HUBAL › User manual › What the assistants can do
What the assistants can do — as of 17.10.2026
You talk to the HUBAL assistant in two ways: in the chat (the Assistant panel where you type) and in the voice chat (you talk to the assistant in the web or mobile app). The tables below show what you can ask it. AI assistants from the AI team can do the same in the chat — in the areas an administrator has switched on for them. In the Chat and Voice columns, ✓ means "can do it" and — means "cannot". The Who column tells you whether a request needs extra permissions.
A few rules that apply to all the tables:
- Changes wait for your approval. New tasks, task changes, clients, projects and financial entries are first shown by the chat as an approval card — nothing is saved until you approve it. Instead of a card, the voice chat repeats the details aloud and asks you to confirm. Where the assistant saves right away (e.g. a note), the notes column says so.
- An email never goes out on its own — only after you click "Send" or clearly say "send" in the voice chat.
- The assistant sees what you see. It does not show confidential projects you have no access to. For people without financial access the chat does not reveal amounts.
- Where you ask matters. The chat adapts its skills to the place where you open it. If the notes column says nothing else, the request works in the chat on the Dashboard (the same applies in Finance and in the mobile app). In Mail the chat focuses on correspondence, and on a project Canvas — on documents and drawings. When a request also or only works there, the notes column says so.
- Who can use it. The chat is available to people with edit rights in the organization; an administrator can turn off assistant conversations for someone. Conversations use AI credits from your plan. The voice chat is available on all plans (Free Start PRO), after confirming your email address; a minute of conversation uses about 20 AI credits from the organization's shared pool. When the pool runs out, the voice conversation ends and you can't start a new one until the pool renews (on a paid plan you can buy a credit pack).
Projects and tasks
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "What are my tasks this week?", "What tasks does Anna have?" | ✓ | ✓ | everyone | Tasks from all projects at once. |
| "What am I behind on?" | ✓ | ✓ | everyone | |
| "Add a task Quote in the Alpha project for Anna, due Friday" | ✓ | ✓ | everyone | The chat shows an approval card; the voice chat repeats the details and asks you to confirm. A multi-day task is one task with a from–to date. Also in Mail. |
| "Move the Quote task to Friday", "Let Assembly start after Delivery" | ✓ | ✓ | everyone | After you approve the card. Also changes the name, description, priority, effort and the steps of a multi-step task. |
| "Assign the Assembly task to Anna" | ✓ | ✓ | everyone | After you approve the card (by voice: after your "yes"). Only people from your organization. |
| "Tick off the task Send the offer" | ✓ | ✓ | everyone | After you approve the card. A completed task can also be reopened. |
| "Delete the task Old notes" | ✓ | ✓ | everyone | After you approve the card. Deletion cannot be undone; a task linked to payments needs an extra confirmation. |
| "What's going on in the Alpha project? What's ahead?" | ✓ | ✓ | everyone | Project history, agreements and upcoming deadlines. Also in Mail and on the Canvas. |
| "How far along is the Beta project?" | ✓ | ✓ | everyone | Tasks, completion and the project team. Also in Mail. |
| "Which projects have overdue tasks?" | ✓ | ✓ | everyone | The number of overdue tasks in each active project and the oldest overdue date. |
| "Find the project about the new website" | ✓ | ✓ | everyone | Also in Mail and on the Canvas. |
| "Create a project New branch opening" | ✓ | ✓ | everyone | The chat shows an approval card; the voice chat repeats the name and asks you to confirm. The Free plan limits the number of projects. |
| "Which clients do we have?", "What's new with client ABC?" | ✓ | ✓ | everyone | Without the client's financial data. |
| "Add the client Kowalski Accounting Office", "Send the VAT return for ABC by the 20th" | ✓ | ✓ | everyone | Approval card. A client matter goes to the client's "ongoing service". The Free plan limits the number of editable contractors. |
| "The New branch opening project is for ABC" | ✓ | ✓ | everyone | Chat links the client right away (not in the getting-started conversation); the voice chat repeats the project and client and asks you to confirm. |
| "Make a schedule for building a detached house" | ✓ | — | everyone | The assistant asks for details and shows a draft of stages and tasks; it goes into the project only after you approve it. |
Calendar and deadlines
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "What deadlines are coming up this week?", "What did we promise our clients?" | ✓ | ✓ | everyone | Deadlines and commitments picked up from correspondence: yours first, the team's separately. What others promised you — on request. |
| "Remind me on Friday at 9:00 to review the contract" | ✓ | ✓ | everyone | A notification at the given time. Saved right away. |
| "For tomorrow: call the client" (as a task in the schedule) | ✓ | ✓ | everyone | Creates a task in the project, as in the Projects and tasks table. Also in Mail. |
| "Plan my day", "Undo my day plan" | ✓ | — | everyone | The assistant builds a plan from your tasks, deadlines and calendar and shows it for approval. |
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Write an email to John Smith asking for the contract" | ✓ | ✓ | HUBAL PRO plan, connected mailbox | The chat shows a card with Send and Reject buttons. the voice chat reads the text aloud and asks "Shall I send it?". The email leaves from your mailbox with the HUBAL assistant footer. Also in Mail. |
| "What's the email address of ABC?", "Who is Jan Kowalski?" | ✓ | ✓ | everyone | Searches contacts from your correspondence and the company memory; the chat also searches the contractor register. Also in Mail and on the Canvas. |
| "Find emails from Smith from this month" | ✓ | ✓ | everyone | Also in Mail. |
| "Download all attachments from the emails about Zakarczmie and save them to a new folder on the Drive" | ✓ | — | everyone | Only your mailbox. Creates a new folder on the Drive (private, company or project files), skips signature images and identical files. Older attachments are fetched straight from the mailbox. Also in Mail. |
| "Summarize this thread", "Show the whole correspondence in this thread" | ✓ | ✓ | everyone | With the thread open. Also in Mail. |
| "What did we agree by email about the quote for ABC?" | ✓ | ✓ | everyone | Searches by meaning, not just by words. Also in Mail. |
Finance
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Show overdue invoices", "How much do we still owe company X?" | ✓ | ✓ | with finance access | Invoices from suppliers and issued by you: amounts, due dates, overdue balances. |
| "Add a cost of 350 PLN for printouts to the Beta project", "The client will pay 10,000 PLN by the end of the month" | ✓ | ✓ | with finance access | Approval card. A planned cost or a planned payment in the project's Financial Center. Also in Mail. |
| "Import a bank statement" | ✓ | — | with finance access | Opens a card for adding the file. AI reads the statement, you check the preview and approve the settlements. Also in Mail and on the Canvas. |
| "Help me fill in the company's financial profile" | ✓ | — | with finance access | "Financial profile" mode: the assistant asks about the team, fixed costs, goals and balance and shows changes on a card — you save them with a button. PRO plan. |
| "Is project X profitable?", "Summarize revenue and costs for the quarter" | ✓ | ✓ | with finance access | The voice chat will say that financial reports are available only in the chat. |
Team
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Who is on our team?" | ✓ | ✓ | everyone | Also in Mail. |
| "Who should take this task?" | ✓ | ✓ | everyone | Suggests people based on skills, workload and leave, with reasons. The choice stays with you. Also in Mail. |
| "Who has the most tasks?" | ✓ | ✓ | everyone | The number of open tasks per person, including overdue ones. |
| "What did Anna finish this week?" | ✓ | ✓ | everyone | A person's completed tasks across all projects. |
| "Who on the team works overtime or at weekends?", "How many hours did I work this month?" | ✓ | — | everyone (own time); team — administrator or HR | From "Work time": hours, long days, weekend work, days not closed, start times, leave and other absences (without reasons). Anyone can check their own time; other people's time — only an administrator or a person with HR permissions. |
| "Kasia and Marek are also on the team — add them" | ✓ | ✓ | administrator | Adds people without a HUBAL account so that tasks can be assigned to them. Does not send invitations. |
Files and documents
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Prepare a letter to the office about changing the conditions", "Write an offer for the client" | ✓ | ✓ | everyone | Creates a Word document with a PDF preview. the voice chat hands it over to work in the background, and the finished document appears in the chat. Also on the Canvas. |
| "In the contract, change the delivery date to 30 September" | ✓ | ✓ | everyone | For Word files. Creates a new version of the file; the original stays. the voice chat hands it over to work in the background. Also on the Canvas. |
| "Rotate the upside-down pages in this PDF", "Turn the table in this PDF into an Excel sheet", "Make a 1:500 site plan on A3 from this DXF" | ✓ | — | everyone | Processing files added to the conversation or placed on the project canvas (PDF, Word, Excel, PowerPoint, images, CSV, DXF/DWG drawings): rotating and merging pages, conversions, tables, charts, a scaled PDF sheet from a CAD drawing (e.g. a site plan with frame, title block and legend). New files go to "Conversation files"; the originals stay unchanged. The task is always performed by a Claude model. Also on the Canvas. |
| "Review these tender documents — are there ambiguities or conflicting clauses?", "Where are the contractual penalties in the contract?" | ✓ | — | everyone | Long documents added to the conversation (e.g. a functional programme, a contract, tender terms) are read in full — for a very large package the assistant reads further parts and searches for specific clauses. It checks regulations only in official sources (ISAP, gov.pl, EUR-Lex, PKN). Chat: with an attached file. |
| "Check these tender documents: ambiguities, conflicting clauses, vague requirements" | ✓ | — | everyone | A thorough review in the background (usually 5–15 minutes): a plan, several readers in parallel, drawings and scans viewed page by page, conflicts between documents and checked quotations. Result — a summary in the conversation and a Word report with quotations and questions for the contracting authority. PRO plan; costs more than a regular answer. Chat: with an attached file. |
| "Search the documents for contractual penalty clauses" | ✓ | ✓ | everyone | Searches documents from canvases and sketchbooks. Also in Mail and on the Canvas. |
| "What does the warranty chapter in this PDF say?" | ✓ | — | everyone | Also on the Canvas. |
| With an attached file: "What's in this contract?", "Transcribe this handwritten note" | ✓ | — | everyone | Up to 5 files at once, up to 12 MB in total: photos, PDF, Word, Excel, CSV and text files. Without an instruction the assistant only assesses the file and suggests what can be done with it. |
| "How do we prepare quotes?", "Read the order intake procedure" | ✓ | ✓ | everyone | Searches the Procedures hub, respecting folder access. Also in Mail and on the Canvas. |
| "Write this down as a procedure for the team" | ✓ | ✓ | everyone | Saves right away in the Procedures hub. Without a folder, the whole organization can see the procedure. Also in Mail and on the Canvas. |
| "Add a Preparation stage with three tasks to the canvas" | ✓ | ✓ | everyone | The chat applies changes right away — also without opening the canvas (from the Dashboard, on a project canvas or on the Company canvas and My canvas on the Drive); deleting and tidying up only with the canvas open. the voice chat hands bigger changes over to work in the background. Also on the Canvas. |
| "Describe what is on this drawing", "Find windows with a width other than 150 cm and mark them" | ✓ | — | everyone | Needs a CAD drawing (DXF or DWG) on the canvas. Marks are drawn on the drawing. Chat: on the Canvas. |
| "Draw a block diagram of the installation" | ✓ | — | everyone | The diagram is created as a new drawing. Chat: on the Canvas. |
| With the Media Kreator add-on: "Prepare three images for a post with our logo", "Make a short film from these photos with a voice-over and music" | ✓ | — | with access to the Media Kreator add-on | Images, clips, voice-over, music and montage are created on a canvas: the project's, or — when it is not about a project — the Company canvas (company Drive) or your My canvas (private Drive). The chat shows just the result with an “Open on canvas” button; with the add-on the assistant does this outside the Canvas too. Before a bigger job the assistant gives an estimated cost in credits. Chat: on the Canvas. |
| With the Media Kreator add-on: "Show the images we made in this project", "Display that clip here" | ✓ | — | with access to the Media Kreator add-on | The assistant shows previously made images, clips and recordings in the chat — also from tiles on the canvas and images from the Drive: thumbnails (click to open a preview), a player, “Open on canvas” and “Download”. Only what you can see yourself. Chat: on the Canvas. |
| "Measure the room areas", "Calculate the building footprint" | ✓ | — | trial testers | Automatic measurement of drawings is still being tested. Chat: on the Canvas. |
| "What's in the Offers folder on the company Drive?", "Read the contract on my Drive and tell me the notice period" | ✓ | — | everyone | The company Drive, your private Drive and project files — only what you can see yourself. Reads Word, PDF and text files; the assistant does not open files in protected folders. Also on the Canvas. |
Notes
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Note: agree the handover date with the client" | ✓ | ✓ | everyone | Saved right away as your private note. |
| "Save this transcript to my private space on the Drive" | ✓ | — | everyone | A Word file lands in the file manager: Drive → Private drive (only you can see it), or — when you ask “for the company” — on the company Drive, also in a chosen folder. From handwritten notes it recreates tables and underlining. A plain note is a separate thing — the Notes widget. |
| "What do I have in my notes about the Alpha project?" | ✓ | ✓ | everyone | Your notes and the ones shared with you. |
| "Share this note with Anna" | ✓ | ✓ | note author | Shares right away with a person from your organization. You can also do it in the Notes widget. |
| "Write in the Alpha project journal: the client changed the scope" | ✓ | ✓ | everyone | The entry goes straight to the Project journal. |
Reports
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "How many hours did we work this month?" | ✓ | ✓ | everyone | In the chat, the breakdown of hours per person is shown to an administrator or someone with the reports permission. |
| Financial reports: revenue, costs, profitability | ✓ | ✓ | with finance access | See the Finance table. |
Other
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Who is Peter Brown?", "What do we know about ABC?" | ✓ | ✓ | everyone | The company memory, built from correspondence and work in HUBAL. Also in Mail and on the Canvas. |
| "Check the current rules on remote work", "Read this page and summarize it" | ✓ | ✓ | everyone | Internet search; the answer lists its sources. Also in Mail and on the Canvas. |
| "When an invoice from ABC arrives, assign it to the Alpha project", "What rules do I have?" | ✓ | ✓ | everyone | A new rule appears as a card — you save it with a button. Deleting a rule also needs an approved card. The daily limit of new rules depends on your plan. Also in Mail. |
| "Eve's correct email is eve@company.com", "Mr Smith works at ABC, not XYZ" | ✓ | ✓ | everyone | Corrects the company memory right away. Only an administrator can delete an entry from the memory. Also in Mail. |
| "How do I create a new project?", "Where do I set automation rules?" | ✓ | ✓ | everyone | Answers based on this user manual. Also in Mail and on the Canvas. |
| "Ask the Marketing assistant about the campaign plan", "Marketing, take care of the Campaign plan task" | ✓ | — | everyone | Works when the company has AI assistants (Team → AI team). In a conversation the assistant answers from their expertise; work on a task runs in the background — task changes come back as proposals to approve, and the summary goes to the Assistant panel. Also in Mail and on the Canvas. |
| "Remember that I prefer short answers", "Remember: we name files YYYY-MM-DD_project", "Forget that…" | ✓ | — | everyone | Your memory is private — all your assistants use it, but only in conversations with you. The company memory is used by all assistants; only information that is open within the company gets there (marketing, company, equipment, ways of working) — confidential things stay in your memory. The assistant can also remember something important on its own (turn it off in Settings → Memory) — for the company memory this becomes a suggestion an administrator approves. In team chats assistants save to the company memory only when asked. In Settings → Memory you can review, edit and download the memory as an .md file; the company memory is edited by an administrator. Also in Mail and on the Canvas. |
| "Every month prepare a summary of what's new in labour law and social security", "Every Monday review new tenders" | ✓ | — | everyone | The HUBAL Assistant or an AI assistant does it regularly in the background — daily, on the company's working days (no public holidays), weekly, every two weeks, monthly or quarterly — and sends the result to the Assistant panel, optionally also as a Word file in your private Drive. It uses the internet and the company's shared knowledge — not projects, mail or finance. Pause, resume and delete it in Team → AI team → Work; you see only your own. Also in Mail and on the Canvas. |
| "Prepare a Facebook and LinkedIn post about finishing the Alpha project", "What do we have scheduled on social media?" | ✓ | — | everyone | On the Start and PRO plans. The assistant prepares a draft post (text, versions per platform, images and videos from Media Kreator or the company Drive); if you don't give a date, it asks whether to publish right after approval or on a chosen day and time. It is published only after a person approves it in “Social media” — an administrator or someone with the “Social media” permission. Company accounts (Facebook Pages, Instagram business accounts, LinkedIn company pages and personal profiles) are connected in Settings → Integrations. Also on the Canvas. |
| "What can you do?" | ✓ | ✓ | everyone | The chat shows examples matching the place and your permissions. Also in Mail and on the Canvas. |
| Getting-started conversation: setting up the dashboard, team, company profile and first schedule | ✓ | — | owner or administrator | The assistant leads it on first launch. The team, company profile and tasks are saved only after you approve a card. |
What the assistants cannot do
- The voice chat can't do this — do it in the chat: "Download all attachments from the emails about Zakarczmie and save them to a new folder on the Drive"; "Import a bank statement"; "Help me fill in the company's financial profile"; "Who on the team works overtime or at weekends?", "How many hours did I work this month?"; "Rotate the upside-down pages in this PDF", "Turn the table in this PDF into an Excel sheet", "Make a 1:500 site plan on A3 from this DXF"; "Review these tender documents — are there ambiguities or conflicting clauses?", "Where are the contractual penalties in the contract?"; "Check these tender documents: ambiguities, conflicting clauses, vague requirements"; "What does the warranty chapter in this PDF say?"; With an attached file: "What's in this contract?", "Transcribe this handwritten note"; "Describe what is on this drawing", "Find windows with a width other than 150 cm and mark them"; "Draw a block diagram of the installation"; With the Media Kreator add-on: "Prepare three images for a post with our logo", "Make a short film from these photos with a voice-over and music"; With the Media Kreator add-on: "Show the images we made in this project", "Display that clip here"; "Measure the room areas", "Calculate the building footprint"; "Save this transcript to my private space on the Drive"; "What's in the Offers folder on the company Drive?", "Read the contract on my Drive and tell me the notice period"; "Plan my day", "Undo my day plan"; "Make a schedule for building a detached house"; "Ask the Marketing assistant about the campaign plan", "Marketing, take care of the Campaign plan task"; "Remember that I prefer short answers", "Remember: we name files YYYY-MM-DD_project", "Forget that…"; "Every month prepare a summary of what's new in labour law and social security", "Every Monday review new tenders"; "Prepare a Facebook and LinkedIn post about finishing the Alpha project", "What do we have scheduled on social media?".
- The place matters — whatever the chat can't do in a given place (e.g. in Mail), it says so and tells you where to do it.
- Neither assistant has a separate meeting calendar — deadlines are saved as tasks in the schedule or as reminders.
- The assistant does not see confidential projects you have no access to, or emails hidden from AI (see Mail and AI).
- In a conversation with an attached file the chat does not use the internet — this protects against instructions hidden in the file's content.
- Automatic measurement of CAD drawings is still being tested and works only for selected testers. The assistant will read and describe a drawing for everyone.