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A Begin AI confirmation card headed Create shifts with a Confirm 3 shifts button A Begin AI confirmation card headed Create shifts with a Confirm 3 shifts button Begin AI can update your workspace directly by creating shifts, inviting members and changing records. By default it previews every action for your confirmation. Change Approval mode in the composer when you want routine changes to run without asking.
A Begin AI approval card proposing three new shifts with Confirm and Cancel buttonsA Begin AI approval card proposing three new shifts with Confirm and Cancel buttons

Manual approval shows the proposed change before anything is written.

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Choose when it asks first

The mode belongs to the chat where you set it, except in a loop’s follow-up conversation. A new chat starts with the last mode you picked. Cards already waiting when you switch keep their current state; later changes follow the new mode. A follow-up conversation is shared with everyone who can see the loop, so the mode you pick there is your own: it governs only the changes you ask for, every other participant keeps the mode they picked, and it becomes your default for new chats instead of staying with the conversation. Generated rotas, feed posts, messages it sends, edits or forwards for you, creating or editing an acknowledgement request, acknowledgement reminders, shift, time entry or post comments it writes or edits for you, files it attaches to a post, post draft or comment, or to a shift, time entry or client comment, changes to a role’s permissions or to who a role can see, creating, changing, running, copying, restoring or deleting a loop, publishing, switching on or off or restoring a workflow, restoring an earlier version of a page, contracts it sends for signing, recording or asking for a biometric agreement, and requests for a file always stop for you. Setting or clearing a contract’s end date and marking a contract ended wait for you too, unless the chat uses Skip all approvals and no outside content has entered it. A record it files or changes with a file attached waits for you, because you pick the file on its card; under Skip all approvals no card appears, so Begin AI cannot attach the file and sends you to the record table instead. The contract card names each contract, its employee and the date it replaces. A web page, search result, uploaded file, or text another person wrote, such as a comment, post, note or a colleague’s report, also makes every later change in that chat wait for approval. So does a name someone with settings rights chose, such as a channel, location, position, department, role or post category name, or a custom profile or client field’s name, dropdown choices, section or group. So does a document template’s name, description or one of its own placeholders. So does an hours answer or chart split by person, location or position, or a schedule summary or schedule search that names people, locations or positions, because people can rename themselves. So does a search that returns a record table’s or column’s name, because anyone with full access to that table can rename it. So does reading a policy, because it names the people, positions, departments, locations and roles it covers, its named approvers and the people two conflicting policies share. Creating or editing a report or table view waits for your approval too. Editing your post draft has no approval card, so it is refused in that chat instead. A loop’s follow-up conversation counts from its first message, because it opens by quoting the run’s result and the loop’s title. So does sending a saved loop’s draft from its editor with Configure with AI, because other people may have written its title, description or instructions; a new loop’s draft does not. Start a new chat when you no longer need that outside content.

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Describe the change

Give Begin AI the same details you would enter yourself: a person it can find, a date, and times on a 24-hour clock.

Add a shift for Kadri Tamm on Thursday from 09:00 to 17:00.

Approve Kadri Tamm's pending time-off request.

Reject the shift change Mari Tamm asked for and tell her the rota is full.

Begin AI can approve, reject or undo the decision on any request in your inbox that you could decide yourself. When it asks first, its card shows the request as the inbox does, with who asked, what changes and why it needs approval, before you confirm. When Begin AI adds people or changes their details, its card names each role the way your workspace names it, lists every address an invitation email will go to, and names every other detail the change sets. A role your workspace has no match for, or two roles share the name of, is refused before a card appears; ask again with the role you mean. A person’s departments and locations have no start date, so Begin AI changes them as soon as the change runs and cannot schedule a move for a later day. Ask on that day, or have it make the change now. Its card says whether the change touches departments, locations or both; check the person’s profile afterwards if you meant one and the card names the other. Begin AI can also bring people back from Recently deleted, up to 10 at a time, as Restore on that page does. Its card names each person. They come back deactivated and without their positions, locations and departments, so ask it to reactivate or reassign them afterwards. Someone whose data was erased, or whose erasure has already started, cannot be restored. Begin AI never erases a deleted person early; do that on the page. It also never answers a person’s data deletion request: it sends you to the People page, where you decide it yourself. Begin AI can also send the app invitation to people already in your workspace, resend a pending invitation with a new link, or revoke one, as Send invite, Resend invite and Revoke invite do on the People page. Its card names each person. To invite everyone a filter matches, as Select all matching and Send invite do, Begin AI’s card names the filters and how many of the matching people can be invited now; anyone without an email address, or whom your role cannot invite, is skipped as on the page. Begin AI never puts an invitation link in the chat, because whoever holds the link can join as that person: use Copy invite link on the People page for that.

Resend Mari Tamm's app invitation, she lost the email.

Begin AI can add labels to shifts and time entries, replace them or take them off, using the labels your workspace already has. Its card for a shift lists the labels the shift will carry, and a change that does not mention labels leaves them as they are.

Label Kadri Tamm's Saturday shifts this month as Weekend premium.

Begin AI can add, edit, archive, restore and delete clients, import them from a CSV or XLSX file you attach, fill in their fields, write notes and replies on their timelines, and add, change or remove client fields and their groups. It puts clients on the shifts, time entries and shift templates it creates or edits, up to ten on each, and can paste copied shifts onto a client. Once a chat has read a client, every later change in it asks first, because people name clients. Importing, archiving or deleting clients asks even under Automatically approve. Schedule policies can require a client on shifts, and clocking policies can require one at clock-in and when reporting time manually. Begin AI follows the same rules, including inherited shift clients and attempts to clear the last required client. It can set Inherit, Require or Exempt for clients in either policy family, and its approval card shows the choice.

Add a client called Harbour House with client number C-1042.

Beta
Clients are rolling out gradually, so your workspace may not have them yet. Where they are off, Begin AI says clients are not enabled in your workspace.
Begin AI can set the breaks on a shift or time entry as the forms do: unpaid and paid minutes when it adds or changes one, or, for a new shift, a copy of another shift’s breaks. On a shift, setting a break type to zero leaves it to your break policy; on a time entry, zero clears that break, and your break policy’s automatic breaks come back only where the entry form would bring them back. On a time entry it can also set the paid time, and move the entry’s end so it pays exactly that, as the paid time field does. Its card shows the breaks under each shift’s hours. A break type your break policy does not let people report, or breaks longer than the shift, is refused when you approve and nothing changes. It can also press Recalculate on the automatic breaks of the shifts and time entries you name, for example after a break policy changed. Its card counts them, and a request that includes a running or approved entry, or breaks someone set by hand, is refused with the reason.

Give Kadri Tamm's Friday shift a 30-minute unpaid break.

Begin AI can move a time entry to another person, as the Member field on the entry does. Its card names who the entry belongs to now and, under the hours, the person it moves to. Moving an entry needs the right to manage other people’s hours, and the new person must be someone whose hours you can see. If the entry is linked to a shift of the old person’s, the link is removed. The new person’s clocking and break rules apply, as they do on the page. A request that moves any entry can hold at most 10 entries, so ask for other edits separately.

Move Mari's Monday time entry to Kadi.

Begin AI can also read the comment threads on a shift, time entry or client, reply in one or start a new one under your name, edit or delete your own comments, and resolve or reopen a thread. Its card shows the comment it writes or changes, and a reply notifies the thread as one you post yourself does. Deleting someone else’s comment or resolving a thread needs the same right to moderate comments as the page. It can also attach a file to a comment you wrote, from a room you can open or from the chat; to post a new comment with a file, it writes the comment first and then attaches the file on a second card. On the feed, Begin AI can comment on a post you can see, reply to a comment there, and edit or delete your own post comments. Its card quotes the post and the comment it answers, so you can see where the new comment lands. Deleting someone else’s post comment needs the right to delete post comments. It can also attach a file to your post, post draft or comment, or to someone else’s post or comment when you have the right to edit it, and remove a file you added. It never uploads: the file is one shared in a room you can open, or one you attached to the chat. Begin AI can also delete, pin or unpin a post you can see, react to a post or one of its comments with an emoji or take your reaction back, and vote in a post’s poll or answer whether you are going, or withdraw that answer. Each card quotes the post, or the comment it reacts to, and needs the same right as the feed: deleting needs the right to delete posts, pinning the right to pin, reacting the right to react. A reaction, an answer, a pin and an unpin always ask for your approval, because others see them under your name or at the top of the feed. Deleting a post and taking back a reaction or an answer ask too, unless the chat uses Skip all approvals. Begin AI can also create a post category, rename or recolour one, give it an emoji or remove its emoji, and delete one, as Dashboard settings does. Each needs the matching post category permission. Its card shows the category’s badge as the feed will show it, and a category renamed or deleted since Begin AI read it is refused rather than changed. Deleting a category leaves its posts in the feed without it, and asks even under Automatically approve. In Docs, Begin AI can rename, move, categorise or delete a page, file or folder you can edit, and list a page’s earlier versions, read one and put it back. Its card names the document as it found it, so a document renamed in the meantime is refused rather than changed. A folder moves or is deleted with everything in it. A restore keeps the page’s current text in its history, so you can go back again. Begin AI can also tell you who a document is shared with, and share it with one person, role, department, position, location or the whole workspace, change that recipient’s access, or remove it. Each card changes one share and names the document, the recipient and the access before and after; every other share stays as it is. These cards ask even under Automatically approve. Attach a file in chat and ask Begin AI to save it to Documents, a person’s document area or a client’s Documents tab. Its card shows the attached filename and destination; choose Confirm to save it. You do not need to upload the same file again. Chat accepts files up to 10 MB, or 5 MB for PDFs and images; see chat attachments for their limits and lifetime. This card always waits for you, including under Automatically approve and Skip all approvals. A workspace upload starts private to you; uploading for a client also links it to that client without sharing it. Attach an image and ask Begin AI to put it into a page you can edit, under a heading or paragraph you name or at the end of the page. Its card shows the image, the page and where it goes, and it always waits for you too. Nothing else on the page changes. Attach an image and ask Begin AI to make it your profile photo, a person’s photo or the workspace logo. Its card shows the image and whose picture changes, and it always waits for you, as the upload card does. It can also remove your photo, a person’s photo or the logo; the removed picture is deleted, and under Skip all approvals a removal applies without a card. Your own photo shows in every workspace you belong to, a person’s photo only in this workspace. Changing someone else’s photo needs the right to edit people, and the logo needs the right to manage workspace settings. Use a JPEG, PNG, GIF, WebP or AVIF image of at most 5 MB, as on the settings pages. Begin AI can also tidy your own inbox: mark items read or unread, snooze them until a time, delete them and bring deleted ones back, or turn Group by type on or off. Before it empties your inbox or every read item, it counts them and its card states the number; if the number has changed by the time you approve, it deletes nothing and asks again. Ask it to undo and it restores everything that delete removed. It never touches anyone else’s inbox. Begin AI can also subscribe you to a shift’s updates, or unsubscribe you, as the shift’s Subscribe to updates button does. It works only for you, never for a colleague. Subscribing works only on shifts you can open. When Begin AI lists your shifts, it says which ones you already follow. Begin AI can also organise your own sidebar Favourites as the sidebar does: star something you can open, take a star off, file favourites into folders, change their order, and create, rename or delete folders. Its card names each favourite and folder as your sidebar shows them. Deleting a folder keeps its favourites and moves them to the top level. It never changes anyone else’s favourites. Ask Begin AI to change your own preferences as the Preferences page does: the accent colour, text size, contrast, sounds, pointer cursors, phone navigation labels, hiding your contact details and the formatting toolbar; which sidebar items and sections show, which sections are folded, their order and the unread badge; your start page everywhere or in this workspace; and showing every tutorial again. Its card names each setting as the page does. A change to how Begin looks always waits for you, even under Automatically approve, and shows at once on the device you approve it from. Light, dark or system mode is kept by each device, so pick it in Preferences. It never changes anyone else’s preferences. Begin AI can also change your own details: the personal, contact and banking sections of your profile in this workspace, as its edit forms do when your role lets you edit them; the name and username on your Begin account, as Settings → Personal profile does; and your notification settings, as Settings → Notifications does. It can start an export of your personal data, as Settings → Data and privacy does, and tell you when it is ready to download there. Its card shows each new value in full so you can check it. Profile, banking and account changes always wait for you, even under Automatically approve, and Begin AI takes banking details only from what you type in the chat. It never changes anyone else’s details; a manager edits a colleague’s profile through the people tools. Begin AI can also change how the Schedule or Timesheets shows for you, as its Display panel does: the layout, grouping, ordering, switches, row properties, shift card lines, duration format and hours. It can reset your Display to the workspace’s defaults, and, if you manage workspace settings, set the default for everyone who has not set their own. Its card names each option as the panel does.

Put the Weekly hours report in my Payroll favourites folder.

Begin AI can bring back deleted shifts, with their people, times and labels. It can also stop a bulk action on shifts or time entries that is still running, or revert one that has finished, as Cancel and Revert do in the bulk actions list. Ask what you ran recently and it lists your bulk actions with how far each got. Its card says how many shifts or entries the change covered. Stopping keeps what the bulk action already changed, and a revert leaves alone any row someone has edited since. A bulk action can be reverted for 7 days. Begin AI does not use the schedule’s or the timesheet’s Undo, which steps back through the last change anyone made on the page; it names the exact change it takes back.

Revert the bulk publish I ran this morning.

On the People page, Begin AI can change everyone a filter matches, as Select all matching and the bulk bar do: activate or deactivate them, add or remove one position, location or department, or delete them. Its card names the filters, anyone left out and how many people the change reaches now. It works out who matches again when you approve, so the change reaches only people your role can change at that moment. A large change keeps running in batches after you approve it, as Select all matching does on the page, and Begin AI says so; once approved, it cannot be stopped. Begin AI can list the background bulk actions started from the People page and stop one as Cancel does in the bulk actions panel. Begin AI can also put named people first in a position, location or department on the schedule, as dragging them does; everyone else keeps their order after them.

Deactivate everyone at the Tartu location except Mari Tamm.

Begin AI can change the order your positions, locations, departments, labels and label groups are listed in, as the settings arrows and dragging on the schedule do. For positions, locations and departments it can move one row a place up or down, or put the rows you name first, in your order; the rest keep their order after them. Labels can be put first in your order too, but each label stays in its group, so the order changes only among that group’s labels. A label group moves one place up or down. Its card names each saved row and, for a move, the row it swaps with. It can also reorder your saved views, as dragging them in the sidebar does; that applies at once, as the drag does. You need the same right to edit the list as on the page.

Put the Kitchen and Bar departments first, in that order.

Begin AI can also set the details the location and department forms hold. For a location, give it the Estonian address register (ADS) id or the coordinates if you have them; otherwise it looks the coordinates up after saving and, for an Estonian address with its town, the register id too, as the form does while you type. It can turn a location’s channel on or off and choose whether people assigned there join the channel automatically. Turning a channel off archives it for everyone in it, so the card says Channel off. It can also make a location private or public. Making a private location public lets everyone in the workspace read its channel’s full history, so the card says so and the change asks even under Automatically approve. For a department, it can set or clear the payroll export code, which the card shows. Begin AI can book a collective vacation, such as a company shutdown, for everyone or for chosen people, positions, departments and locations, as the schedule’s time-off form does. Its card names the time off policy, the dates, who it is for and how many people it reaches; people who already have leave on those days keep it and are skipped. It can also take a collective vacation back from everyone it booked, or take one person out of it. The booking appears on the schedule once it has run, and Begin AI can tell you how many people it booked and skipped. Begin AI can take an open shift you were offered or can claim, turn down an offer, offer open shifts to named people, and ask to swap one of your own shifts, as the inbox, the Offer button and the shift’s swap request do. A shift that is already taken, has started or clashes with your calendar is refused and nothing changes. Offering a shift always asks first, even under Automatically approve. Ask Begin AI who can cover an open shift, or a shift whose person is away, and it lists the people in that position who are free for those hours, from every location you can see, the people at the shift’s own location first. When your clocking policy lets someone clock in only at their own locations, it tells you that person cannot clock in at the shift’s location; it never changes the policy or the person’s locations. Begin AI can ask a colleague to cover your own pending time off, and answer a request to cover someone else’s, as the request page does. Its card names the request’s dates and the person. Begin AI can shorten your own time off while it is running, as End early or start later on the request does, and send a decided request back for approval, as Send for review again does. When it books or changes time off under a policy that shows the payment type, it can also choose whether payment is made before the holiday or with the next payslip. Its card shows the request’s dates, and for a shortening the new ones.

Book annual leave for everyone from 21 to 24 December as a winter shutdown.

Begin AI can add a cover rule to a department, position, location, role or person, reword one, move one to another group, and remove one, as the Cover rules list on the Policies page does. It reads the rule before changing it, and its card shows the group the rule covers and the rule’s saved words. If someone changed the rule after Begin AI read it, nothing is changed; ask again and Begin AI reads the current rule before it offers a new card. Writing cover rules needs the same right to edit policies as the page.

Add a cover rule to the Kitchen department: at most two people off at once.

Begin AI can add a holiday calendar for a country and year, fill it with that country’s public holidays, rename, archive or delete it, and add, change or remove one day on it, as the Holidays tab on the Policies page does. Its card names the saved calendar and day as Begin AI read them, then each change. The public holidays arrive shortly after you approve a fill, and a fill adds only the days the calendar does not hold yet. It needs the same rights to create, edit and delete policies as the page; archiving a calendar, or moving an active one back to draft, needs the right to delete.

Add an Estonian holiday calendar for 2027 and fill it with public holidays.

Begin AI can create, change and delete a compliance rule, including its icon, its colour and which shifts it counts, as the Compliance tab on the Policies page does. It can also install a country’s template (Estonia, Latvia, Lithuania or the EU) as draft rules, and install the new version of an outdated template rule beside it, keeping its audience, icon and colour, as Install new version does. Its card names the template or the saved rule. It needs the same rights to create, edit and delete policies as the page; an install needs the right to create.

Install the Estonian compliance template.

Begin AI can change the workspace’s default language, as Settings → Workspace settings → Time & region does, when you can manage workspace settings, and your own language, as Preferences does. Your own language follows you into every workspace and the app switches to it once the change is saved. It never changes another person’s language; people who have not signed in yet start in the workspace language. Like the pages, neither change asks under Automatically approve. Begin AI can also change the rest of Settings → Workspace settings when you can manage workspace settings: the workspace name, industry, legal name, registry code, address, country, timezone, time format, first month of the fiscal year and default currency. It can turn the automatic birthday, work anniversary and welcome posts on or off, and early access. Its card names each value as the page does. Changing these asks even under Automatically approve, because a timezone or country change moves how everyone’s hours are counted. Whether Begin AI is on stays a person’s setting. If you own the workspace, Begin AI can start a workspace data export, as Request export under Workspace export does, and tell you whether one is being prepared or ready. It never hands out the file: download it from Workspace settings. The export asks even under Automatically approve, and a Begin support session cannot start one. Begin AI can disconnect your Google Calendar and create, regenerate or remove your iCal subscription link, as Settings → Calendars does. It changes only your own connections and never shows the link in the chat; copy it from the page. Connecting Google needs your own Google sign-in, so Begin AI links you to the page instead. Disconnecting, regenerating and removing ask even under Automatically approve, because calendars subscribed to the old link stop updating.

Regenerate my calendar subscription link.

Begin AI can rename, delete and delete all of your own chats, as the chat menu does. It never reaches another person’s chats, and it keeps the chat you ask in. Renaming applies under Automatically approve. Deleting asks even under Automatically approve, because a deleted chat cannot be restored. Begin AI can list the MCP clients connected to your Begin account and revoke one or all of them, as Settings → Security does. It never reaches another person’s clients, and its card names the client the way the page lists it. Revoking asks even under Automatically approve, because the client loses access at once and must be authorised again. Connected MCP clients cannot use these tools themselves.

Revoke the MCP clients I have not used this month.

Begin AI can add, rename, recolour and remove a named shift colour, reset the shift colours, set or clear a block type’s default colour, and apply the legacy colours, as Settings → Schedule → Colours does. It can also turn the timesheet linking switches on or off, change the auto-stop switch, maximum duration and behaviour, and turn Auto-approve timesheets on or off. Its card names the saved colour by the name your team gave it, and each setting by its name on the page. It needs the same rights to manage schedule or timesheet settings as the page.

Add a green shift colour called Cover and stop forgotten timers at the shift end after eight hours.

Begin AI can change the preboarding portal’s welcome message and brand colour, and the default offer letter, contract and to-do document a new hire starts with, as Settings → Onboarding does. Its card names each default by the template’s saved name, and shows a cleared one as None. It needs the same Onboarding settings right as the page.

Set the welcome message to 'We can't wait to meet you' and use our standard offer letter as the default.

Begin AI can create, change, archive and delete break policies, as the Breaks list on the Policies page does: which breaks people may report themselves, and one automatic break taken after a stretch of worked time or at a clock time. A rule the page would refuse, such as a clock-time break that repeats, is turned down before any card is shown. Its card names the saved policy and the break rule it will store. Creating and changing a break policy needs the same rights as the page, and archiving or deleting one, or moving an active one back to draft, needs the right to delete policies.

Create a break policy for the kitchen with a 30-minute unpaid break after six hours.

Snooze the payroll reminder in my inbox until Monday at 09:00.

Reply to the comment on Kadri Tamm's Friday shift that I can cover the late close.

A shift Begin AI creates is a draft like any other. The team sees it only after it is published. Changes applied without a card still appear in the activity log as Performed via AI.

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Update people from a spreadsheet

When you upload a staff list, Begin AI matches each row to people already in the workspace by identification number, email or name. Ask it to update them and it changes their profiles instead of adding them again. Otherwise matched rows are refused. It adds a matched person again only when you tell it to create them anyway. The confirmation card lists each change as the old value and the new one. A private value you cannot view shows as Redacted. Rows it will not import are listed with the reason, such as a row that matches two people. An import never changes the job or pay of someone already in the workspace. A list of more than 100 people is imported in the background once you approve it. The card counts the people imported so far and has a Stop import button. Stopping keeps the people already added. When the import ends, Begin AI posts the result in the chat, naming any rows it did not import. If the list has title rows above the column names, Begin AI skips them. When it cannot tell which row holds the column names, it names the rows that hold data so you can say which one it is.

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Build shifts from a roster

Upload a screenshot, photo or PDF of a roster from another scheduling tool and ask Begin AI to put it on your schedule. Before it prepares any shifts, it lists for each person the shifts it will add, the rows it left out and why, and the absences it found. A shift shown greyed out, or marked with another site’s code, counts as worked elsewhere. So a person from another site who covered one day at yours gets that day only. When the roster marks leave with a code such as L, Begin AI asks which kind of leave it means before adding it. Check any rows it says were hard to read against the roster before you approve.

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Next

Sources and web access

See when outside content changes approval behaviour.

Loops

Configure recurring or event-driven AI work with its own Changes setting.

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Still need help?

Contact support

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Ask Begin AI

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