Home LMS AI Assistant: How to Enable, Configure, and Use It

AI Assistant: How to Enable, Configure, and Use It

Last updated on Jun 15, 2026

The AI Assistant improves the quality of training, accelerates onboarding, and reduces the workload on mentors. It answers employees' questions quickly, in an understandable form, and only using materials available to those employees. This reduces the number of repetitive questions to managers and colleagues, helps employees find the necessary information faster, and complete onboarding and training more confidently.

What the AI Assistant does?

  • Answers employee queries based on lesson materials to which they have access.

  • Helps explain topics and find the necessary information within courses.

  • Adheres to access restrictions: it does not “see” materials that are not available to a specific user.

How to enable the AI Assistant?

  1. Go to the menu section Settings - Company.

  2. Switch on the toggle in the AI Assistant block.

  3. The system will automatically create an AI knowledge base and add all activated courses.

  4. Non-activated courses are not added to the AI knowledge base.

The administrator does not need to configure anything manually; simply enabling the “AI Assistant” function is sufficient. The system does everything automatically thereafter. The initial full processing of all data and addition to the AI knowledge base may take some time, depending on the number of training courses, sometimes up to several hours.

How to disable the AI Assistant?

  • Simply switch off the toggle in the menu section Settings - Company.

  • After this, the AI Assistant will be unavailable to users.

  • After disabling the AI Assistant, the company's AI knowledge base will be automatically deleted 3 days after disabling. If it is re-enabled more than 3 days after disabling, a new AI knowledge base will be created, and tokens will be deducted for adding all training courses. If it is re-enabled less than 3 days after disabling, the current AI knowledge base will be restored, and tokens will be deducted only for processing video and audio files and new content.

How to open the chat to ask the AI Assistant a question?

For administrators:

  1. Click on the chat icon (in the middle of the right side of the screen).

  2. A channel selection menu will open; click “AI Assistant”.

For learners:

  1. Click on the chat icon (in the middle of the right side of the screen); the “AI Assistant” chat will open immediately.

Which languages are supported?

The AI Assistant is multilingual and responds in the language in which the question was asked. If the query language differs from the language of the training materials, the assistant will automatically translate the answer. For example, if a user asks in German, but the course content is in Ukrainian, the AI Assistant will find the information, translate it into German, and provide the answer to the user.

Can users take tests with the help of the AI Assistant?

  1. On the test-taking page, the ability to open the AI Assistant is blocked.

  2. To prevent situations where users open the AI Assistant in other tabs or on other devices, we have created a control system that, before referring to the AI Assistant, analyses whether the question is from a test or not. If it is a test question, the AI Assistant will report that it cannot answer test questions.

Tip. If you want to ensure high-quality knowledge assessment and prevent learners from “bypassing” the system, set a timer to limit the test duration and use the test uniqueness function.

How the knowledge base works (important for administrators)?

After enabling the AI Assistant, the system creates the company's knowledge base. All activated courses are automatically added to it. When a new course is activated, it is automatically added to the knowledge base. If content changes in an activated course, the system automatically updates the information in the knowledge base. If a course is deactivated or deleted, the system automatically removes it from the AI knowledge base after 3 days.

When a user contacts the AI Assistant, the system first checks which training materials the learner has access to, then looks for the answer to the question specifically among these training materials. The AI Assistant does not provide information from courses not assigned to the user.

The administrator does not have to do anything manually — the system itself monitors changes in content and permissions, and automatically maintains the knowledge base in an up-to-date state.

When are AI tokens deducted?

  1. Enabling the AI Assistant. A knowledge base is created, and all activated courses are added.

  2. Activation of new courses. Every new activated course is automatically added to the knowledge base. Tokens are deducted for the added course.

  3. Updating course content. If text lessons have not changed, the system does not re-index them, and tokens are not deducted. If lessons contain images, audio, or video, tokens are deducted for each processing of these files, even if they have not changed. This is because images, audio, and video are analysed by AI models, and each processing requires resources.

  4. User queries. When the AI Assistant is enabled, every user query deducts AI tokens.

All token deduction statistics are recorded in detail and displayed in the AI Tokens section. If tokens run out before the end of the paid period, a red message will appear at the bottom of the screen when attempting to open the AI Assistant chat: “Not enough tokens to use the personal assistant, please contact the administrator.”. Additional tokens can be purchased in the AI Tokens section.

Working with a negative token balance

  1. Can the balance become negative? Yes. If you run out of tokens while an operation is being performed (for example, video processing), the system will not interrupt the process. It will complete the action and deduct the full cost, resulting in a negative balance ("minus"). This debt will be automatically deducted upon the next balance top-up.

  2. Adding courses to the AI knowledge base with a negative balance. If the "AI Assistant" function is enabled, we do not block knowledge base updates even with a negative balance. This is done so that the assistant always has up-to-date information. Therefore, when activating new courses or changing content, tokens will continue to be deducted, which may increase the negative balance.

  3. How to avoid a negative balance? You can temporarily disable the "AI Assistant" function in the settings and enable it after free tokens are credited. Or purchase additional tokens.

⚠️ Important: If you disable the assistant, the current AI knowledge base will be deleted after 3 days. Re-enabling the assistant will result in the creation of a new base and full re-indexing of all courses. This will cost significantly more tokens than maintaining the existing base in an up-to-date state.