A L M A S ALMASHelp Open in the app

21. AI Agent (chat)

The AI Agent is a chat interface that can answer questions about your tenant's data and execute actions on your behalf. Included in every plan, within the plan's monthly AI allowance (see Profile, language, theme, plans → Plans, limits and pay-as-you-go).

The Ghost — your floating assistant

A small ghost button floats at the bottom-right of every page. Click it and the Ghost slides in — tell it what you want to do, in your own words:

  • "How do I set up my clients?" → the Ghost starts the matching guided tour: the panel steps aside and the app spotlights each click, exactly like Help → Guided tours.
  • "How many open invoices do I have?" → it looks the answer up in your data (read-only, with your own permissions) and replies — you'll see which check it ran.
  • Answers stream in live as the Ghost writes; a "Thinking…" line shows while it works.
  • "Create a task called Follow up with Acme" → the Ghost prepares it and shows a confirmation card: what it wants to do, with the details. Nothing happens until you press Confirm — press Cancel and nothing is created. Cards expire after 15 minutes if you don't decide.
  • The Ghost only ever does what you could do yourself — your permissions apply to every action, and each one is recorded.
  • If you see "I've hit today's AI budget", your workspace reached its daily AI allowance; it resets overnight, or your admin can raise it.
  • Your conversation is remembered between visits; the ↻ button starts a fresh one. Close the panel anytime — the ghost button stays put.

Watch the Ghost do it — drives

Ask the Ghost to do something "on screen" (e.g. "Create a project called Acme Website — show me how you do it") and instead of working quietly it drives the app like you would: it opens the right page, brings up the form, and types the values in front of you, one step highlighted at a time. A small control bar appears at the bottom of the screen while it works:

  • Pause / Resume — freeze the Ghost mid-step (even mid-word) and let it continue when you're ready.
  • Take over — the Ghost steps back and everything it typed stays in the form for you to finish yourself.
  • Stop — the Ghost stops immediately. Nothing is undone; the form keeps whatever was typed so far.

You always click Save. A drive never submits anything: at the end the Ghost highlights the Create/Save button and waits. Click it to keep the work — or Cancel/Close the form and nothing is saved at all. Watching a drive is also a great way to learn where things live: every click the Ghost makes is one you could make yourself.

The first guided tour or drive you complete earns you the Onboarding achievement (50 points) on your profile.

My timeline

Everything the Ghost does with you is remembered on your personal timeline: open the profile menu (your avatar, top-right) and click My timeline. Each entry is a plain sentence — "watched the Ghost fill create-project — save handed off", "completed the guided tour first-project" — newest first, with a Load more button for older history. Other account activity will land on the same timeline over time.

Getting started checklist and floating reminders

Bottom-right, just above the ghost button, ALMAS shows small round reminder icons with a number — like a game's "things waiting for you". Each one is a different reminder:

  • Rocket (blue) — items still open on your Getting started checklist.
  • Envelope (amber) — emails to your address are bouncing, so automatic emails to you are on hold. Click it to open My profile and sort it out (see When emails to you bounce).
  • Clock (blue) — bills due in the next 2 days · Alarm (amber) — bills due today · Warning (red, pulsing) — bills overdue. The number is how many. You only see bills you own unless your role sees all transactions.

Click an icon to go there. Hover it and click ⋯ to snooze it (4 hours, until tomorrow, a week, or mute it for good) — snoozed reminders collapse into a grey bell chip where you can re-enable them anytime. Snoozes follow your account, so they survive a refresh or another device.

Hide all the floating buttons for a while. When the reminders, the ghost button or the theme gear cover something you need, click the small eye-slash button at the top of the floating column and pick For 4 hours, For 1 day or For 1 week. Everything that floats disappears — the reminders, the ghost and the theme gear — on every device you use. They come back on their own when the time is up. To bring them back sooner, open your avatar menu and click Show floating buttons (it says when they would return and how many reminders are waiting), or use My profile → Preferences → Floating buttons. Hiding never mutes a reminder: what was waiting is still there when they return.

Getting started (profile menu → Help → Getting started checklist) is a short checklist of things worth doing once: add a profile photo, complete your profile, create your first project and task, complete a task, create and get an invoice paid, record and pay a bill. It ticks itself off automatically when you do the real thing (in any workspace), and it only lists what your role can actually do. Each item offers a shortcut — Go there, Show me (a guided tour), or Ask the Ghost to do it with me (the Ghost fills the form for you; you still click Save). Already know something? Click ✕ to dismiss it — Bring it back undoes that.

Achievements, medals and your level

Real work earns XP: concluding a task, marking a bill as paid, adding a note, logging in day after day, and finishing the Getting started checklist. XP moves your level — ten steps from Freshman to God (Rookie, Apprentice, Journeyman, Pro, Veteran, Elite, Master, Legend in between). Your level shows as a small chip on your avatar in the top bar and, in full, on My profile.

Milestones unlock achievements, and every achievement comes with a collectible — a medal or trophy with a name from the 90s and 2000s: your first concluded task is Press Start, ten tasks is the Taskinator (then Taskinator 2000 and Taskinator: Judgment Day), your first paid bill is Show Me the Money (then The Payday, Mo' Money, Cash Rules Everything), five workdays in a row is the Dial-Up Devotee trophy (a month: Always Online; a whole year: Y2K Survivor), and finishing the checklist graduates you as Class of 2000. The moment one unlocks, a toast pops up top-right with the medal, the XP and a link to your achievements; you also get a bell notification and two entries on My timeline.

Open the profile menu → Progress & rewards → Achievements (or My profile → Achievements): your level and XP bar at the top, the achievements you've earned (with the medal and the date), and the locked ones with a progress bar — 3 / 10 tasks — so you always know what's next. Achievements are yours across all workspaces; progress toward the task and bill milestones counts the workspace you're currently in.

Every progress page — Leaderboard, Quests, Recognition and Rewards — has a row of tabs at the top (Achievements · Leaderboard · Quests · Recognition · Rewards), so you can jump between them without reopening the menu.

The Inventory tab lists the medals and trophies you hold in the current workspace, how many of each, what each is worth right now and your total, plus the recent activity that granted them. Medals are worth more when your company is on a higher plan. Later phases will let you gift medals to teammates and redeem them.

A few rules of the game: the person assigned to a task gets the credit when it's concluded (not the reviewer who approves it); reopening and concluding a task again does not count twice; AI employees don't earn XP.

Sales and marketing have their own set. A deal is won the moment the project you lead leaves a sales step for an engineering step (the classic pipeline's Signed → SoW, the Solution flow's Won → SoW, or any drag from the Sales → Pipeline board into engineering) — it does not matter who moves it, the project's leader gets the credit (its owner if there is no leader). Your first win is First Blood; ten, fifty and two hundred wins are Closer, Rainmaker and Kingmaker; Six / Seven / Eight Figures are trophies for the total value of the deals you won (100 thousand, 1 million, 10 million in the workspace's currency, each deal converted at the rate of the day it was won); Speed Run is a deal won within thirty days of entering sales, Comeback Kid one that was sent back to sales and won anyway, Pipeline Builder twenty-five leads moved past the first sales step. A deal counts once — bouncing it back to sales and winning it again earns nothing new. For marketing: Launch Day (your first campaign goes live), Full Funnel (a lead your campaign captured becomes a won deal), Lead Magnet (a hundred public form submissions), On Budget (five campaigns closed with their budget not over) and Clean Sheet (ten budgets closed without a single override). Deals won before this arrived can be counted retroactively — ask your administrator.

Leaderboard and your global standing

Leaderboard (profile menu — your avatar, top-right — → Progress & rewards) is your workspace's monthly race: everyone on the team ranked by the XP they earned here this month, with the trophy, podium and ribbon markers on the top three, your own row highlighted (and pinned at the top of the card if you're further down), the number of participants, and a countdown — "resets in 5 days" — to the end of the month. Ties share a position. On the 1st of the month the board closes and the top three (your workspace may set a different number) receive a collectible in their Inventory: Employee of the Month for first place, High Score for second, Honorable Mention for third — you'll get the usual toast, bell notification and timeline entry. The Last month's podium card keeps the previous winners visible all month long. Hint: the board only counts XP earned in this workspace; achievements you unlock for logging in every day count towards your global standing instead.

Your global standing (on the leaderboard page and on My profile → Achievements) compares you with every ALMAS user everywhere — "This month #42 of 1,380 · top 4 %" — for the week, the month and the year, plus your best ever. By design you only ever see your own position: there is no global list of people, and nobody can see yours.

Prefer to stay out of it? Flip Hide me from leaderboards on My profile → Achievements. You keep earning XP and unlocking achievements; you simply don't appear on any board and your global standing pauses until you turn it back on. Workspace admins can also switch the leaderboard off for the whole workspace (you'll see a note on the page instead of the board).

Quests — daily and weekly goals

Quests (profile menu → Progress & rewards) are small recurring goals for this workspace. Today: sign in, conclude a task, interact once (add a note, attach a file, or close out a colleague's task). This week: conclude three tasks, create a task, pay two bills, interact five times. Each row shows a progress bar and a Go there shortcut; a quest ticks itself off the moment you do the real thing — there is nothing to submit. The cards show when they reset ("resets in 6 hours" for today, Monday for the week), and you only see quests you can actually do: pay-bills needs the accounting permission, and the task quests only appear in workspaces with at least two people — a task you created yourself never earns you anything (that's how we keep dummy tasks out of the race), so someone else has to create or assign it to you.

Clear every quest of the day and you get the Daily sweep: a medal toast, Blockbuster Night in your Inventory, and a green banner on the page. Clear every weekly quest for Tamagotchi Keeper; sweep five days in the same week (Monday to Sunday — the Sweep days strip counts them) for Perfect Attendance '99. Every quest also pays a little XP towards your level and the leaderboard.

The floating Today's quests reminder (bottom-right, a checkbox icon with the number of open quests) takes you to the page and disappears once your day is swept — or snooze it with ⋯ like any other reminder. Completed quests and sweeps also show on My timeline. Workspace admins can switch quests off for the whole workspace; the page will say so.

Recognition — gifts, pooled gifts and MVP votes

Recognition (profile menu → Progress & rewards) is where the medals and trophies you earned turn into something for someone else. Give a gift: pick a colleague, pick a gift from the catalog — High Five, Made You a Mixtape, MVP Ballot, Golden Globe, Lifetime Achievement Award, each with a price — and pay for it with items from your inventory (we pre-select the cheapest that cover it; adjust if you like). Write a few words: markdown works, and the Insert card buttons drop one of your items into the text as a little card. Send — the post lands on the workspace's recognition wall, the gift lands in your colleague's Inventory, and they get a toast, a bell notification, a timeline entry and a floating "You've been recognized" reminder until they open the wall. Received gifts count toward your total value and can be passed on.

Start a pool when one gift should come from the whole team: name the colleague and the gift, write the post, and the pool waits in Open pools for people to Chip in with their own items. The moment the pledges cover the price the gift is sent "from the team", everyone who chipped in is named on the post, and the recipient never saw it coming — pools are hidden from the person they are for. The organizer can cancel an open pool, and pools that aren't funded in two weeks close on their own; either way every pledge goes back to its owner.

Start a vote (workspace announcers) when the team should decide: give it a title ("MVP of the sprint"), pick the prize and pay for it up front, say whether people name one or two colleagues, and set when it closes. Ballots are secret — the card only shows how many have voted — and nobody can vote for themselves (or for the organizer). When it closes, by the organizer or on its own at the deadline, the most voted colleague receives the prize and the wall shows the result; a tie asks the organizer to pick among the tied names, and a vote nobody cast simply refunds the prize.

Giving — a gift, a pledge in a pool that funds, or a ballot in a vote that closes — earns you a little XP and counts as an interaction for your quests. Workspace admins can switch recognition off for the whole workspace; the page will say so.

  • "Which projects were profitable in 2025?"
  • "Show me overdue invoices over $5,000."
  • "Create a task to follow up with Acme about contract renewal."
  • "Summarise the support tickets we got this week."

Rewards — spend what you earned, on us

Rewards (profile menu → Progress & rewards) turns your medals and trophies into real perks — a coffee, a movie night, a book, up to a gift card. Every reward has a price in the same value units your inventory shows; if your wallet covers it, the card lights up.

Click Redeem, check the pre-filled payment (cheapest items first — you can edit it), and confirm. Your items are set aside immediately and the request goes to a fulfillment queue; when an operator approves it you'll get a notification and the voucher code or instructions appear under My redemptions. Until it's approved you can cancel and everything comes straight back. If a request is declined, you're told why and refunded automatically.

Redeeming doesn't earn XP — rewards are where the points you already earned get cashed in.

Evaluation — the manager's year-end view

If you manage a workspace (the "all user" permission), Evaluation (sidebar, under Administrative) shows one row per member for any date range: XP, tasks concluded, bills paid, notes and files, achievements, medals, recognition given and received, and rewards redeemed. Use the quarter / year presets or pick your own range, sort by any column, and Export CSV for the year-end sheet. It reads the same ledgers the rest of gamification writes — nothing to maintain.

Integrity — fair play, visibly

The points economy polices itself, in the open. If a record is deleted right after it earned points, those points are quietly taken back — you'll see a "Recognition adjusted" entry on your own timeline when it happens to you. Very fast repeated actions stop earning after a daily limit (the action itself always works — only the points pause). And if the platform team ever voids points after a review or pauses someone's earning, that person sees it on their timeline and gets a notification — nothing is removed silently. Managers get an Integrity page (sidebar, under Administrative) showing their own reports' record — a clean page is the normal state; a "repeat" badge means the same person had points voided more than once. Who counts as your report follows the Boss field (Users → Edit), the same chain as the Evaluation page. A paused ("frozen") member keeps their wallet and everything already earned — they just stop collecting new points until the review ends. And reviews can go the other way: if a void turns out to be wrong — say a support ticket shows that lightning-fast transaction was real work — the platform team can restore it, and every point, quest and medal comes back exactly as it was, with a "Recognition restored" note on your timeline.

What you'll see in the response

  • The agent's natural-language answer in markdown.
  • For each tool call (data fetch, create action), an expandable panel showing what it called and what came back.
  • Token usage and cost for the response, displayed under it.

Permission scope

The agent runs as you — it can only see and change what your account can see and change. If you ask it to delete a record you don't own, it refuses.

Sessions

Every conversation is a session you can come back to. Open the Sessions sub-page to see history, search past chats, or pick up where you left off.

Feature gating

If AI has been switched off for your workspace, the menu item appears greyed out; clicking it shows a View plans prompt. When the month's AI allowance is used up, the Ghost answers with a Plan limit reached message until the next month, an upgrade, or pay-as-you-go.