Personal Agent
1. What it is
Personal Agent is an AI assistant that answers questions about a user’s own data — their bookmarks, drafts, tasks, notification inbox, and private notes, plus their upcoming shifts, leave balance, recent paychecks, and expiring certifications when those apps are enabled. Every query is automatically filtered to the asking user, so the agent cannot see another user’s personal data. Users interact with it through Ask AI; there is no separate chat interface.
- Enablement: Requires a licence — the AI Productivity suite and All Employee Suites include it. An admin enables it per tenant and decides whether its write actions are allowed.
- What it is not: Personal Agent does not manage other users’ data, create workspace tasks, submit leave requests, or perform any domain-specific operation. Those belong to the owning app’s own assistant (Shifts & Scheduling, Leave Management, etc.). Personal Agent can read data from those apps on the user’s behalf — but only the user’s own records, and only when the source app is also enabled.
2. Standing it up
- Go to Apps → Personal Agent → Settings (or find Personal Agent in the Apps Marketplace and choose Configure).
- Check that Enable Personal Agent is on. It starts on as soon as the app is enabled, so the agent is already available to all users through Ask AI and read-only tools work immediately.
- Decide whether to turn on Allow write actions. When on, the agent can bookmark records, remove bookmarks, edit bookmark notes, write private notes, mark notifications as read, and acknowledge a must-read post or broadcast on users’ behalf. This is off by default. Reads are never affected by this toggle.
- Set the Per-user daily write cap (default 50 per user per day). The cap applies per user, not business-wide, and only counts writes — reads are unlimited. Set it to 0 for unlimited.
- Confirm it works: open Ask AI from the top bar and type “What’s in my inbox?” or “Show me my bookmarks.” The agent should respond with data scoped to your account.
Enabling the app turns the agent on — there is no separate go-live step. Only a business admin can switch Enable Personal Agent off, and doing so also turns the app off for the organization (see Settings).
If you want to test the agent before rolling it out, use the Generate sample data button on the Settings page. It creates a handful of drafts, notifications, and bookmarks scoped to your own account, tagged so that removing them leaves real data untouched.
3. How it fits together
Read tools and write tools
Personal Agent has two tiers of capability, controlled independently by the admin.
Read tools are always available when the agent is enabled. They let the agent:
- Search bookmarks by title and note text
- List unfinished drafts
- List tasks assigned to the user (filterable by status: open, overdue, completed, or all)
- Summarize the notification inbox (unread count, action-required count, recent items)
- List what is waiting on the user to acknowledge or confirm across apps — must-read posts, broadcasts, alerts, Sites pages, policies and SOPs — including asks that never sent a notification (for example in a category the user muted). This is the same list as the Waiting on you filter in Notifications
- Search or list private notes (the personal scratchpad at /notes)
No data is changed by any read tool.
Write tools are off by default. When an admin turns on Allow write actions, the agent can:
- Bookmark or un-bookmark a record
- Update a bookmark’s note
- Write a new private note
- Mark notifications as read (specific items, every visible item whose title mentions a topic, or all visible inbox items; snoozed items stay unread so they resurface as intended)
- Acknowledge a must-read post or a broadcast from that list. Sites pages, policies, SOPs and alerts are never confirmed in chat: the agent gives the user the link to confirm on the page
Every write action except acknowledging runs without a confirmation prompt — each one changes only the user’s own data, and the admin toggle and daily cap are the safety limits. Acknowledging a post or broadcast always shows a confirmation card naming it first, because an acknowledgement is compliance evidence that cannot be taken back. Not every write can be undone: a removed bookmark that carried a note goes to Trash for 30-day recovery, one without a note is deleted outright, and notifications the agent marks read can be marked unread again from the inbox.
Cross-app lookups
Personal Agent can also pull the user’s own data from four other apps, when those apps are enabled for the tenant:
| Source app | What the agent reads | Example question |
|---|---|---|
| Shifts & Scheduling | Upcoming assigned shifts | “Am I working tomorrow?” |
| Leave Management | Leave balances by type | “What’s my PTO balance?” |
| Payroll Prep | Recent gross pay periods | “When was my last paycheck?” |
| Skills & Credentials | Certifications expiring soon | “Which of my certs expire soon?” |
The example questions reach Personal Agent when asked from its page. From other pages, Ask AI usually sends single-app questions like these to that app’s own assistant, which answers from the same records.
These lookups are read-only and inherit the same privacy scope — every query is filtered to the asking user. If a lookup is unavailable — the source app isn’t enabled or available to the user, its AI agent or that lookup is switched off in the app’s settings, or (for shifts) Ask AI’s schedule questions are off — the agent says which, so an admin knows what to turn on; if the app simply couldn’t be reached, it says to try again. It never guesses or invents an answer.
Asked from the Personal Agent page (or one of its Try asking prompts), “What’s on my plate this week?” gets one answer combining the user’s tasks, inbox items, and (when available) upcoming shifts. Asked anywhere else in Ask AI, plain task questions go to the Tasks app. For a cross-app answer from any page, ask for a personal snapshot — for example “Build my personal snapshot: my shifts coming up and how much PTO I have left” or “Bring me up to speed on my unread notifications and unfinished drafts.”
Privacy scope
Every tool query is filtered to the asking user’s ID and business. No tool accepts a target user parameter. If someone asks for “Bob’s bookmarks”, the agent explains it can only see the asking user’s own data.
Bookmarks can cover records from several apps: workspace messages, comments, tasks, wiki pages, HR policies, SOPs, library items, site pages, recognition posts, job listings, and App Builder records. When the agent bookmarks a record on a user’s behalf, it checks that the user can actually see that record before creating the bookmark.
Worked example
An employee opens Ask AI from the Personal Agent page and asks “Are any of my tasks overdue?” The agent queries tasks assigned to that user with a status of overdue. It returns a list with task titles and due dates.
The employee then says “Bookmark the first one with a note ‘follow up Monday’.” If write actions are enabled and the daily cap has not been reached, the agent creates the bookmark with the note attached. If writes are disabled, the agent tells the user the admin has not enabled write actions.
Later, the same employee asks “What’s my PTO balance?” If Leave Management is enabled for the tenant, the agent reads the balance live from that app, scoped to the asking user. If it is not enabled, the agent says so and suggests the user contact an admin.
4. Running it
Reviewing adoption (Analytics)
- Go to Apps → Personal Agent → Analytics (business admin or Personal Agent app admin required).
- Choose a time range: 7 days, 30 days, or 90 days.
- The dashboard shows:
- KPIs — active users, total tool calls (read vs write), sessions, LLM token usage
- Daily tool calls — trend chart over the selected range
- Routing quality — how often Ask AI correctly routed questions to Personal Agent, with acceptance rate and average confidence
- Tool mix — per-tool invocation count, success rate, average and p95 latency
- Write activity — completed and failed write actions by tool
- Safety — the current daily cap, how many users have hit it, and top tool-call failures
- User adoption — per-user query distribution and the share of queries from the top 10% of users
- Click Export CSV to download a per-tool-call export of the selected range (capped at 50,000 rows; the filename indicates when the export is truncated). Business admins get each call’s user ID and session ID. Personal Agent app admins get the same export with anonymous user keys instead (
user-1,user-2, … numbered within that file) and no session IDs.
Checking personal usage (My Activity)
Any user can go to Apps → Personal Agent → My Activity to see their own tool-call history — total calls, success rate, the tools they have used (with read/write labels), and their 10 most recent calls. This view is scoped to the individual user. Admins see cross-user metrics under Analytics.
Both My Activity and the Overview page are available on mobile at /m/apps/personal-agent. Settings and Analytics are admin-only and remain desktop-only.
Managing settings changes
Settings changes take effect immediately:
- Turning off Enable Personal Agent stops the agent from answering personal-data questions across the tenant, and turns the app itself off for your organization (see Settings below).
- Turning off Allow write actions blocks the agent’s six write actions while reads continue uninterrupted.
- Changing the Per-user daily write cap applies from the next write action onward. Writes already performed today still count toward the new cap.
The Overview tab (visible to all users) shows quick-start prompts that deep-link into Ask AI with the question prefilled. If write actions are disabled, a notice appears below the prompts explaining that the agent can read but not change data. Personal Agent only answers inside Ask AI, so a user whose account doesn’t have Ask AI sees a note saying so instead of the prompts.
5. Settings
All settings live on Apps → Personal Agent → Settings (visible to admins and Personal Agent app admins).
| Setting | Default | What it changes |
|---|---|---|
| Enable Personal Agent | On once the app is enabled | When on, all users can query the agent through Ask AI. Turning it off stops the agent and also turns the app off for your whole organization (see below). |
| Allow write actions | Off | When on, the agent can bookmark records, remove bookmarks, edit bookmark notes, write private notes, mark notifications as read, and acknowledge must-read posts and broadcasts. Reads are unaffected. Acknowledging asks for confirmation first; the other writes run without a prompt. |
| Per-user daily write cap | 50 per user per day | Maximum write actions one user’s agent can perform in a calendar day. Reads do not count. Set to 0 for unlimited. The cap resets at midnight in each user’s own time zone. |
The app itself requires explicit enablement per tenant (it is not auto-enabled); once it is enabled, the agent is on by default. Enable Personal Agent is more than an agent switch: turning it off also turns the app off for your whole organization. Unless Personal Agent comes with your plan, employees then lose the Overview and My Activity pages, and admins lose Settings and Analytics. To bring it back, a business admin enables the app again in the Apps Marketplace; the agent comes back on with it. (If Personal Agent comes with your plan, the Settings page stays available and switching Enable Personal Agent back on there does the same.)
Who can change settings: Any user with admin or above role, or a user designated as a Personal Agent app admin — except Enable Personal Agent, which only a business admin can switch on or off. The Overview and My Activity tabs are visible to all users; Settings and Analytics are restricted to these roles.
6. More help
- Personal Agent FAQ — specific setup, write-cap, and cross-app questions
- Ask AI — the assistant answers questions about Personal Agent from these articles