant chat widget open over the dashboard. AI assistant chat widget open over the dashboard.

Step-by-step: ask a question​

  1. Click the chat bubble in the bottom-right.
  2. Wait for the status dot to turn green (a few hundred milliseconds on a normal connection).
  3. Type your question in the input at the bottom. Enter sends, Shift+Enter inserts a line break.
  4. The assistant shows an animated thinking indicator, then streams its answer token by token.

You can ask follow-up questions in the same panel — the assistant remembers the most recent exchanges within the current session.

What it can answer​

The assistant can ground its answer in any content type your org admin has enabled in AI Content Sources. In v0.62.1, the four member-visible scopes are:

  • Members — questions about who holds a role, who's in your chapter, basic profile information
  • Forum posts — questions about discussions, threads, and topics in forums you have access to
  • Compliance — questions about requirements, deadlines, and your status (officers and admins see more here)
  • Documents — questions about the governing documents and policies that have been published in your org

Common natural-language asks that work today:

  • "Who is the treasurer of my chapter?"
  • "When is the spring election open?"
  • "What does the formal policy document say about dress code?"
  • "What forum threads talk about recruitment?"

What it can't answer​

  • Anything outside your access. Member-level RBAC applies — you can't ask about another chapter's roster or a forum you aren't a member of.
  • Anything outside an enabled scope. If your org admin has turned off the Compliance scope, the chatbot won't answer compliance questions.
  • Real-time external data. Weather, news, sports scores, the broader internet — not in scope.
  • Action commands. The chatbot answers questions; it doesn't create events, send invoices, or change settings on your behalf.

How responses are generated​

The assistant uses a retrieval-augmented pattern: it routes your question to relevant content sources, pulls the strongest-matching snippets, and asks the language model to synthesize an answer. Responses stream back as the model generates them.

Conversation history​

The chat panel keeps your current session's messages in memory while the panel is open. The assistant uses up to the last twenty turns as context when answering follow-up questions.

When you close the panel, sign out, or click Clear, the local conversation history is wiped. The assistant does not maintain a long-term conversation log you can revisit on another device or after a refresh in v0.62.1.

What officers and admins see that you don't​

  • Officers can ask compliance questions about their own chapter's records and see results other members wouldn't.
  • National admins see results across the org and can ask about any chapter.
  • Platform admins have a separate console for AI configuration and a tenant-wide re-indexing tool — these are not exposed through the chat panel itself.

Mobile differences​

  • The chat panel is full-screen on phones, with the message stream above the keyboard.
  • The floating chat bubble hides while the panel is open on mobile (the panel itself owns the close action).
  • Pull-to-dismiss is not enabled; tap the X in the header to close.

Privacy​

  • The chatbot enforces your role. A member never gets data they couldn't access through the UI on their own.
  • Conversations are not shared across users. Your session is private to you.
  • National admins set what content types the chatbot can use in Org Settings → AI Services. Disabling a scope removes that content from the chatbot's grounding immediately on save.

Bring-your-own-model awareness​

The platform supports multiple AI providers — Anthropic, OpenAI, or Google Gemini — selected by your org admin. The tone, length, and style of answers can vary between providers, so if your chapter's chatbot suddenly feels different after an org-level change, it's likely a provider switch rather than a regression. The functional scope (what it can know about) is the same across providers; only the embedding-backed semantic search varies (Anthropic falls back to keyword and trigram search because it doesn't ship embeddings).

Feedback​

If the chat panel exposes a Feedback tab in its header, you can switch to a general platform feedback form to report a bug, request a feature, or send a general comment. The form lets you attach a screenshot up to 5 MB. Submissions go to the platform admin team, not to your org admin.

The feedback form is not a per-response thumbs-up / thumbs-down rating in v0.62.1 — there's no per-message rating control beneath an individual answer.

Errors and edge cases​

  • Red status dot that doesn't turn green. The WebSocket couldn't connect. Refresh the page; if your org admin disabled the AI Services module while the page was open, you'll need to refresh to clear the widget.
  • "AI provider error" — the org's chosen provider rejected the request. Common causes: rate limit, invalid API key, or model deprecated. An org admin needs to check Org Settings → AI Services.
  • The assistant answers vaguely or says it doesn't know. Most often this means the content type isn't indexed (the scope is off), there are no embeddings yet, or your question phrasing didn't trigger the right route. Try rephrasing or narrowing your question to one chapter, time range, or topic.

Tips​

  • Be specific. "What time is the meeting on Tuesday?" beats "When's the meeting?"
  • Ask follow-ups. The assistant keeps context within the current conversation.
  • Verify financial answers. Don't pay anything based solely on a chatbot response — open the actual invoice first.

Last verified against v0.62.1 (2026-05-11).