Operaciones · Feature

AI Assistants: Specialized Copilots by Role, Not a Generic Chatbot

AI assistants configured for specific jobs — a sales assistant, a project assistant, a finance assistant, an HR assistant — with access to your Pilot data and the tools each role needs. You choose what they can do and what they can access.

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Screenshot of the AI Assistants module in Pilot Desk
In 30 seconds
  • Create several assistants with different instructions, tone and reference files.
  • One can be a 'Sales assistant', another a 'Legal assistant', another a 'Blog editor'.
  • Each one appears as a separate chat.
  • Shareable with the team: your sales assistant can help others on the team too.

What are Assistants?

If the Workspace Assistant is the generalist, this module is for creating specialists: an assistant that knows your product specifically, with your brand tone, with the files you uploaded as reference.

Create an assistant

  • A clear name: 'Sales assistant', 'Blog editor', 'Customer support'.
  • A short description of what it's for.
  • Instructions: the 'system prompt'. How you want it to behave ('keep answers short', 'always close with a question', 'warm tone').
  • Reference files: PDFs, docs, decks the assistant should know.

Example: a sales assistant

Example

You create a sales assistant for the sales team to use.

  1. Name: 'Sales Assistant'.
  2. Instructions: 'You are the sales team's assistant. Professional but warm tone. Don't make up prices — if you're asked a price and don't know it, ask the user to confirm.'
  3. Files: the product catalog PDF, a sample proposal, the discount guide.
  4. You share it with the sales team.

Any rep can now ask it: 'Draft me an email to a prospect who asked for a discount', and gets an answer consistent with the company's line.

Share an assistant

The Share button at the top right of the assistant. You choose people or departments and a level: use (they can chat with it) or edit (they can change instructions).

How it connects

How it connects: Assistants

Workspace AIThey share the engine; you can use a specific assistant from the Workspace. Work BoardWhile writing notes you can invoke a specific assistant. EmailWhen drafting an email you can choose which assistant helps you.

Tips

  • A few clear instructions > many fuzzy ones. 5 precise rules work better than 30 vague ones.
  • Test the assistant with 5-10 cases before sharing it. Adjust whatever doesn't come out right.
  • Iterate the instructions as you see how the team uses it.
  • Clean up assistants that are no longer used — they create noise in the list.

Real use cases

Run your company from WhatsApp

The team pulls data and runs actions over WhatsApp, talking to AI assistants by role.

AI customer service

A dedicated support AI assistant that knows each customer.

Integrations that power this feature

Connect Pilot with the tools your team already uses. The AI orchestrates between them without you switching screens.

WhatsApp BusinessWhatsApp Business SlackSlack HubSpotHubSpot SalesforceSalesforce QuickBooksQuickBooks

Industries where it shines

Technology

Cómo Pilot ayuda al sector technology.

Professional services

Cómo Pilot ayuda al sector professional services.

Retail

Cómo Pilot ayuda al sector retail.

Finance

Cómo Pilot ayuda al sector finance.

Frequently asked questions

What does a Pilot AI assistant do that a generic ChatGPT can't?
A Pilot assistant has access to your real business data (CRM, billing, calendar, projects) and can run actions — not just reply. You tell it 'send the signed contract to client John Smith and book a review meeting next week,' and it does it. A generic chatbot hands you text that you then have to copy and paste yourself.
Can I control which actions it can run?
Yes, and it's critical. Each assistant has a scope: which modules it can read (read-only) and write (create/edit/delete), over which subset of clients or projects (all, only the user's, only a team's), and which costly actions require human approval (emailing 50+ contacts, running a payment, deleting a record).
How is the assistant trained for my business?
No manual training required. You define the role ('senior sales assistant'), the areas it covers and the data it can access. Pilot injects your business context into every interaction. If you want it to learn your tone, you can upload sample replies or emails from your team.
Does it work over WhatsApp and Slack too?
Yes. You configure channels: each assistant can be available only in the app, also on WhatsApp Business, or also on Slack. Useful for teams that live in messaging and don't want to open the app every time.
How many assistants can I create?
No hard limit. A reasonable range is 3-8 assistants per company (one per critical area). More than that tends toward over-segmentation. Pilot includes preloaded templates for the most common roles (sales, projects, finance, HR, support).

Does your business need a copilot, not a chatbot?

Book a 30-minute demo. We'll configure an AI assistant for your real role (you pick which one) and show you how it runs real actions on sample data.

Request a demo