AI Assistant

The AI assistant lets you manage your club by typing (or speaking) in plain English. It understands your club context and can perform actions with your confirmation.

Accessing the AI

Click AI Assistant in the sidebar to open the full-page chat. It keeps a History of your earlier conversations, and New Chat starts a fresh one.

You can also ask from wherever you are:

On the Dashboard, the AI chat sits on the page itself.
On most other pages on a computer, a floating Ask Kolva AI bar sits at the bottom of the screen. Type in it and the chat opens over the page you are on.
On a phone, tap Ask AI in the middle of the bottom bar to open the chat.

Ctrl+K (or Cmd+K on a Mac) does not open the AI. It opens the quick-navigation palette, which jumps to a page. More in the sidebar opens the same palette.

What it can do

The AI has specialist agents covering every area of your club:

Sessions

"Create a practice session for U8 next Tuesday 4-5pm at Main Hall"
"Cancel all sessions on bank holiday Monday"
"Show me this week's sessions"

Payments

"Who hasn't paid this month?"
"How much revenue did we collect in March?"
"Show me overdue payments for the competition team"

Messages

"Send a reminder to parents with outstanding payments"
"Draft a message about the schedule change next week"
"Message all U12 parents about the competition"

Athletes

"Add a new athlete called Sophie Brown, age 8, to the Juniors team"
"How many active members do we have?"
"Show me athletes who haven't attended in 2 weeks"

General queries

"What's our attendance rate this month?"
"Summarise last week's activity"
"Which coaches have expiring certifications?"

Confirmation flow

When the AI is about to make a change (create, update, delete), it shows you what it will do on a card and waits. Nothing happens until you click Confirm. Cancel drops it.

For example, if you say "Create a session for U8 next Tuesday at 4pm", the AI shows a card with the details of the session it has understood. Some cards let you correct a field before you confirm, and Confirm stays greyed out while a required detail is missing.

A card has a countdown and shows Expired if you leave it too long. Just ask again.

Three requests are worth reading carefully before you confirm, because they email people or change several records at once. Sending welcome emails shows how many parents and staff will be emailed, and who, before anything goes out. Welcome emails carry your club's privacy notice, so the AI will only offer to send them once your club has confirmed it has the right to contact these members. You do that yourself the first time you send from the dashboard: click Review & send on the "not yet welcomed" card and tick the confirmation. The AI cannot tick it for you, and if it has not been done the AI will point you there instead. Only one welcome send runs at a time, whether you started it from the dashboard or through the AI. Booking athletes onto a session lists who will be booked, who is already booked (they are skipped) and who will get an invitation email; no payment is taken. Placing taster prospects in a team lists the athletes, the team, that they become Active, and the first monthly fee if one will be raised. The AI cannot confirm these for you, and a card that is confirmed twice only acts once.

Voice input

Switch the Text / Voice toggle to Voice to talk instead of type. You will find the toggle at the top of the full AI Assistant page and in the chat that opens from Ask AI on a phone. Voice mode opens a separate screen: tap the microphone and speak. Useful when you're on the gym floor.

Conversations

The AI remembers context within a conversation. You can follow up with "actually make it 5pm instead" and it understands you're referring to the session you just discussed.

Tips

Be specific with dates: "next Tuesday" works better than "soon"
Name teams exactly: "U8 Comp" is clearer than "the little ones"
You can ask questions without triggering actions: "How many..." is safe
The AI only acts on your club's data — it can't access other clubs