Connect Your Own AI to QrX (AI Assistant)
With the AI Assistant you connect your own AI account to the QrX portal. After that, AI buttons appear in the screens where you write and read a lot, for example the Message Centre. The AI suggests a reply, improves your text, summarises a conversation or explains something in plain language. You always check the result, and you decide what happens with it. The AI never sends a message by itself.
This is different from the AI connector (MCP). The AI Assistant works inside the QrX portal, with your own AI account. The AI connector lets an assistant outside QrX, such as Claude, ChatGPT or Cursor, ask QrX questions. See "Connect QrX to Your AI Assistant (MCP)" for that.
Who Can Use It
AI is switched off for your company until an administrator turns it on. Until then, people see a message that asks them to contact an administrator.
Using the AI Assistant needs the permission to use AI. Managing the company policy needs the permission to manage AI. Administrators have both by default. You can give them to other roles in Settings, Roles.
QrX does not provide the AI. You connect an account of your own, and you pay your AI provider directly. A chat subscription such as ChatGPT Plus or Claude Pro cannot be used for this, because other apps are not allowed to reuse it. You need an API key, or an OpenRouter account.
The AI Assistant is not available while you view the portal as another user.
Turn On AI for Your Company (Administrators)
Open Settings and choose AI Assistant.
Choose Turn on AI for your company.
Read the notice and tick the box. By ticking it you confirm that selected message content is sent to the AI provider that each person connects, and that your company is responsible for that choice.
Choose to turn it on. You can switch it off again at any time.
Next, review the Policy tab (see below) before colleagues start connecting accounts.
Connect Your AI Account
Open Settings, AI Assistant and choose Connect AI. The settings entry shows Connected, Not connected or Off for your company.
Choose how to connect:
Connect with OpenRouter (recommended). One click: you sign in at OpenRouter and approve. QrX never sees your password. OpenRouter gives access to many models, including free ones.
Use my own API key. Paste a key from OpenAI, Anthropic, Google Gemini, xAI, Mistral, Groq or DeepSeek, or choose a custom OpenAI-compatible provider and enter its address. QrX checks the key with the provider. The key is stored encrypted and never shown again, only its last 4 characters.
Choose a model. The list is loaded from your provider. You can switch later with Switch model.
Choose who can use the connection: Only me (your own account, paid from it) or, if your administrator allows it, one shared company connection.
Choose Save connection. Use Test connection to check that it works. A test uses one request from your account.
To remove a connection, choose Disconnect. AI features stop working with that connection right away and the stored key is deleted. You can connect again later.
Free Models and Your Data
Free models on OpenRouter are served by providers that may log your prompts and use them to improve their models. Customer messages can contain personal data. For private conversations, choose a paid model, or switch on Protect my data. With Protect my data on, only providers that do not train on your prompts are used. Some free models then stop working. This is a routing restriction, not a legal guarantee.
OpenRouter limits free requests per day. If you reach the limit, QrX shows when it resets. Adding credit at OpenRouter once raises the daily free limit.
Where You See AI in the Portal
Message Centre: the AI button in the composer offers Suggest reply and Improve (Fix grammar, Friendlier, More formal, Make shorter, Expand). On a conversation you can also use Summarize, and let AI suggest tags and a priority.
Message Centre: Suggest tags and priority, Next step, Create task.
Team channels and posts (CRM, Tasks): the AI button under a channel message, a thread reply and a post comment offers Improve. In the post composer it also offers Write post, which writes the post from the type, the channel, the title and your notes.
Message templates: write a template from a short brief and translate it.
Products: write or rewrite a product description and translate it.
Activity log and Roles: Explain this change / Explain this role turns an entry or a set of permissions into a short explanation.
Dashboard: Explain this period writes a short text about the figures already on screen.
Transactions: Ask AI to filter next to the search box turns a description such as paid orders to Germany this week into filters that you can check and apply. In an open order, Summarize this order writes a short summary. Names, addresses, emails, phone numbers and consumer notes are never sent.
CRM: Catch me up, Draft follow-up, Next step, Suggest steps, Summarize this list, Write with AI.
Every result is a suggestion. You choose Insert, Replace my text, Regenerate or discard it. When text is inserted, QrX says it was inserted and not sent.
What the AI Sees
For each suggestion, choose What AI sees to check what was used: the messages (the last messages of the conversation), the model, the reply language and the data routing. Internal notes are not included unless you choose Include internal notes. Order details are not included. Data that only QrX staff may see is never sent to an AI. Conversations that are shared with other organizations are not available for AI, because those messages can be seen outside your company.
Company Policy (Administrators)
Open the Policy tab to set the rules for everyone.
Require protected data routing: only providers that do not train on your prompts are used. People cannot switch Protect my data off when this is on.
Hide personal data before sending: email addresses, phone numbers and card-like numbers are replaced before a request leaves QrX.
Allowed providers: people can only connect providers in this list.
Allow a shared company connection: an administrator connects one AI account that everyone with AI access can use. Usage is paid from that account.
Choose Save policy. QrX shows who changed the policy last. If someone else changed it first, reload the policy and save again.
Usage and Writing Style
The Usage tab shows what is left on your account when your provider reports it, and your Recent requests with the feature, the model, the tokens and the outcome. It also shows how many drafts were sent as is, edited or discarded. Only counts are kept, never the text.
In the writing style section you can add Preferred wording and Words and phrases to avoid, and a short rule such as using the informal form of address. The AI follows these in new suggestions.
Use AI in the QrX App
The QrX app (Work mode) uses the same AI connection as the portal. Connect your AI in the web portal first; the app never asks for a key. In the app, tap the sparkle button next to the message box to get a suggested reply, improve your text, summarize a conversation, get a next step, or turn a conversation into a task. Press and hold a message to translate it or explain it simply.
CRM: open a person or company and tap Catch me up or Draft follow-up. Open a meeting and tap Prep me. On a task, tap Suggest steps to fill a checklist. In a task list, tap the sparkle in the top bar to summarize the list.
Dictate: tap Dictate and speak. Your phone turns your voice into text, and only that text is sent to the AI after you choose what to make of it: a clean message, a call note or a task. The microphone is used only while you dictate.
Every answer is a draft that you read first. Nothing is sent, saved or created until you tap the button that does it. If AI is off for your company, you do not have permission, or nothing is connected yet, the app says so in plain words.
Common Problems
"AI is turned off for your company": an administrator needs to turn it on in Settings, AI Assistant.
"You do not have permission to use AI here": ask an administrator for access in your role.
"Choose an AI model first": your connection has no model yet. Open the AI settings, pick a model and try again.
"Your AI connection needs to be reconnected": the provider did not accept the key. It may have expired or been revoked. Choose Reconnect and connect again.
"You reached today's free limit": wait until the time shown, or add credit at your provider.
"AI is busy right now": too many requests at once. Wait a moment and try again. Your draft is safe.
"AI is blocked by your company policy": your administrator's policy does not allow this provider or request.
"Your draft is longer than 10,000 characters": shorten the text and try again.
"You are offline": AI needs an internet connection. Your draft is safe.
When to Contact Our Support Team
Contact support if you cannot connect your account after following these steps, if a provider keeps rejecting a key that works elsewhere, or if the AI Assistant does not appear in Settings although your administrator turned it on. Tell us the provider you use, the text of the message you see and the time it happened. Never send us your API key.