Enabling Extensiv AI for Users
1.5 min read
|Extensiv AI access is managed per user. Only admins can grant or update access.
Creating a New User with Extensiv AI
1. In Hub, click Users, then + Create User.
2. Enter the user's name, email, user type, and job title, then click Next.
The user type — Warehouse user (works in your facility) or Customer user (works for a customer you receive and ship for) — determines which views and prompts the user is offered.
3. Select the user's Hub Role. Under Product access, click + Add A Product and select Extensiv AI from the dropdown, then click Next.
4. Extensiv AI: Level of access — choose which operational data Extensiv AI can reference when answering this user's questions:
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- Orders & Packages — order status, dates, customers, allocation, carriers, tracking numbers, labels, and dimensions
- Inventory — stock levels, SKU availability, and on-hand quantities
- Receiving & Purchasing — receipts, receiving status, purchase orders, and PO tracking
Unchecked areas are off-limits for this user — Extensiv AI won't answer questions about them.
This step appears for organizations on paid Extensiv AI plans. On the Free plan, Data mode isn't available, so there's no data access to configure.
5. Extensiv AI: Favorite prompts — star the prompts that become the user's default Favorites. Select at least three to continue. Use search and the Type filter to find prompts relevant to the user's role.
Assigned prompts are a starting point, not a lock — users can change their Favorites at any time.
6. Warehouse access — toggle on the warehouses this user can access.
7. Optionally personalize the temporary password, then click Finish & Save. The user receives an email invitation to join Extensiv.
Granting Access to an Existing User
1. In Hub, click Users.
2. Select the user, then click Edit.
3. In the user profile, click Permissions & Security in the left panel, then click Edit in the Permissions section.
4. Click + Add A Product and select Extensiv AI from the dropdown.
5. Click View level of access settings next to Extensiv AI (paid plans).
6. Check the data areas Extensiv AI can reference for this user — Orders & Packages, Inventory, Receiving & Purchasing — then click Save.
7. Click Save on the permissions screen.
Data areas start unchecked. If you skip step 5, the user can open Extensiv AI but won't get answers to Data mode questions.
Users granted access this way start with an empty Favorites list. Point them to Understanding the Prompts Library to browse the library and build their own.
Changing a User's Data Access Later
Use the same path: Users > Edit > Permissions & Security > Edit > View level of access settings next to Extensiv AI. Changes apply to the user's future questions.