Use the assistant

Assistant is at the top of Dashboard. Type a question or a task in the box, such as “How many contacts have no email address?” or “Create a document called Q4 plan”, and select Send. The conversation opens above the box.

The assistant works in Personal or the team selected in your tab. It reads and changes only what you can already open and change yourself: a team member limited to some areas gets no answers about the others (see Choose the areas a member can use), and a record you cannot open is not found.

Ask a question or give a task

• Find and count. “Show unpaid invoices”, “List my websites”, “Which newsletter was sent most recently?” or “Show incomplete To-dos due this week”. Each area searches its own fields, listed below.
• Dates. Today, this week, last month, the next 30 days, March or a written date set the date range. “Overdue” means before today and “upcoming” means from today on. A date, status or yes-or-no condition is used as a filter, not as words to search for: “expenses last month” searches that month.
• Follow-ups. After a search finds one record, “change her email to …” or “delete it” applies to that record. “Put those people in a document” or “only the ones at Acme” uses the earlier result.
• Several things at once. “Find the release notes, count my unread chat messages and show my overdue To-dos” is answered part by part.
• What is here. “What can you do here?” or “Help” lists Magpie's areas and what the assistant can do in each. “What do I have here?” or “Show me everything” counts every area, with a link to each. “Take me to my invoices” answers with the count and a link.

When the assistant needs something, such as “What should it be called?”, your next message answers it. A new request instead, such as “Count my notes”, drops the question. When it cannot do what you asked, the reply says so and gives the nearest answer it can, such as a count of the records.

Changes that ask first

Before it deletes or archives something, posts a message to a channel, creates a contact or a Form, changes your profile, shares with someone or by link, publishes, restores an earlier version, changes a spreadsheet's grid, changes several To-dos at once, changes a Design's contents or a saved QR code, makes a change in Store or Data Removal, or works with images, the assistant describes what it will do and changes nothing. Reply confirm or yes in your next message to go ahead. Any other reply leaves things as they are.

Other changes, such as a new note or a renamed card, are made straight away, and the reply links to the record.

Other teams

Name a team to read its records from any tab: “How many notes are in Acme?” counts in Acme, and “Count contacts across all my teams” gives a total with each team's share. A follow-up in the same conversation keeps that team until you name another. “What teams am I in?” lists them. Changes happen in one team at a time; a request to change records in every team is refused. A record from another team opens in that team. Areas that belong to your account rather than a team, such as Books and Favicons, are counted once.

When you are in several teams, a reply about a new record says which team it went in.

What it can find and change

• Accounting, for the selected team's admins, and its accountants who are members: income, expenses and net income between two dates (the financial year so far unless you name dates), the largest income and expense accounts, what each bank, card and cash account holds, and money owed to and by the business, with what is overdue. Ask “How much did we make last quarter?” or “Who owes us money?”. It brings the books up to date first, as opening Accounting does. See Keep books with Accounting.
• Account and Dashboard: change your name, bio and time zone, choose a light, dark or system theme, and pin, unpin or reorder tools on Dashboard.
• Agreements, Appointments, Asset Tracker, DNS, E-Signatures, Proposals, Resource Booking, Social Media, Design System and Video Chat: search only. Appointments are found by service or customer name, without the customer's email, phone or notes. Proposals are found by title, number or client, without archived ones or their content. E-Signatures requests are found by title or email subject, without starters. Resource Booking finds the bookings you made.
• Books: search Books and the text of their sections, naming the Book each match came from. Create, change, publish, unpublish and delete a Book; add, change, move, include or set aside and delete its sections, and restore a section's earlier version.
• Bookmarks: search by title, address, description or note, and save a new bookmark from a web address.
• Calendar: search events, and create, change and delete them. Create and revoke an event's invitation links; the assistant does not email them. A private event is found only by its owner. An event given a start time and no end lasts an hour.
• Contacts: search and count by name, company, notes, tags, or whether an email address is set. Create a contact, change one of its fields, add or remove a tag, or delete it.
• Data Removal: start setup, change one profile or preference answer, and submit a complete profile. Your identity details and the evidence from data brokers are not shown. See Data Removal.
• Design: search Design files; create one and change its contents; archive or delete it; add and resolve comments; manage collaborators; save and restore versions; create, update and merge Branches; publish a Library; and share a prototype link.
• Documents: search titles and text, and read a Document. Create one from a title, from text you give, or from an earlier result, such as a list of contacts; change its text, delete it, or move it to another of your teams. Add or remove collaborators, add comments and suggestions, accept or reject suggestions, and save or restore versions.
• Expenses: search the expenses you recorded in the team, without drafts, and record a new one from an amount, a merchant and a date.
• Flashcards: search decks and cards.
• Forms: search Forms and their responses' details (who sent each, its status and when), not the answers or uploaded files. Create a draft Form from a blank, contact, feedback, registration, request or RSVP starter; it is not published until you publish it.
• Git Repositories: search repositories and read what Magpie stores of them: branches, recent commits, the file tree, the README and a text file you name. The assistant does not connect to GitHub, GitLab or other hosts.
• Idea Boards: find boards, and search and count their notes, to-dos, links, images, comments, columns and connectors. Create and delete boards, and add, change and delete their items.
• Invoicing: search invoices by status (draft, due, overdue, paid or void) and issue date, and find the invoices of contacts or meetings found earlier.
• Issues: search by title, identifier such as MAG-12, or description, with status and due-date filters, and create an issue.
• Kanban Boards: list, summarize, create, rename and delete boards; add, rename, move and delete columns; create, change, move, delete and vote on cards; search card comments and add or delete them. In a summary, cards in a column named Done, Complete, Completed, Resolved, Closed, Finished, Shipped, Archive or Archived count as resolved.
• Link-In-Bio List: create the list, change its profile and appearance, publish or unpublish it, and add, change, move, hide and delete its links and social links.
• Meetings: search meetings and read their notes. Create a meeting with a person's name, the date and the time, and the length if it is not the default; an email address or phone number is optional. The assistant reuses a matching contact or creates one, and asks which contact you mean when several match. Creating the meeting sends no email; the assistant then offers to email the attendee or add Google Meet or Zoom, which need an attendee email address, a connected Google Calendar or a connected Zoom account (see Connect Zoom). It can also reschedule, confirm, cancel, archive and delete a meeting, without email, and create, change and delete your Meeting types and weekly availability.
• Message Boards: search boards, posts and comments; create and change boards; create, vote on and delete posts and comments. Archived boards are left out until they are restored.
• Newsletter: search newsletters and their sent emails, with subject, delivery totals and status. Subscriber addresses and email text are not shown.
• Notes: search titles and text, and read a note in full. Create, change and delete notes, and turn an unchecked checkbox in a note into a To-do.
• Podcast: search podcasts and episodes by title and show notes. Spoken words are not searched.
• Presentations: search; create, duplicate, change the draft, publish, change link sharing, add a collaborator and delete. Slide content is not read.
• QR Codes: search, create a website or text code, change a dynamic code's destination, turn a code on or off, and delete it.
• Reader: search feeds and entries by title, author, feed or text, read or unread, and date.
• Screen Recorder: search recordings, rename one, change its share page, save cuts, add, change or remove image overlays, and delete it. Spoken words are not searched.
• Spreadsheets: search; create a blank workbook or one from pasted CSV or TSV text; make one change to the grid, such as adding rows; manage your filter views and collaborators; and delete a workbook. Cell contents are not read.
• Store: see below.
• Supporters: search programs and supporters, with tier and subscription status.
• Team chat: count unread messages, search messages in channels and conversations you are in, and post a message in a channel you name, such as “Post in #general that the deploy is done”.
• Time Tracking: search the entries you recorded, start a timer with a description, and stop the running timer.
• To-dos: search by date, priority, assignee, List or tag, and create, change, complete, reopen, move, snooze, repeat, remind and tag To-dos, with their checklists. Change several at once. Create, change and archive Lists, and share them. See Use To-dos.
• Websites: search; create a website, change its home page, publish it and delete it. Changes are saved as a draft until the website is published.
• Your images, Image Converter and Favicon Generator: upload an image to Your images or delete one; convert an image, save the result or convert several at once; create or discard a favicon package.

The assistant does not read Mail, Password Vault, Secure Files, PDF Editor, Hiring, Inventory, Daily Operations, Staff Scheduling, Walkie Talkie or a tool built for your team. Client Portals are counted, not read. Password Vault and Secure Files are encrypted in your browser, so Magpie cannot read them either.

Store

In Store, the assistant uses your Store permissions (see Who can work in Store). It can answer:

• Sales, with See reports: sales, refunds, orders and units for a range of days, what sold best by sales or by units with cost and margin where costs are recorded, and sales by day, week or month. The figures are the ones on Store › Reports, such as “What sold best last month?”.
• Customers, with Manage customers: customers found by name, email, tag, amount spent, number of orders or time since their last order, and one customer's orders, total spent, tags and gift card balances. Phone numbers, notes and addresses are not shown. An erased customer shows only their totals.
• Wholesale, with Manage customers: requests for wholesale prices, wholesale customers with their price list and payment terms, and the price lists. Tax IDs and certificates are not shown. One price list's prices and minimums need Manage products.
• Discounts, with Manage discounts: the Store's discounts by state, and one discount's rules and how many paid orders used it.
• Gift cards, with Manage discounts: gift cards and store credit by state, by the last characters of the code, a name or an email, what the Store owes on them, and one card's history. Codes are never shown.
• Orders, with See orders: orders with their payment and fulfillment status, and the items in them. Addresses and payment details are not shown.
• Selling in person, with See orders: registers with their sales, cash and card totals and cash counts, and one register's sales.
• Stock, with Manage stock: what is low or out of stock, units on order and open purchase orders.
• Products, with Manage products: one product's description, variants with price and stock, and images with their alt text.

It can also make these changes in Store, after you confirm:

• Write or replace a product's description, with Manage products.
• Write alt text for a product image, with Manage products. The assistant cannot see the image, so tell it what the image shows.
• Create a discount on the whole order, with Manage discounts: a code or an automatic discount, a percentage, an amount off or free shipping, with an optional start, end and minimum order amount. It will be saved as a draft unless you ask for it to be turned on. Choose products or collections, buy X get Y and usage limits on the discount's page afterwards.
• Add or remove stock of one item, with Manage stock, giving a reason and a note. The change will appear in the product's stock history with your name.

Without the permission a request needs, the assistant says so and changes nothing.

Event campaigns

Ask the assistant to invite contacts to an event, such as “Invite the iOS developers to a launch party on 12 June at the office, 6 to 9 pm, with pizza or salad”. Give the date, start and end time, location, whether it needs Zoom, and the food and drink choices; the assistant asks for anything missing before it creates anything. It then:

• creates an event in Calendar that people can RSVP to;
• publishes a Form for attendance and food and drink choices;
• adds a Zoom meeting when you asked for one (connect Zoom in Integrations first);
• prepares a single-use invitation for each matching contact with an email address.

The event must be in the future and not too far ahead, and the contacts must not be too many; when either is over the limit, the reply names the limit. Invitation emails are sent only when Magpie has campaign email turned on; otherwise the reply says how many it would have sent, and no email goes out.

Results, tables and links

Records and pages a reply links to appear as buttons under its text and open in a new browser tab. When a reply finds up to three records, each has its own button, named after the record. A larger result shows View with the number of rows: select it to show the table under the reply, and again to hide it. Show more in the table loads the next rows. A search the assistant saved but could not page through is marked as incomplete.

Each result is saved with the conversation. A follow-up can use it without searching again: put a list of contacts or invoices in a Document, compare or add up counts from different areas, or combine two lists of the same kind of record. A saved result shows the records as they were when found; ask the assistant to search again for current values.

A result names the fields it searched and, for each row, the field that matched. Ask the assistant what it searched when a result is narrower than you expected. Long text comes back as a preview, but the search reads the whole text, so a word far into a long note is still found.

Conversations

While a request runs, a line under it says which step is underway. A request with several steps keeps those lines above the reply. If one part fails, the reply says which parts finished, which failed and which did not run, and keeps the results of the parts that finished. A long request can stop before every step is done; ask again for the rest.

If the connection drops, select Resume. The assistant carries on where it stopped without repeating changes it already made.

The conversation is kept for your account and the selected team, and is still there after a reload. Each browser window has its own conversation:

• New conversation (the pencil above the conversation) opens Dashboard in a new window with an empty conversation. Both can run requests at the same time.
• Clear conversation (the bin above the conversation) removes the conversation and its saved results. Records the assistant created stay.
• Type /new to start an empty conversation in this window, or /clear to clear the current one.

What is sent to OpenAI

The assistant uses OpenAI to understand your request and write its reply. Magpie sends OpenAI your request, the parts of the conversation the reply needs, the current date, your time zone, and what the assistant read to answer, such as contact details or a note's text. Magpie does not send passwords, API keys or billing details, and makes its requests with OpenAI's response storage turned off.

If a result does not match what you asked for, Contact support.