Area: AI Assistant (AI Agent)
Path: /assistant
Icon: Sparkle/Assistant icon in the sidebar
Overview
The AI Assistant (UI label usually AI Agent) is an AI-powered chat assistant for calendar, contacts, tasks, and chats (Matrix, Microsoft Teams). It uses your connected data to answer questions and help with planning.
Prerequisites
- Assistant enabled: Settings → AI Assistant → Enable Assistant
- Allowed model: Your team admin publishes models under Account → Team → AI models. In the app you pick only from that list.
- Platform models (IONOS, OVH) — usage counts against the monthly AI quota
- Third-party providers (OpenAI, Anthropic, …) — only if the team admin stored an org API key (org BYOK, no member keys)
Without activation or without a usable model (no allowlist entry or quota exhausted), a hint is shown.
Quota exhausted
When your organization's platform AI quota is used up, a dialog offers:
| Option | Description |
|---|---|
| Buy prepaid pack | Additional tokens via Stripe (team admin) |
| Configure team AI models | Team admin only — Account → Team → AI models (another model or org BYOK) |
| Adjust monthly quota / Contact team admin | For admins — Account → Team → AI usage |
The dialog shows usage and any prepaid balance for the current billing month (UTC).
Layout
| Element | Description |
|---|---|
| Header | Assistant name, subtitle (Calendar, contacts, tasks & chats) |
| Model selector | Dropdown to switch LLM provider and model |
| Clear chat | Button to delete conversation history |
| Message area | Chat history (user and assistant messages) |
| Input field | Text input and send button |
Assistant Context
The assistant has access to:
| Data source | Content |
|---|---|
| Calendar | Events for the next 7 days (from connected providers) |
| Contacts | Top 50 contacts (Microsoft, Nextcloud, Open-Xchange) |
| Tasks | Open tasks from Planner/Nextcloud/OX |
| Unread rooms | Matrix chats and MS Teams chats with unread messages |
| Mentions | @Mentions from Matrix and Microsoft Teams |
| Personal memory | Opt-in stable facts/preferences (Settings → AI Assistant); save/list/forget tools; the assistant retrieves entries that match the current question |
| Knowledge index | Opt-in: index chats, files, and transcripts the assistant reads (per source) so later questions can search them |
| Skills | On/off per bundle (calendar, chats, files, calls, …) under Settings → AI Assistant; per Matrix chat/channel override in room or channel settings |
| Room files (Sparks Cloud) | WebDAV files in a Matrix room: list, read (text/Office extract), keyword search in name and content; versions |
| Call log / transcripts | Past calls and meetings; transcript text by call ID; optional filter by Matrix room (channel or 1:1 chat) |
The time range for calendar and activities can be adjusted under Settings → Notifications and Activity → Activity Time Range (1–90 days).
For questions about files in a channel/room, the assistant prefers search (keyword), otherwise list and targeted read. This requires Sparks Cloud for the room (Files tab). The same applies to external clients via the livedata MCP (scope files).
For questions about past calls or “what was discussed”, the assistant uses the call log and transcript when available. For decisions, open questions, and action items, use follow-up (“What was decided?”). If you join a meeting late (about 5 minutes) and live transcription is running, you can choose Catch me up — a short recap of what was said before you joined. External clients need the MCP scope calls (and optionally matrix to include meeting chat).
External AI clients (MCP)
In addition to the in-app assistant, create API keys under Account → AI access / MCP for external clients (Cursor, Claude, OpenClaw). With scope files, those clients can read, search, and export the same room files as Word/Excel (Sparks Cloud / WebDAV); call log, transcripts, and meeting follow-up require scope calls; questionnaires and sending Matrix messages require matrix; booking profile and incoming bookings require calendar. Sending MS chat/channel messages needs scope files and the Microsoft link (re-link if consent is missing). Details: Account settings → AI access / MCP.
Example Questions
- "What do I have this week?"
- "Show me my unread chats"
- "When do I have time for a 30-minute meeting?"
- "Who is Anna Schmidt?" (contact search)
- "Which tasks are due?"
- "Create an event tomorrow at 10am"
- "Search the room files for budget"
- "What’s in notes.md in this channel?"
- "Which calls did I have this week?"
- "What was discussed in the last meeting in this channel?"
- "Prepare an agenda for this channel"
- "Write the agenda into the agenda block"
- "Save this as a Word file in this channel"
- "Tell Anna I'll be 10 minutes late"
Meeting prep & agenda
- For “prepare agenda” / “prepare meeting”, the assistant aggregates chat, files, calendar, and open tasks from the room-bound plan (Planner tab / room container) — not all personal todos.
- After confirmation, the agenda can be written to the room’s collab agenda block; in the meeting it appears under the drawer tab Agenda.
- The Matrix channel bot (
@Bot//agent) can propose an agenda in chat and promote action items as channel todos; writing the collab block stays in the app.
Details: Planner in chats & meetings
Write Actions
For event or task creation, the assistant can suggest actions. If Confirm write actions is enabled in settings, you will be asked before creating. Without confirmation, actions are executed directly.
For Planner, the assistant also supports:
- Updating/deleting tasks, assigning or unassigning users, and moving tasks between buckets
- Creating, renaming, and deleting plans
- Listing planner targets (providers, plans, Microsoft groups) before plan operations
For destructive actions (for example delete), keep confirmation enabled.
Settings
All configuration options: Settings → AI Assistant
| Setting | Description |
|---|---|
| Enable Assistant | Turn AI Assistant on or off |
| Agent Name | Name shown in chat header |
| Team AI models | Hint plus link to Account → Team → AI models (team admin) |
| Model | Choice within the org allowlist (no picker if only one model) |
| Response Language | Follow UI language or fixed language |
| Confirm Write Actions | Confirm before event/task creation |
| Personal memory | Opt-in: store and manage stable facts |
| Skills | Enable/disable skill bundles; override per Matrix channel in channel settings |
| Scheduled Prompts | Daily/weekly reminders |
LLM Providers and IONOS
Which models you see is set by the team admin under Account → Team → AI models. Typical platform providers are IONOS AI Model Hub and OVH AI Endpoints. Third-party providers (OpenAI, Anthropic, Azure OpenAI, Google Gemini, Mistral, Groq, Cohere, DeepSeek, xAI) appear only with an org API key. Enter the IONOS contract number in Team settings (not in the app) if you have several contracts. Scheduled Prompts (daily or weekly reminders) stay in Settings → AI Agent.