HUBAL › User manual › AI Assistant
AI Assistant
HUBAL has a built-in HUBAL assistant that analyses projects, tasks, mail and finances in real time — always within your permissions. Next to it works the Alerts assistant (alerts and reminders), and a company can have its own AI assistants with a name and a speciality — see AI assistants.
The Assistant panel and chats
Click the Assistant icon () in the sidebar — the panel slides out from the right side. At the top there are tabs: HUBAL assistant, Alerts assistant and one for each AI assistant of your company. You write in the tab of the assistant you want to talk to.
Chats and topics. The Chats button in the panel bar shows all your conversations with the assistants (except alerts). You organise them into Topics — e.g. a separate topic for a client or a tender. You can pin a chat, rename it or move it to a topic. A topic can have its own instructions for the assistants (e.g. "answer in bullet points, give amounts net") and a linked HUBAL project the assistant uses when you don't name another one. Only you see your chats and topics.
What can the Assistant do?
The full list — split into the chat and the voice chat, with who can use what — is in the section What the assistants can do.
AI assistants
An AI assistant is a member of the AI team with its own name, role, colour and instructions — e.g. a marketing specialist or an HR specialist. It works with the permissions of the person talking to it: it never shows more than that person can see, and changes to tasks, the schedule or finances go for approval just as in the regular chat.
Adding. An administrator adds assistants in Team → AI team with Add AI assistant. The number of active assistants depends on the plan: Free 1, Start 3, PRO 10. The quickest start is a template — it comes with ready-made instructions and skills you then adapt to the company. The assistant starts with the template's name (e.g. "Marketing"); you can change it in the Name field, also to a name of your choice:
| Template and starting name | What it does |
|---|---|
| General knowledge | Letters, translations, technical advice, health, shopping. Always checks the internet and cites sources. |
| Marketing | Copy, posts, campaigns, content calendar and newsletters; images, clips, voice-over and music in Media AI. |
| HR and finance | Labour law, leave, contracts, social security, taxes, KSeF and cash flow. Checks regulations at the source; shows team workload and attendance to authorised people. |
| Creative | Brainstorming, names, slogans and campaign concepts — lots of ideas first, then the best three. |
The assistant card has the tabs Profile (name, role, form, colour, instructions), Abilities (model, Creativity: Precise, Balanced or Creative, the "What they can do" areas, skills and knowledge from procedure folders), Access (who sees the assistant) and Work (assigned work and recurring tasks). An administrator saves the changes; others see the profile and the work and start a conversation with Write.
Working with AI assistants
- Chat — in the Assistant panel, in the tab with the assistant's name. AI assistants do not talk by voice yet.
- Consultation — "ask the Marketing assistant about the campaign plan". Assistants ask each other for their view; you see the exchange in the chat as a discussion block.
- Background work on a task — "Marketing, take care of the Campaign plan task" or, when the assistant is assigned to the task, the Let {assistant name} handle this button in the task window. An assistant with Works on assigned tasks on their own switched on starts by itself. The summary comes to the Assistant panel, and task changes come as proposals to approve.
- Team chat — you add an AI assistant to a group chat like a person; it answers when someone mentions it (@Marketing or "Marketing, …" at the start of a message; an assistant with a name of your choice, e.g. Iza, also reacts to the name anywhere in a sentence). In a group chat it sees only what every participant can see (e.g. finances only when everyone has access to them) and saves nothing. You can also write to an assistant 1:1 in Chat.
- Recurring tasks — "every month prepare a summary of what's new in labour law and social security". Options: daily, on working days (no public holidays), weekly, every two weeks, monthly or quarterly. The result comes only to you — to the Assistant panel, and optionally also as a Word file in your private Drive. Pause, resume and delete them on the assistant's card in the Work tab. Works in the web app; you can also give recurring tasks to the HUBAL assistant.
Skills. A skill is an instruction on a specific topic (e.g. how to answer customer inquiries or how to check regulations). An administrator manages them in Team → AI team → Skill library: adds ready-made ones from the HUBAL library or writes their own, and in Who uses it chooses which assistants apply them.
Conversations and work of AI assistants use AI credits from the company pool. A stronger model gives better answers, but every message costs more — the multiplier is shown when you choose the model.
Saving to the Drive and transcribing handwritten notes
The assistant can save a Word file (DOCX) for you in your private Drive — e.g. a handwritten note transcribed from a photo, a transcript of a conversation or a longer text from the chat. This is different from a note in the widget: you get a regular file that you can open, download and forward.
In the assistant chat (also in the mobile app) type or dictate the content, or attach a photo of handwritten notes with the attachment button.
Use the words "to the Drive", "to my private space" or "to the file manager", e.g. "Transcribe this note and save it to the Drive in my private space as Meeting minutes". If you don't give a file name, the assistant picks one.
The assistant shows a card with a single step (saving the file) — click Run. Nothing is saved without it.
The assistant replies that the file is in Drive → Private drive and gives its name. Open the Drive icon in the sidebar, go to the private drive — the file has a preview, download and the same options as any other file.
What the assistant recreates from handwritten notes. It does not just transcribe the words; it tries to reproduce the layout of the page:
- a hand-drawn table → a real Word table with the same rows and columns,
- underlined words and sentences → underlined in the document (a single word inside a sentence too),
- titles → headings, bullets and numbering → lists,
- crossed-out text is skipped, and fragments that cannot be read are not guessed — they are marked [nieczytelne] (unreadable).
Shoot straight from above, in good light, the whole page. With a poor photo the table may come out incomplete — then the file shows [nieczytelne] where the assistant was not sure. Check the document before forwarding it.
By default a Word document is always created — like every document in HUBAL. You get a plain text file (TXT or Markdown) only when you explicitly ask for one. A document for the project canvas is a separate request ("make a document on the canvas of project X") — the assistant never saves one text in two places at once. Saving to the Drive works in the chat and in the mobile app; the voice chat does not do it yet.
Connect your own AI assistant — Claude, ChatGPT, Cursor
If you work in Claude, ChatGPT or Cursor every day, you do not have to give them up. Connect them to HUBAL using the MCP standard and your assistant gets the same tools as the assistant in the app: tasks, projects, deadlines, mail, procedures, finances — always on real data and always within your permissions. Available on the Start and PRO plans.
In the app open Settings → Integrations → External AI assistants and copy the MCP server address (e.g. https://hubal-project.com/mcp).
Claude: Settings → Connectors → Add connector and paste the address. ChatGPT: Settings → Connectors → developer mode → Create and paste the address. Cursor: MCP settings → add server with this address. No key is needed.
The assistant redirects you to a HUBAL page: you sign in to your account, see who is asking for access and to which organisation, and click Allow. On that page an administrator can choose Connect as identity for one of the company's AI assistants — then everything the connected assistant does is signed with that assistant's name, not yours.
You ask your assistant about tasks, deadlines, mail or procedures and it fetches the data from HUBAL. Every write (a new task, a financial entry, an e-mail) arrives as a proposal to approve in the Assistant panel in the app — nothing is saved without your click.
Settings → Integrations → External AI assistants shows what is connected and when it last worked; Disconnect takes effect immediately.
Exactly what you see: taking away your role or your access to finances applies immediately to the connected assistant too, because the server computes permissions on every call. The data the assistant asks for goes to the company that provides it, under your agreement with that company — HUBAL is not a party to it.
So that a loop in someone else's assistant cannot eat the pool, call limits apply: per connection and per organisation (higher on PRO). AI tools called by the assistant use the organisation's credits just like in the chat. On the PRO plan an administrator can also issue an access key (Settings → Integrations → Company → Access keys) for tools that cannot sign in (scripts, agent platforms). A key works as you or as one of the AI assistants from the AI team.
Writing emails with the assistant
The assistant can draft an email sent from your own mailbox — but it never sends it on its own. Sending happens only after you click "Send".
Step by step:
— e.g. "write an email to John Smith asking him to send the signed contract".
— it searches your address book (built automatically from all your correspondence) and the organization memory. If several people match, it shows a list to choose from; if it finds no one, it asks you for the address.
— with the recipient, subject and the full message body to review.
— every email sent by the assistant automatically gets a short footer noting it was prepared by the HUBAL assistant (you see it in the preview). It goes below your standard signature from Mail settings.
— you click "Send" (the email leaves from your mailbox and lands in the "Sent" folder) or "Reject" (nothing happens).
The AI Assistant respects privacy settings. It does not process data from confidential areas without appropriate permissions. More details in the Collaboration and Security section.