Introducing the EventWorks AI Assistant: Ask Your Data Anything

For years, getting answers from your data meant clicking through menus, building filters, and exporting reports. Today, we’re changing that. We’re excited to introduce the EventWorks AI Assistant — a built-in conversational tool that lets you search, explore, and analyse your EventWorks data using plain English.

No new software to install. No complicated setup. Just click Ask in the navigation bar and start typing.

What Can It Do?

The AI Assistant sits in a slide-out panel on the right-hand side of your screen and connects directly to your EventWorks account data. You can ask it questions the way you’d ask a colleague:

“What events do we have next week?”
“Show me all unpaid invoices that are overdue”
“What’s the total value of contracted events this quarter?”
“Find the contact details for Acme Corp”
“What costs are on event EV-1234?”
“How many events did we lose last month and why?”

Behind the scenes, the assistant searches your real data — events, accounts, contacts, costs, invoices, quotes, purchase orders, resources, and more — and returns formatted, readable answers with links straight to the relevant records.

It understands context, too. If you’re viewing an event page and ask “What invoices are on this?”, it knows exactly which event you’re referring to. You can ask follow-up questions in the same conversation, narrowing down results naturally — “Show me overdue invoices” followed by “What’s the total value of those?” works just the way you’d expect.

Responses stream in real time, formatted with headings, bullet points, tables, and clickable links so you can act on the information immediately.

Conversations That Pick Up Where You Left Off

Every conversation is saved automatically. Click the clock icon in the panel header to browse your recent chats and continue any previous conversation. You can also start fresh at any time with the new conversation button, or delete conversations you no longer need.

The panel itself is resizable — drag the edge to adjust the width, or expand to full-screen mode for complex queries. Your preferred width is remembered between sessions.

A keyboard shortcut (Ctrl + . on Windows, Cmd + . on Mac) lets you toggle the panel open and closed from anywhere in EventWorks without reaching for the mouse.

Built-In Help, Too

Beyond your data, the assistant has access to the full EventWorks help documentation. If you ask “How do I set up a quote?” or “What do the cost statuses mean?”, it will search the help centre and give you an accurate answer drawn from our documentation — no tab-switching required.

How We’ve Addressed Safety and Privacy

We know that trusting an AI tool with your business data is a big decision, so we’ve been deliberate about how the assistant works.

Read-only by default. The assistant can search and view your data, but it cannot create, edit, or delete anything. If you ask it to make a change, it’ll let you know it can only look things up and suggest you make the change directly in EventWorks.

Your data stays yours. When you ask a question, your message and the data returned by the assistant’s search tools are sent to a third-party AI provider to generate a response. This data is processed in real time and is not used to train AI models. Conversation history is stored in your own EventWorks database and is only visible to the user who created it — not shared across users or accounts.

Granular admin controls. Administrators have full control over what the assistant can and can’t access. The AI settings page (under Settings > AI > Tools) lets you enable or disable entire categories of data — for example, you can switch off the Financial Documents group to prevent the assistant from searching invoices, payments, or purchase orders. You can also drill into individual tool toggles within each group for even finer control.

The available tool groups are:

Events — events, dates, venues
Accounts & Contacts — accounts, contacts, users
Costs & Pricing — costs, cost groups, cost tabs
Financial Documents — invoices, credit notes, purchase orders, payments
Quotes & Packages — quotes, packages
Resources & Inventory — resources, allocations, variants
Notes & Tags — notes, tags
Organisation & Config — teams, sources, reporting periods, custom attributes
Help Documentation — help article search

Disabling an entire group also blocks any new tools that may be added to that category in future updates, so you don’t need to revisit settings every time we ship an improvement.

Fair usage limits. To keep the service running smoothly for everyone, usage is subject to fair-use limits that reset on a rolling basis — a short-term window every four hours and a weekly window that resets each Monday. Both scale with the number of active users on your account, so larger teams naturally get more capacity. If a limit is reached, you’ll see a clear message letting you know when it resets.

Transparent tool activity. Every response includes a brief summary of which tools the assistant used to find its answer (e.g. “Used search_events”). You can expand this to see the full details of what was searched and returned, so there are no black boxes — you always know exactly how the assistant reached its conclusion.

Included with Your Subscription

The AI Assistant is included at no extra cost as part of your existing EventWorks subscription. We want every team to be able to try it and benefit from it straight away. We’ll be keeping a close eye on usage patterns as adoption grows to make sure we can continue delivering this sustainably, and we’ll always give you plenty of notice if anything changes in the future.

How to Enable It

Getting started takes less than a minute:

Go to Settings > AI > General.
Set the Enable AI Assistant toggle to Enabled.
Click Save.

The Ask button will immediately appear in the navigation bar for all users on your account. If you’d like to restrict which data categories the assistant can access, head to Settings > AI > Tools before rolling it out to your team.

Only users with the edit-settings permission can access AI settings, so your team members won’t accidentally change the configuration.

Tips for Getting the Best Results

Be specific. “Show me contracted events for next month with a value over 5,000” will give you better results than “Show me some events.”

Use follow-ups. The assistant remembers context within a conversation, so build on previous answers rather than starting from scratch each time.

Add detail if needed. If a response seems incomplete, rephrase with more specifics — “Show me all costs on event EV-1234 grouped by cost tab” instead of just “Show me costs.”

Ask focused questions. Targeted queries use less of your team’s usage budget than very broad requests, so you’ll get more mileage out of your allocation.

What’s Next

This is just the beginning. Today’s release focuses on data search and exploration — giving you fast, natural-language access to the information you already have. Next up, we’re working on more powerful reporting outputs: the assistant will be able to generate charts and custom tables from your data, and you’ll be able to pin these directly to your dashboard for at-a-glance insights that stay up to date. We’ll have more to share on that soon.

Further ahead, we’re also planning an MCP server. This will let you connect EventWorks directly to Claude, ChatGPT, or any other MCP-compatible AI tool — so instead of only using the in-app assistant, you’ll be able to query your EventWorks data, and in time create and update records too, from the AI tools you already use every day. It’s a bit further out, but we’ll share more as it takes shape.

The AI Assistant is available now for all EventWorks accounts. Head to Settings > AI to switch it on and give it a try. We’d love to hear what you think.